GC Events - Collecting RSVP No's on Events (How-to)

Administrators can now offer constituents the opportunity to decline an invitation for GC Events via the event landing page and/or a personalized link in GC Outreach.

How it works: 

• GC Events administrators can enable the option to RSVP no on an event-by-event basis.
• Once enabled, administrators decide if RSVP no responses are collected via the event landing page, via a link in GC Outreach, or both.
  • Event landing page: Admins can display a button to RSVP no on the event landing page beneath the registration button. 
  • GC Outreach: Admins can include an RSVP no link that will bring constituents to the RSVP no form directly with name and email prefilled.
• Those who choose to RSVP no will be prompted to submit their name and email address.

Keep in mind: 

• Changing a registration: If a constituent completes a registration for an event and then returns to submit an RSVP no using the same email address, they will be prompted to contact your office to change their registration status and an RSVP no will not be recorded. 
  • Alternatively, if a constituent submits an RSVP no and later returns to the event and completes a registration, the registration will be recorded and will replace the RSVP no. 
• Complex events with activities: The RSVP no feature is configured at the event level and does not offer registrants the option to RSVP no for specific activities within a complex event. 

Enabling RSVP No for GC Events:

• During the event creation process or after an event has been created, administrators can choose to check the box to “Collect RSVP Nos for this event” in the Event Details > Registration section. Administrators can then decide if RSVP no responses are collected via the event landing page, via a link in GC Outreach, or both.

• If “Enable RSVP No button on Event landing page” is selected, you can customize the text that appears on the event landing page button.
• If “Enable direct RSVP No links within GC Outreach” is selected, an RSVP No link will be available in the GC Outreach > GC Links menu. 
  • When a constituent clicks the link, they are sent to a pre-filled form where they can confirm their RSVP No with one click.
• Message for Existing Registrants
  • If someone attempts to RSVP No to the event and a completed registration is already associated with their email address, we will not update their RSVP status.
  • Admins should use the space provided to configure the message displayed to these constituents, encouraging them to contact your office if they need to update their RSVP status.

Inserting a personalized RSVP no link in GC Outreach:

• In GC Events, navigate to the Event Details > Registration section and check the box to “Collect RSVP Nos for this event”.
• Next, check the box to “Enable direct RSVP No links within GC Outreach".
• In GC Outreach, highlight text to be linked and select the “Insert GC Link” icon in the editor toolbar.
• Choose the link style (button or link) and select “GC Event” from the Destination drop-down.
• Choose the event and toggle Event Link Type from Event Landing Page to Event RSVP No and click Insert.

• When a recipient clicks the RSVP no link, they will be brought directly to the RSVP no form with their name and email address prefilled.

Filtering Guests by RSVP Status

• Administrators can now filter the list of Guests based on their RSVP Status using the dropdown menu beside the search box in the Event > Guests section.
• To export only guests with a particular RSVP status, filter the list first, and click the Export button in the upper right corner.

FAQ — Is RSVP No information visible to the public or alumni?

No. RSVP No responses are visible only to administrators. The public event landing page and guest list display only registrations with an Attending status. Anyone who submits an RSVP No will not appear on the public guest list.

To review RSVP No respondents as an administrator:

1. Open the event in admin and select Guests.
2. Use the RSVP Status dropdown beside the search box to choose Not Attending.
3. (Optional) Click Export in the upper-right to download the filtered list.

If a person who submitted an RSVP No later completes a registration with the same email address, the new registration replaces their RSVP No.

Excluding RSVP no's from GC Outreach recipients:

• On the Recipients tab of an Outreach, filters are now available based on GC Events RSVP status.
  • Open your outreach and click on Recipients > Filters.
  • In the Events section of the side panel, check the box to "Filter for events".
  • Search for your event name, select, and opt to include or exclude those with a specific RSVP Status.
  • Click “Apply” to filter your recipient list accordingly.

FAQs: 

• Can I add additional fields to the RSVP no form? 
  • At this time, the RSVP no form is not configurable. The only fields available are First Name, Last Name, and Email Address. 

• Will constituents who RSVP no receive a confirmation email? 
  • Yes, constituents will receive an automated confirmation email. The content included in the confirmation email is not currently configurable. The message follows the format below:
    Subject: RSVP Confirmed: Unable to Attend - [Event Title]
    
    Dear [First Name] [Last Name],
    We received your response that you will not be able to attend [Event Name]. While we're sorry you won't be able to join us, we appreciate you letting us know.
    
    If your plans change and you would like to attend, please register using the same email address [Email Address].
    
    Thank you!
    The [School Name] Team

• Will administrators receive a notification when a constituent submits an RSVP no? 
  • Yes, event notifications for administrators are configurable via Event > Email Settings > Notifications on an event-by-event basis. Administrators added here will receive an email notification each time a registration is added, edited, or RSVP no is received.