(Closed) How do you keep track of your RSVPs?

posted 6 years ago in Logistics
Post # 3
288 posts
Helper bee
  • Wedding: July 2012

I used a MASSIVE excel spreadsheet for names (one line per couple/family), addresses, RSVPs, meals, gifts… you name it, it was on there! I put +1s on the same line as the original person I invited, and wrote the appropriate number in a “Number Attending” column, which automatically tallied.

Post # 4
3471 posts
Sugar bee
  • Wedding: July 2012 - The Gables Inn, Santa Rosa, CA

Excel is my best friend 🙂


I created the guest list with the following columns:






RSVP Count

Entree Selection

Gift Description

Thank You Sent


That way I could track everything I needed all on one page, so that I didn’t lose any info along the way.  

Post # 5
1043 posts
Bumble bee
  • Wedding: June 2012

I had a spreadsheet with all the invitees. If I allowed for a plus one for someone, I would put :

Elvis Presley

Elvis Presley guest.

If people RSVP’d  “Yes”, I would highlight them in yellow and change the name of guest if required.

People who RSVP’d no, I would strike through.

If someone RSVP’d no, but sent a gift, I would highlight them in grey for thank you cards.



Post # 6
2003 posts
Buzzing bee
  • Wedding: April 2012

I used theknot.com’s wedding guest tool, which also allowed me to make my seating chart when the time came.  However I used this starting when I gathered addresses for save the dates, so it was helpful for my entire process, not just the RSVPS

Post # 7
3886 posts
Honey bee
  • Wedding: September 2011

We’re using Excel too. When we invited someone with a +1 and knew the +1 name, we entered both on one line; if we didn’t knwo the+1 name we just put Joe Smith +1 and as the RSVP’s came in, we enter in that guest’s name. That lets us make sure the couples are seated together for dinner and also that our counts are right.

We added a column for total number in the party and columns for each meal choice, then tallied the meal choice columns on each row to make sure we weren’t missing a meal for anyone.  

We also added a column for number of nights they were staying in the host hotel and number of rooms, multiplied those two to get a total number of room nights, and tallied that total to help us keep track of our hotel contract. 

We started with three worksheets in one workbook, one for Yes, one for No, and one for Not Replied Yet.  We put in a formula to add the Not Replied count to the Yes count as a separate sum on the Yes page, so we’d know not only how many people were committed, but what our potential maximum would be, so we could keep the budget cap updating itself. As people replied, we moved them from the Not Replied Yet page to the Yes/No and let Excel update our counts.

Post # 8
16213 posts
Honey Beekeeper

I used the spreadsheet where I gathered all of their names and addresses — like what you described. I added two columns — one for “Number Invited” and one for “Number RSVPed.”

As a side note, I also inserted a column where I could keep track of what was gifted and whether I’d sent a thank-you. 🙂

Post # 9
437 posts
Helper bee
  • Wedding: November 2012

We had guests rsvp online. It makes it so much easier. it tally’s up the numbers for me and allows me to export to excel. I could then add this as a page on my current wedding spreadsheet. 

Post # 10
3000 posts
Sugar bee
  • Wedding: July 2012

I used a spreadsheet in Google Docs, so I could access it at work, at home, send to my parents, etc. I had a column for the guest’s name (and +1s), address, secret # on RSVP card (in case people forgot their name on the card, I could reference this sheet), an x column for when I got the card back, # attending so I could adjust our plan with the actual number, and then columns for meal choices. I got a discount for minors that had adult meals because they wouldn’t drink so I had that too 🙂


Post # 12
3772 posts
Honey bee
  • Wedding: October 2012

@MrsNerdy:   used theknot.com’s wedding guest tool, which also allowed me to make my seating chart when the time came.  However I used this starting when I gathered addresses for save the dates, so it was helpful for my entire process, not just the RSVPS

While I haven’t had my wedding yet.. I found it as a very useful tool. WAYYY too easy to click who’s responded and who hasn’t… and of those who responded what they want for food… and then I’ve just started putting together my seating chart on it too! I also like the fact that it is a central place ONLINE I can keep track of everything, including addresses and gifts. Especially since I’m hopping back and forth between two states!

Plus it has some checklists that I kind of used. This is just the first page of the guest list manager… the things blacked out for the second people is where it shows the address

Post # 13
2711 posts
Sugar bee
  • Wedding: September 2012

We used Excel too.  We broke up the list into 6 different tabs (we have a big wedding – inviting 325).  This was easier than trying to sort through 325 names every time.  We had tabs for my family, FI’s family, my friends, FI’s friends, my family friends, and FI’s family friends.  In each sheet we had columns for the following:

-Name (couples, “and guests,” and families with kids)


-Total people invited

-Invite # (written on the back of each RSVP card to keep track of all RSVPs incase someone didn’t fill in their name)

-RSVP (number which indicates how many people are coming, 0 = declined, blank = hasn’t RSVPed)


-Thank you sent

Fiance also created a Stats worksheet that kept track of # guests invited, # guests coming, # guests that declined, # RSVPs sent, # RSVPs received, and # Thank You’s owed.

And because Google is amazing, we threw the whole workbook up on Google Docs so we could share with each other and our parents and so we can access and edit the spreadsheet anywhere.


Post # 14
989 posts
Busy bee
  • Wedding: September 2012

I have a spreadsheet with headings for name, address, total # invited, invitation #, date wedding invite sent, date RSVP received, # of guests attending wedding, date RD/brunch invite sent, date RSVP received, # of guests attending Rehearsal Dinner, # of guests attending brunch.  It’s a little anal retentive, but it’s come in handy when my future ILs have asked who’s gotten back to us and how quickly.  (There apparently are some hard feelings regarding the speed of response from certain relatives…)

I will be adding columns for gift and Thank You notes sent after the wedding.  Right now the space is taken up with my draft seating chart.

Post # 15
4194 posts
Honey bee
  • Wedding: July 2012 - Baltimore Museum of Industry

Like others, we put an excel sheet in google docs. I also added the gift/TY column, which has been really helpful keeping track of those.

Post # 16
1043 posts
Bumble bee
  • Wedding: November 2012

HAHA  I was super creative and used EXCEL, too.

I am using escort cards and need to know the name of every guest.  So each guest has their own line, then an RSVP column.  Children, too.  I need to have separate adult vs. children counts for the caterer, so it’s easy to sum them all up at the bottom.

Name – Address – Adult RSVP – Child RSVP 

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