How To Create an RSVP Google Form [Step-by-Step Guide]

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:

  1. Go to Google Forms.
  2. Select “RSVP” from the provided templates in Google Forms.
  3. Edit the questions or add your own.
  4. Generate a form link and send it to your invitees.
  5. Go to “Responses.
  6. 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.

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.

Related: Best Wedding Guest List Templates for Google Sheets [2024]

Step 1: Use the Google Forms RSVP Template

  1. Open your browser and go to forms.google.com.
  2. 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.

RSVP Google Form—Selecting the RSVP template

 

  1. Edit the title and description of the form according to your event or occasion.
Editing the title description of RSVP form template

Related: Find the Perfect Google Forms Survey Template for 2024

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.

  1. Click on the plus (+) button labeled “Add question” on the vertical toolbar (located on the right side of the page).
  2. In the “Question” field, type your desired question or instructions for the respondents.
Adding a question to a Google form

 

  1. 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.
Picking a question type in Google Forms

Multiple-Choice Questions

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:

  1. Click the plus (+) button in the vertical toolbar.
  2. Enter your question or instruction in the provided field.
  3. From the question type menu, choose either:
    • Multiple choice
    • Checkboxes
    • Dropdown
Choosing a multi-choice question type in Google Forms

 

  1. Add your choices for respondents to select from. You may want to add an “Other” option for users to provide alternative answers.
Adding the options on a multiple-choice question

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:

  1. Insert a new form question.
  2. Enter your question in the provided field.
  3. From the question type list, select “Short answer.”
Inserting a form question that needs a 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:

  1. Click on the “Customize Theme” palette icon located at the top.
The "Customize Theme" palette icon in Google Forms

 

  1. Adjust the font style and size options under the “Text style” section according to your preferences.
Font style and size settings in Google Forms

 

  1. To replace the default header image, go to the “Header” section and click the ‘x‘ button (next to “Image uploaded“).
Removing header image in RSVP form template

 

  1. Click on the “Choose image” button.
Adding a new header image to a Google form

 

  1. Select your preferred photo and click “Insert” to apply the new header image.
Selecting a header image in Google Forms

 

  1. Additionally, you can modify the theme color of your form by choosing from the available options.
The theme colors menu in Google Forms

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.
Buttons for adding images and videos to a Google form

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.

Google Form settings tab

Responses

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.
Response settings in a Google Form

 

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.

Presentation

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:

  1. Open the “Presentation” drop-down.
  2. Click on “Edit,” located on the right side of the “Confirmation message.”
Editing the confirmation message of a Google Form

 

  1. Add your customized message.
  2. Click “Save” to finalize the changes.
Saving the customized confirmation message in a Google Form

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.

  1. Click the “Send” button in the upper-right corner of your screen.
The Send button in Google Forms

 

  1. Switch to the “Link” tab.
  2. Check the box for “Shorten URL” (if desired).
  3. Click the “Copy” button to copy the form link to your clipboard.
Sharing an RSVP Google Form using a link

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:

  1. Click the “Send” button.
  2. Enter the email address(es) of your respondent(s) in the “To” field.
  3. Customize the subject and message fields as necessary.
  4. Click “Send” to deliver the email.
Sending an RSVP Google Form through 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:

  1. On your Google form, navigate to the “Responses” tab.
  2. Click on “Link to Sheets.”
Where to find the "Link to Sheets" option in Google Forms

 

  1. Choose your preferred response destination, whether a new or existing spreadsheet.
  2. If you generate a new sheet, click “Create” to finalize the setup.
Create new response destination spreadsheet Google Forms

 

5. If you prefer to use an existing spreadsheet:

  • Click “Select.”
Selecting an existing spreadsheet as a form response destination
  • In the displayed panel, select the desired sheet from the available options.
  • Click the “Select” button to complete the linking process.
Picking a spreadsheet in Google Forms

 

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.

Final Thoughts

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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