Help › Events

Events & RSVPs

Create an invitation, email your guests, and track their replies.

Creating an event

On the Lists screen, select New, then Event. On the web, you can also open Settings → Calendar → Events and select ＋ New event.
Give the event a name, then set the date, the start and end times, and the location.
If you like, add a cover photo, pick a stationery theme, write a description, and set a reply-by date.
Select Create. This saves the event. It doesn’t email anyone yet.

While an event is coming up, it appears as a card on the Lists screen and on your calendar.

Inviting and sending

Open the event.
Add guests from your Google Contacts, if connected, or enter a name and email address.
Select Send invites on the web, or Send invitation on iPhone. Each guest gets an email with a personal link to the event.

Guests don’t need a Gatherby account. Each link is meant for one guest: anyone who has it can open that guest’s reply page and answer for them, so a forwarded invitation lets the new reader reply. The reply page shows the event details and that guest’s own reply, not the guest list.

Replies

On their reply page, guests choose:

Will attend or Will not attend: A yes or no.
Bringing a guest?: If you allow plus-ones, guests can say whether they’re bringing someone and add that person’s name.

The event shows how many people are going, the total headcount, and who hasn’t replied.

Options

Plus-ones: Turn on Let guests bring a plus-one.
A custom question: Ask one question, such as a meal choice or what they’re bringing. Add answer choices for a pick list, or leave them blank for a written answer.
Co-hosts: On the web, choose household members who can help manage the event.

Keeping guests posted

Send reminder: Emails only the guests who haven’t replied. On iPhone: Send a reminder.
Send update: Emails every guest when something changes (web).

Canceling an event

Open the event.
Select Cancel event & notify guests on the web, or Cancel event on iPhone.
Confirm. Every invited guest is emailed that the event is canceled.

Finding past events

The day after an event ends, Gatherby archives it. Canceled events are archived the same way. Archiving doesn’t delete anything. To find one, open Settings → Calendar → Events on the web and expand Archived, or look under Archived on the Events screen on iPhone. Select Restore on the web, or Restore from archive on iPhone, to bring one back.