topic Re: Collecting RSVPs in Tips, Tricks & Best Practices

Collecting RSVPs

sschmidt2621 — Wed, 06 Mar 2024 16:03:24 GMT

In the past, I've created a form to collect RSVPs. This works well, other than one roadblock I continue to run into. Suppose Sally (for example) fills out an RSVP form for Joe (for example). In that case, Hubspot automatically assumes that Joe should be linked with Sally's contact, naming Joe's email as Sally's secondary email. Joe needs to get his own contact, which is the problem I hope to solve. Is there a different way to collect RSVPs that would allow Sally to RSVP for Joe and automatically create (or update) a new contact for Joe instead of assuming Joe's email is Sally's secondary email?

Re: Collecting RSVPs

LouiseHare — Wed, 06 Mar 2024 19:46:17 GMT

Hi @sschmidt2621 ,

Will only Joe's contact need to be updated from this RSVP?

If so, you can do this very simply by turning on this setting in the form settings:

Hope this answers you question,

Louise Hare she/her

Freelance HubSpot Specialist

www.louisemhare.com

Want to chat HubSpot?

If my reply helped to answer your question please mark it as a solution to make it easier for others to find!

Re: Collecting RSVPs

sschmidt2621 — Wed, 06 Mar 2024 20:00:10 GMT

That's right, Louise! If Sally is RSVP'ing for Joe, I don't need anything indicated in Sally's contact. I simply want a new contact to be made for Joe. You answered my question! Thank you so much!

Re: Collecting RSVPs

Claire-Raymond — Thu, 02 Oct 2025 02:00:23 GMT

Can you share some info on how you would build that workflow to check for an existing contact before trying to create a new one?

We also have the issue whereby we don't always get a unique email address for each additional attendee, and can't find a way to prevent this - without making it difficult for the invitee to RSVP (they may not have the email address of all their guests).

We tried just using the custom properties for guest 1, guest 2 etc etc (name, email, job title, dietaries) but this presents a really onerous task of having to export all submissions, and manually manipulate the info to create a full guest list.

It also means we don't have an easy RSVP count in HubSpot.

I'm considering creating an 'Event RSVP' custom object, and a workflow to create a record for each RSVP, but would love to hear what others have had success with!

Re: Collecting RSVPs

BérangèreL — Thu, 02 Oct 2025 06:35:35 GMT

Hi @Claire-Raymond, I hope that you are well!

Thanks for checking with the HubSpot Community!

Using a Custom Object (“Event RSVP”) is a great idea!

By creating an “Event RSVP” custom object, you'll be able to:

- Store each RSVP as its own record, associated with the primary contact.
- Include all guest details (names, job titles, dietary needs, etc.) in each RSVP record.
- Create lists and reports for RSVP counts directly from this object, reducing manual work.

I'd love to put you in touch with our Top Experts: Hi @karstenkoehler, @TomM2 and @albertsg do you have any ideas to help @Claire-Raymond, please?

Have a wonderful day and thanks so much!
Bérangère

Re: Collecting RSVPs

Claire-Raymond — Thu, 02 Oct 2025 07:05:01 GMT

Thanks!
I've built this out today as a custom object, with a workflow to create and associate the RSVP records directly associated to the (invitee) contact, vs records associated to the contact who are their guests.
I have run a test for an event we have coming up, where invitees can RSVP for up to 9 additional guests, and it worked perfectly!

Now building out the reports etc.

Re: Collecting RSVPs

BérangèreL — Thu, 02 Oct 2025 09:39:38 GMT

Hi @Claire-Raymond 👋

This is fantastic to hear, great job building out your custom RSVP workflow and putting it through a live test!

Allowing invitees to RSVP for guests and associating records directly with the right contacts is a smart approach. 🎉

Thank you for sharing your findings with the Community! Your insights are incredibly helpful and much appreciated by everyone here.

Thanks again for sharing your progress, and looking forward to seeing you around the Community!

Have a wonderful day! 🌞
Bérangère