Feeling overwhelmed with the number of invitations you need to handle? Simplify event management by creating a Google Form, sharing the form link with your invitees, and receiving their responses effortlessly.
To create an RSVP on Google Forms:
- Go to Google Forms.
- Select “RSVP” from the provided templates in Google Forms.
- Edit the questions or add your own.
- Generate a form link and send it to your invitees.
- Go to “Responses.”
- Click “Link to Sheets” to manage responses on a spreadsheet.
Here, we dive into the step-by-step process of creating an RSVP link on Google Forms. We also include customization tips and free Forms templates for your convenience.
Table of Contents
Creating an RSVP Google Form
Using Google Forms for RSVP collection is a straightforward process. In fact, you can use the free template that’s available directly on the platform. In the following sections, we will provide a detailed explanation of how to use and customize the template to suit your needs.
Step 1: Use the Google Forms RSVP Template
- Open your browser and go to forms.google.com.
- At the top of the page, select “RSVP” from the available templates.
Note: If you want to make your RSVP form from scratch, click “Blank” instead. This option gives you more control over your customization options, such as the theme and color of your form.
- Edit the title and description of the form according to your event or occasion.
Step 2: Add Your Form Questions
The RSVP Google Form template already contains pre-designed questions, but if these questions don’t align with your preferences, add new fields to the form.
- Click on the plus (+) button labeled “Add question” on the vertical toolbar (located on the right side of the page).
- In the “Question” field, type your desired question or instructions for the respondents.
- Google Forms will automatically select a question type that’s based on your input. You can also manually click the drop-down menu (in the upper-right corner of the question card) to choose a question type.
Google RSVP Forms often include multiple-choice questions to gather specific information from respondents. For instance, a wedding RSVP Google Form may include questions like:
- Do you have dietary preferences?
- Will you require transportation?
- Are you bringing children?
To add multiple-choice questions to your RSVP Google Form, simply follow the steps below:
- Click the plus (+) button in the vertical toolbar.
- Enter your question or instruction in the provided field.
- From the question type menu, choose either:
- Multiple choice
- Add your choices for respondents to select from. You may want to add an “Other” option for users to provide alternative answers.
Short Answer Questions
In addition to the preset questions in the RSVP template on Google Forms, you can include custom short-answer questions to gather more specific information. For example:
- What is your relationship with the host/organizer?
- Do you have any specific song requests or dedications?
- Is there anything else you’d like to let us know?
To add them to your form:
- Insert a new form question.
- Enter your question in the provided field.
- From the question type list, select “Short answer.”
Step 3: Customize Your Form
Once you’re done with the question portion, it’s time to customize your form. For example, you can replace the default header image, insert placeholder images, or change the color to fit the event’s theme.
Updating Your Theme Settings
The theme settings in Google Forms allow you to edit the header image, text style, and form color. To modify them:
- Click on the “Customize Theme” palette icon located at the top.
- Adjust the font style and size options under the “Text style” section according to your preferences.
- To replace the default header image, go to the “Header” section and click the ‘x‘ button (next to “Image uploaded“).
- Click on the “Choose image” button.
- Select your preferred photo and click “Insert” to apply the new header image.
- Additionally, you can modify the theme color of your form by choosing from the available options.
Add Multimedia Files
You might also want to insert pictures and videos in your form. To incorporate multimedia elements into your form:
- Click the “Add image” to upload a photo from your device.
- To include a video, click the “Add video” button located below the image option.
Step 4: Adjust Your Form Settings
To ensure that your form works correctly, consider editing its default settings. You can do this by going to your Google Form’s “Settings” tab.
Under the “Responses” drop-down, you can make the following adjustments:
- Collect and record the email addresses of your respondents.
- Limit each invitee to a single response.
- Allow respondents to edit their RSVPs.
- Send a copy of their responses to them.
Note: It’s wise to collect your respondents’ email addresses, as this ensures that you are getting the RSVPs of the correct people. Meanwhile, response edits allow them to make changes before the event.
You can also modify the “Presentation” options in your form settings, specifically the confirmation message displayed after completing the form. This way, you can add a personal touch to it.
To customize the confirmation message:
- Open the “Presentation” drop-down.
- Click on “Edit,” located on the right side of the “Confirmation message.”
- Add your customized message.
- Click “Save” to finalize the changes.
Collecting Your RSVPs
Now it’s time to start collecting your RSVPs. You have two options for distributing your form: Generating a link or emailing it.
Generating an RSVP Link to Google Forms
This is perhaps the most convenient way to share your RSVP Google Form. Here, you’ll need to send the link to your potential attendees on any messaging platform.
- Click the “Send” button in the upper-right corner of your screen.
- Switch to the “Link” tab.
- Check the box for “Shorten URL” (if desired).
- Click the “Copy” button to copy the form link to your clipboard.
Sending Through Email
If you have a mailing list, emailing the form might be a better idea. It will also be more appropriate when collecting RSVPs for a formal event. Here’s how:
- Click the “Send” button.
- Enter the email address(es) of your respondent(s) in the “To” field.
- Customize the subject and message fields as necessary.
- Click “Send” to deliver the email.
Organizing Your RSVPs in a Linked Google Sheet
As your RSVPs start pouring in, keeping them organized is essential. One effective way to achieve this is by managing them on a linked Google Sheets spreadsheet. Here’s a step-by-step guide on how to do it:
- On your Google form, navigate to the “Responses” tab.
- Click on “Link to Sheets.”
- Choose your preferred response destination, whether a new or existing spreadsheet.
- If you generate a new sheet, click “Create” to finalize the setup.
5. If you prefer to use an existing spreadsheet:
- Click “Select.”
- In the displayed panel, select the desired sheet from the available options.
- Click the “Select” button to complete the linking process.
Note: By linking your form to a spreadsheet, you can manipulate the collected data using simple functions (like COUNT and SUM). This allows you to extract valuable insights, such as the total number of attendees, estimated food costs, and other relevant information.
Managing your RSVPs doesn’t have to be stressful: Simply create an RSVP Google Form, share it with your potential attendees, and wait for their responses to roll in! To create and manage your RSVP forms more easily, bookmark this guide for future reference.
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