How it works

Step 1: Create an Event Website

To start your RSVP website, head to the Create page. Just put in your event's title, your name, and email address.

The system will send a one-time password (OTP) to your email to make sure it's really you. It'll remember who you are in the browser for a month, unless you delete cookies or use a different browser or device.

If you don't see an email with the auth code (OTP), it might be in your Spam folder or your email server didn't accept our email. If you use a company's email server, we recommend adding @partylabz.com to your allow list.

Step 2: Enter your event details

When you create an event, you'll be redirected to the event website dashboard. This is where you start setting up your event website and keep track of details like the total number of attending guests, etc.

Here, the first thing to do is enter your event details, like the date, time, and location. If necessary, you can also update the event host details.

After that, follow the pre-created checklist items to finish setting up your event website and prepare for sending out invitations.

 

 

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IMPORTANT: The website has the following modes of display event website to its visitors:

• Anonymous Visitor: This category includes anyone who visits the event website but remains unrecognized by the system.
• Guest: A guest is a visitor who possesses a unique personal ID embedded in the event website URL, found in the URL parameter '?guest=...'
• Host or Co-host: This classification applies to visitors who not only have a unique personal ID in the event website URL ('?guest=...') but are also signed in to the system, with corresponding roles assigned to them for the event website. If you spot an orange bar with “EDIT MODE” caption at the top of your screen, the system recognizes you as a host or co-host. This puts you in the event website editing mode, granting you the ability to make modifications to your event website, view your guests' RSVPs and send invitations or messages to your guests.

Step 3: Check, Jot, and Get AI Suggestions

Make event planning effortless with our built-in checklist, budget, and notes features.

Our checklist is designed to help you with the important tasks when setting up your event. It includes everything from creating your event website to sending out invitations. Feel free to add your own tasks to keep track of what's done and what still needs to be done.

Make the most of our AI suggestions to customize the checklist according to your event needs. This personalization ensures that you don't miss any important details.

Utilize our budgeting tool for a more streamlined event planning experience. Effortlessly monitor your event budget, keep track of payments, and stay informed about upcoming expenses with our easy-to-use budgeting feature.

Organize all your event-related thoughts in one place with our Notes feature. Whether it's ideas, plans, recipes, or important details, jot them down for easy reference on the Notes page.

With the added budgeting tool, PartyLabz offers a comprehensive solution for planning and managing successful events

 

 

 

 

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Step 4: Customize Appearance

Express your creativity by selecting or uploading an image for your event and personalizing your event website's style with animations. Your event website is a blank canvas – make it visually appealing!

To add a touch of fun, consider uploading a video or audio to make your event website more engaging and distinctive. Let your creativity shine through and make your event page stand out.

 

 

 

 

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Step 5: Edit Website Content

We suggest going to the event website's edit mode and adding an event description along with other pages (tabs) containing useful information for your guests. Include details such as accommodation options, FAQs, parking instructions, attire, and more to create a valuable resource for attendees. Providing comprehensive information can reduce the number of questions your guests may have, making it quicker for them to RSVP.

Please note that you have the flexibility to set page visibility. You can make a page accessible to everyone, restrict it to guests, or limit access to host/co-hosts exclusively. For more details, please refer to our "Event Website" article.

Step 6: Add Polls, Signups, and More

Engage your guests with interactive elements after they RSVP. Create pages with polls to gather opinions, meal preferences, and votes for activities. Add pages with signup lists to organize carpooling, potluck, gift registry, or collect guest signups for activities. Showcase a photo gallery, encourage comments, and keep everyone updated with an activity wall. You can even share files and organize a Secret Santa game for added fun.

This is what makes PartyLabz a unique platform, simplifying your party planning process and giving your guests the ability to participate in the process as well.

 

 

 

 

 

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Step 7: Configure Your Event Website & RSVP page

Now, let's dive into configuring your RSVP page for a seamless guest experience.

There are 2 pages that let you configure your event:

• Event Settings - this is where you can change your event type (open, private or save the date), change the event URL path and etc
• RSVP Settings - this is where you can enter event capacity, select how many people a guest can come with, add standard or custom questions

 

 

 

 

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You get to decide what's right for your event – change anything you want or stick with the default options. Let's go over a few settings to help you understand:

