How to Collect WhatsApp RSVP Messages for Your Event

We live in a world where everyone is hustling. No one has much time to spare, and that has made the attention span of people a lot lesser than it was years ago.

In this fast-paced world, sending traditional event invites where guests must fill in their details to RSVP feels outdated.

In this article, we will tell you about a modern way of sending invites through WhatsApp and how to set it all up step-by-step.

The benefits of enabling RSVPs via WhatsApp

#1. Invite people via WhatsApp

The trend of platforms like WhatsApp playing a pivotal role in organizing events and gatherings is on the rise. 

That’s because, when you send an invite via WhatsApp, it becomes easier for the receiver to just send a message that they’ll be there instead of following a link and filling up a form to RSVP.

Inviting people via WhatsApp also lets you record and track responses to ensure seamless event planning.

#2. Easy and convenient

WhatsApp makes it easy and convenient for people to confirm their presence at an event as it lets you send QR codes to your guests. They can just scan the QR code and can RSVP. 

They don’t need to fill out a form with their name and other personal details because the event manager will receive their WhatsApp details as soon as they scan the QR code.

The process of sending WhatsApp RSVP also reduces human errors that might occur when filling out the form.

#3. Fresh and unique way to interact with your audience

Let’s face it; it’s a human tendency to get bored doing the same process again and again. So if you’re sending RSVP the traditional way, chances are, your audience might feel bored and not sign up. 

Sending WhatsApp RSVPs is a unique and fresh technique that people might not be aware of that’ll make them excited to test it out. It’s also quicker than the traditional RSVP method.

How to set up WhatsApp RSVP 

To set up a WhatsApp RSVP, you must have a WhatsApp Business API account. 

When you connect WhatsApp Business API with a WhatsApp Business Solution Provider, you can get your team onboard on the same WhatsApp account, and let you manage conversations efficiently.

What’s more, it lets you and your team members reply to multiple customer queries, automate repetitive tasks, and give you statistics about team performance and customer happiness.

Here are some other benefits you get when you use WhatsApp Business API for sending RSVPs:

  • Combine all your communication channels into one single inbox
  • Work together with your team 
  • Automate repetitive workflows
  • Measure important KPIs related to WhatsApp RSVP
  • Get verified on WhatsApp to look more authentic

After you set up the API, the next thing to do is send a message to your guest for the event. 

If you send a message to every guest one by one, it will take a lot of time. If you want to reach out to the maximum number of people and invite them to your event, send a broadcast message with the invite.

A WhatsApp broadcast message is a message that’s sent from a single WhatsApp user to multiple phone numbers simultaneously. 

The best part? Although it looks like you’re communicating in a group, it isn’t a group. Every number you send the broadcast message to will receive it as a private message. 

Here’s the information you’ll need to send broadcast messages via Trengo:

  • Internal message name
  • The number you will use to send the message
  • Template to use 
  • Recipients numbers 
  • Timing of message delivery

Here’s a broadcast message you can use to send invites:

Hey [name]! 

You’re invited to our special event:

🌟 [Event Name] 🌟

📅 Date: [Event Date]

⏰ Time: [Event Time]

📍 Venue: [Event Location]

We would love for you to join us as we celebrate, connect, and create unforgettable memories! 🥳

Kindly RSVP by [RSVP Deadline] by replying with a “Yes” for attending or a “No” if you’re unable to make it. Your response is much appreciated! 

Looking forward to seeing you there! 🤗


[Your Name]

Next, add reply buttons to the broadcast message with Yes or No options. Here’s a code snippet you might need for it:

If you’re using Trengo, you can leverage our flowbot that you can set up without any coding.

After giving reply buttons with the Yes and No option, you can set up a chatbot that automatically replies to ‘Yes’ with ‘Thanks for RSVPing, [name]! See you there!’ You can also set up a rule in Trengo that automatically labels a reply with ‘Yes’ as ‘RSVP.’

Trengo also lets you see how many people have RSVP’d; go to the label report to do so.

But the above process is when you send RSVPs via WhatsApp. What if you want to invite the visitors from your website to RSVP for an event? 

In that case, set up a WhatsApp link that leads people from your website to WhatsApp and auto-fills the message field with ‘Hey, I want to RSVP for the event!’ 

This will enable people that click the link to RSVP with the click of a button.

You can then set up a chatbot and rule like we did above and invite your website visitors to your event via WhatsApp RSVP.

Start collecting and analyzing WhatsApp RSVPs with Trengo

Sending RSVP via WhatsApp is a quick and easy replacement of sending traditional invites where guests are obliged to fill out a form with their personal details.

By integrating WhatsApp Business account with Trengo, you can integrate all your communication channels, offer reply buttons to your guests to automate replies, label guests who have RSVPd, and much more.

So start sending RSVP Whatsapp messages to guests with Trengo by signing up to a free 14-day trial.

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