This feature is available in both EventKoi Lite and EventKoi Pro.
EventKoi’s RSVP feature allows you to collect attendee responses for your events without processing payments. It is designed for free events, internal gatherings, and capacity-limited registrations where you simply need to know who is attending.
With RSVP enabled, attendees can confirm whether they are going, and you can manage responses directly from your WordPress dashboard. You can also check-in attendees at the event using a QR code.
This guide walks you through:
- How RSVP works from both an attendee’s and admin’s perspective
- Additional RSVP set up: Confirmation email and customising RSVP template
RSVP flow from an attendee’s perspective
This section explains what an attendee experiences when they want to RSVP to an event using EventKoi.
1. Attendee lands on the event page
The attendee views the event page on your website.
If RSVP is enabled, the RSVP feature appears on the right hand side beneath the event location.
They can:
- Review the event information
- See availability if capacity limits are set
- Choose to click the “Going” button in order to RSVP to the event
2. Attendee submits their RSVP
When they click the “Going” button, a form pops up.
They will be asked to fill out their name and email address, as well as their RSVP status.
3. Attendee can view and edit RSVP
Once submitted, the attendee will be taken back to the event page and see that the RSVP number has increased and details about their RSVP have been added to the page.
They are able to edit their RSVP and view their check-in code, which they can use to check-in on the day of the event.
4. Attendee receives confirmation email
After submitting their RSVP, the attendee will receive a confirmation email.
This email contains their check-in code, and a QR code for scanning to check-in.
It also gives them the time and date of the event. And a link to manage their RSVP.
5. Check-in at the event
On the day of the event, the attendee can check-in by showing the QR code in their email to the admin. Or by sharing their check-in code with them.
RSVP flow from the admin’s perspective
This section explains what happens on your side, as an admin, when using the RSVP feature in EventKoi.
From an admin perspective, RSVP typically involves four stages: setup, collection, management, and check-in.
1. Enable RSVP when creating or editing an event
Inside the WordPress dashboard, head to events, then select “Add event”.
After adding the basic event details (name and time), you’ll be asked to select the attendance type. Here, you can choose RSVP.
After selecting RSVP, you will see a new tab on the left labelled “RSVP”. Click on it to go into the RSVP settings.
Here, you have the following options:
- Capacity of the event
- Show remaining spots
- Allow attendee to bring guests
- Allow RSVP edits
- Auto-create WordPress account for the attendee
3. Publish your event
Once you’re done with your event settings, you can publish your event. If you are using EventKoi’s default event template, the RSVP section should show up automatically.
Further down in this doc, you’ll find more information on shortcodes and meta keys for RSVP, and customising the confirmation email.
4. View and manage responses
At any time, you can:
- View all RSVP responses
- See attendee details such as name and email
- Monitor total RSVPs vs capacity
- Edit or remove RSVPs
- Edit RSVP and check-in status
- Check-in attendees
- Export attendee data
5. Check in Attendees (Event Day)
On the day of the event, you can use the check-in feature to mark attendees as present.
The simplest way to do this is by using your phone camera’s built-in QR code reader.
Firstly, you will have to log into your WordPress admin on your phone.
Then, when an attendee shows up, ask them for their confirmation email, and scroll to the QR code for you to scan.
If you are logged in, scanning the QR code will allow you to check-in the attendee.
Once you scan it, the attendee will be checked in. You do not need to take any further action.
In the event that an attendee RSVP-ed for multiple guests, but not all guests came, you can manually update the number of people checked-in by updating the Checked-in count. This is optional, you do not need to click on this button to check someone in.
The attendee list will correspondingly be updated to display that attendee as Checked-in.
You can also manually check in attendees by searching for their name or check-in code and clicking the Check in button.
In the event that an attendee has guests, you can also manually record the number of people to check in.
Additional RSVP set up options
Setting up RSVP confirmation email (sent to attendees)
All emails are sent via WP mail. If emails are not being sent, it is likely to be an issue with your WP mail set up.
The RSVP confirmation email template can be found in Events > Settings, then navigate to the Emails tab.
Here you’ll find the options to:
- Enable the RSVP confirmation email
- Add sender name and email address
- Subject line
- And edit the email content.
There is a list of available tags that you can add into the email content and subject line.
And if you don’t like what you’ve created, you can always restore defaults, by clicking on the Restore defaults button next to Save changes.
Customising RSVP template
EventKoi’s default template already includes the ticket/rsvp meta key. If there are any tickets or RSVP to display, it will show up by default. If there isn’t, that section will not show up.
If you would like to create your own event template in the block editor, be sure to add the event_ticket_rsvp metakey into your template so that tickets and RSVPs show up.
If you would like to add a shortcode, you can use [eventkoi data=ticket_rsvp].
Right now, there is no way to style the RSVP section without code. If you want to make any design changes, you will have to ask a developer to manually make changes to the code.
Summary
The RSVP feature in EventKoi lets you collect and manage event attendance without payments.
You can enable RSVP on any event, collect attendee details, set capacity limits, send confirmation emails, and check in guests on event day, all from your WordPress dashboard.
Use RSVP for free or attendance-only events where you simply need to know who is coming.
If there’s a feature you would like us to build or improve on for RSVP, please request support.