• Event Type
  • Open - anyone who has a link to your event can visit your event website and register to your event. In this mode adding guests to the guest list and sending an invitaiton with PartyLabz tools is optional for the host. Usually, host can just send the event website URL by any means they like, for example, in socila media, or print event QR-code on paper invitations.
  • Private - in this mode, the host has to add guests to the guest list, then send out invitations using PartyLabz email or text invitations functionality. Each guest will recieve their own personal link they need to use to open your event website. In this case, the guests will be recognized and they just need to RSVP as their name and email/phone will be already entered by the system
  • Save the Date - in this case, the website will not have any RSVP or registration process. However, you can add guests to the guest list and send out invitation with PartyLabz or send out event website URL or QR-code via other channels. This mode is just for informing your guests about upcoming event.
  • Ticketed - in this case, you can sell tickets to your event. For this to work, you need to have your Stripe account to be connected to PartyLabz. Read more on the "Features - Tickets" page."
• Event Listing Mode. This parameter works only for paid events and in case if you want PartyLabz to give information about your event to search engines. Ideal for events with open registration.
  • Unlisted - your event is not listed anywhere and PartyLabz does not provide your event details to search engines
  • Listed On Your Organizer's page - your event is listed on a page that you can create as an organizer. It is helpful if you host multiple events and want to make them available for everyone who opens your event organizer page and to search engines
  • Listed Everywhere - At this moment it is the same as the "Listed On Your Organizer's page" option. In the future your events will appear on out events listing page.
• Google Analytics Web Property ID. This premium feature allows you to integrate your event website at PartyLabz with your Google Analytics account. This way you will be able to see visitors statistics and much more.
• Guest List Size. This parameter specifies the max allowed number of people that can register/RSVP to your event. It can be helpful for open event type and when you have a limited seating. Note: This value cannot exceed the guest limit of your plan.
• Maximum Total Guests. Note: If you enter the value '1,' it means that guests will not be allowed to bring any additional +1s.
• RSVP Options. Select the RSVP responses that align with your event's requirements.
• RSVP Button Name. Note: Please keep it short to fit the name in the button.
• RSVP By. Specify the date when RSVP acceptance will automatically close.
• Password. If desired, you can set a password that guests must enter to RSVP.
• Unique Numeric Event Code to RSVP. This code is used to RSVP over text messages or phone calls or to find the event on our website and then RSVP online. Available in paid events only. Usually used when RSVP'ing over text messages or phone calls.
• Tab to Open After Guest RSVP the first time. This redirection option is particularly useful if you have polls or a signup page.
• Enable RSVP. You can manually control whether to accept RSVPs at any given moment or not.
• Allow Guests to Change RSVP. You can allow your guests to change their RSVP at any moment or disable this.
• Standard RSVP questions. These checkboxes enable corresponding questions on the RSVP page.
• Custom RSVP questions. This is where you can create your own questions for your guests to answer during RSVP process. You can add free entry questions, or single or multople choice questions. The difference with the Polls functionality is that only you and co-hosts if any will see guests answers. In Polls by default all the guests see answers of other guests.

As you can see, PartyLabz provides a plethora of settings to tailor your event and RSVP page to your event's unique specifications. You have the flexibility to choose which options to use, making the RSVP configuration entirely adaptable to your needs.

Step 8: Customize Auto-Responses

Remember that you can customize the default messages our system shows on the RSVP page before and after the RSVP form submission, as well as the messages it sends as RSVP confirmations via email or SMS, and reminder emails sent to your guests automatically.

For example, you can include special information in the RSVP confirmation for guests who have RSVP'd as attending your event. Alternatively, for negative responses, you can express your regret at missing them.

To personalize these auto-responses, go to the "Custom Messages" page from the menu. Customization is available for both email and text message RSVP confirmations.

Step 9: Configure Event Reminders

Each event comes with default reminder settings, but you have the flexibility to modify, delete, or create your own reminder schedules tailored to your event's needs. To set up reminders, go to the "Dashboard" page and from there clikc on the "Reminders" menu option. Our platform supports various types of reminders to enhance your event planning:

• Remind to RSVP. This reminder will be sent to guests who haven't RSVP'd after you've invited them using PartyLabz invitation capabilities.
• Remind about the Event. A reminder that will be sent exclusively to attending guests.
• Remind to Answer Polls or Sign Up for Activities. This reminder is automatically generated when you add Polls or Signup pages. It's sent to attending guests who haven't responded to poll questions or signed up for activities.

Please note that you can customize reminder texts on the "Custom Messages" page. Any reminder of the same type will use the text provided there.

Important: Reminders work only via Email and are not yet supported in text messages. Each reminder email contains guests' personal RSVP links leading to your event website.

Step 10: Send Invitations

Inviting Guests via External Channels with Event Website URL or QR Code

This option is available for you only if your event type is "Open", "Save The Date" or "Ticketed". Go to the Dashboard and click on the "Share Event For Collecting RSVP". This will display a section from where you can copy an RSVP link or QR-code to share through social media, messaging apps, email or print it on paper invitations.

Inviting Guests via Email or Text Invitations Within PartyLabz

Alternatively, on the "Guest List" page you can add guests manually, import them from Google Contacts, upload a CSV file, or import from previously created events. Afterward, send invitations via email or text messages from the "Messaging Center" page. Keep in mind that both email and text invitations are available in paid plans only.

This way of inviting guests is the only option in case your event type is "Private" or "Save The Date". You can use this method also with other event types.

In this situation, guests will get their personal RSVP link in the online invitation sent through PartyLabz. They just have to click on the link to visit your event website, read its details and any other information, and submit their RSVP online.

When a guest clicks their individual RSVP link, the system recognizes them. On the page with the RSVP form, all they have to do is indicate how many people are attending with them, optionally provide names of companions, and confirm their decision by clicking one of the buttons - Yes, Maybe or No.

 

 

 

 

 

 

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Step 11: View Guests registrations and RSVPs

Track your guests' RSVP responses received online, through text messages, or phone calls, and manage guest details on the "Guest List" page.

Step 12: Communicate with Guests

Stay connected with your guests throughout the event planning process. Send event updates and vital announcements via email, text messages or updating your activity page, ensuring everyone stays informed and engaged.

To send a message to your guests, go to the "Messaging Center" page and click on the "Message" button. Choose between sending an "via email" or "via text message" based on the available contact information. You can combine both emails and phone numbers for different groups of guests. In the popup dialog, compose your message, select the recipient groups, preview the message, and then click the "Send" button to send your message.

With PartyLabz, you can simplify your party planning, ensure clear communication, and create an enjoyable experience for both yourself and your attendees.