Rock U - Groups - Group RSVP

Transcribed Video Content

Sometimes you don't need a full registration. You just need a head count. Group RSVP makes it easy to get that head count so in the future, you can plan space, food, and volunteers with real numbers. So to understand when you would use event registration versus group RSVP, if you have a really large event, especially one that people would pay for or you need to do tracking of, a lot of things, placing people into groups and taking them through a registration process where we get a lot of information from them, you would use event registration. That's for your big events and it's a powerful tool. Group RSVP is a nice one to use when there's a smaller event or you have a simple response that you need, which is asked of a group and they will answer yes or no. So you get a head count before anyone walks in. There are four steps. You first of all have the group and it doesn't have to have any members, but it should exist. Then you pick an RSVP occurrence, the when and where, a date and a location, you attach it to the group. You send a request through email, for example, and you ask the people you're inviting to answer. Then you wait for the responses. You get the accepted, declined, no response, and you can change those answers by hand as well. But let's get into setup. It's pretty simple. We'll go to admin tools, settings, then we'll go to group types. And we're gonna set this up for a small group group type. Then just go down to the RSVP section, click there, make sure enable RSVP is on, and you can pick a communication that will be sent out. This is just a nice template that reminds people, five days before the event that you're RSVP ing for to make sure that they're RSVP ed, essentially. And it's something that you can pick the lead time on, and it is really nice. So once you save, every group in that group type is ready to do RSVP. So now we'll go to a group, go to people, group viewer, and I'm gonna look at Ted Decker's group. Now you'll first of all see this RSVP tool here. That's only available to those group types that have RSVP set up. And we can also edit here to see some simple settings for RSVP, and you're basically just being reminded of, this is the communication that's gonna be sent out, and we have that lead time hard coded. So we'll save here, and let's click into RSVP. So we have a list of occurrences already. We had one in the past that people RSVP'd for, and this is basically just coming off of a schedule we've created. So every week, Monday at 7PM, which is nice because that's when the group meets. That's how we have our RSVP occurrences set up. Every week, we have an occurrence that you can RSVP for. It's super easy to add a new one as well, but essentially all you do is you click the plus button and we will have a name here. We can just say something barbecue event, And we can pick a location, but we actually already have one set up. So I'm going to say the next seven weeks. Let's look at what we have available. And I have one called the small group barbecue. Now if we click into this, and you'll you'll first of all see that we have no invitees, and I'll show you how we can invite people to this. But if we click edit, we have the name, the date. You can pick a location if you want to. You can also pick a check-in schedule if this is gonna be connected to check-in in some way. And if you want a custom accept or decline message for this RSVP, that's easy to add. We've said thanks for coming to the barbecue, and then we will miss you if you decline. You can also pick to show decline reasons if you want to have reasons. This list can also be added to through defined type, but we've selected that all of these are available decline reasons. So just remember these. I'm gonna show you how we can send out an RSVP and then how we can actually register. So we'll hit save here. We've got this specific RSVP set up. Now we just went to a communication. So under people, new communication, or however you wanna send out a communication, when you're in the email builder, there's an option called RSVP. If you drag this in, it's simply gonna have two different buttons, which you can change the styling of, you can change what the buttons say and, really make it look your organization. But what we're gonna do here is simply click the RSVP group. We'll pick the Dekker group, and let's see. We're gonna select this occurrence. I had it twice, but I know that this is the right occurrence. And now we'll simply register recipients, and it's that easy. So everyone that we're sending this email to will now be on the list of people that have the opportunity to RSVP. If you hadn't clicked this, then only the people that actually click accept or decline will be on your list of people who can RSVP. Then you would, of course, go and you would hit send. Now let's look into what response would be . Alright. And once that's sent, it's up to the people to actually respond. So if you hadn't responded through email, if we just sent out a link to respond to this with the attendance occurrence ID and such, then we'd be taken to this screen where we'd have our first name, last name, email address. We wouldn't be able to change them. They're hard coded here, and we can just pick whether we accept or decline. Then if we had picked to say accept from the email, for example, we'd be taken here and it would just let us know, thanks for coming to the barbecue. That's that custom message we added. And if you would click decline, since we picked that this occurrence would have a list of reasons why you didn't make it as options, it will say we will miss you, which is that message we picked, and we can just select a reason and we can hit save. And now our response is recorded. And if we go to the Dekker group now, we can click on RSVP. We see the small group RSVP or sorry, small group barbecue RSVP. And when we click in, we can see exactly where we're at. We have only declined so far only one invitee because we added invitees through that email even though we have more people in the Decker group. And it says the status is decline, it says why, we can add a note, we can edit this if we want to change it and have a different result, we'll have a different looking chart here. And yeah, now it's easy for us to handle our RSVPs. Group RSVP gives you a head count before anyone enters the door. Just turn it on once and you're ready to collect answers.