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Using Public Forms to gather Group Responses or Allocate Head Count limitations
Using Public Forms to gather Group Responses or Allocate Head Count limitations

Send invitations to capture group responses or a sponsor guest allocation

Carolin Gonschorrek avatar
Written by Carolin Gonschorrek
Updated over a week ago

When using zkipster's Invitations feature, typically an RSVP invitation is sent to a guest list in order to collect RSVPs for each of those Main Guests (plus any potential +1s).

This article goes over how to set up invitations in zkipster in order to collect RSVPs of corporations, sponsors, etc. that have been allocated a certain head count for an event.

The process consists of creating an invitation email with a public response form URL included, for the purpose of collecting the names of guests that are yet unknown and are not yet on your zkipster guest list. This is assuming that the invitation will be sent to one person/ sponsor at the company who has been tasked with collecting the other RSVPs by sharing the public URL.

Please note:  When working with public response forms anyone clicking on the public URL will be able to RSVP to your event and create a brand new guest entry on your guest list (as they are not private/ non-transferable like private forms are). You can of course set up the form to close automatically after a certain number of people have RSVPed via the public URL. However, generally only choose to work with public forms if you wish to open your event more widely to the public!

Setting up the Email Part of your Invitation

A few things to pay attention to when initially setting up the Email:

  • Choose either the 'RSVP' or 'Standalone Email and Response Form' template (Alternatively, in case you want to keep the email and form completely separate from each other inside zkipster, you can also choose the work with a Standalone Email and a Standalone Response Form and follow the same instructions)

  • The Internal Name of your invitation should reference exactly who the invitation  will be sent to in order to avoid confusion

  • In the Send To section, select the individual guest the invitation is being sent to rather than choosing the entire guest list. (Start typing in the person's name and the field will autopopulate)

Continue customizing your Email via the Email Composer tabs as you wish.

Setting up the Form Part of your Invitation

A few things to pay attention to when initially setting up the Form:

  • In the Form Settings, switch the toggle from 'Form Is Private' to 'Form Is Public'. This generates the unique public URL that will later be placed in the Body Text of the Email part of your invitation

  • Select the guest list the new guests will be added to in zkipster upon RSVPing. They can be added to an existing guest list, or you can create a brand new guest list specifically dedicated to this invitation/ sponsor

  • Set the max. total guests for new guests to 'Main Guest Only' (which will ensure that anyone filling out the form only RSVPs for themselves)

  • Set a guest limit through the 'Close after "XX" form confirmations' option in the 'Form Is Taking Responses' section in the Form Settings tab. This number needs to be the head count allocated for the company that the invitation is being sent to

  • Set up the Response Fields and anything else on the form that needs to be customized

Place the Public Form URL into the Email Part of the Invitation

Now copy and paste the public URL of the response form into the main body text of the email part of your invitation. You can either choose to copy in the raw URL, or hyperlink it with some text. 

It is up to you how you would like to phrase the specific instructions of how the recipient should distribute the RSVP link to the other guests who will be filling out the remaining head count.

The recipient of your email can either:

  • Forward the invitation to their own guest list and phrase instructions accordingly in order to make sure that their guests only click on the (hyperlinked) Public Form URL in the body text rather than on the main RSVP button
    (Please note: If you are not inviting the email recipient him- or herself to the event, it might make more sense in this case to switch the RSVP button off altogether in order to avoid unnecessary confusion)

  • Or, have the recipient copy the Public Form URL and make them distribute it in a separate email to whoever they will be allowing to attend your event

Either way, the Body Text section of your email should look something like the below:

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