Get a headcount you can order food against. Describe your event and Taskade Genesis builds an app that collects RSVPs with guest numbers and dietary needs, chases the people who never replied, reconfirms close to the day, and gives you a number that survives contact with reality.
The Event Management Portal is a live Taskade Genesis app on this page. Click through an event, see how a real attendee record behaves, then press "Use this app" to clone it in about ten seconds and shape it into the RSVP and headcount tracker described here.
Every event organizer learns the same lesson: the RSVP number is not the attendance number. Free events routinely see a third of confirmed guests not arrive, and the people who never answered at all are a bigger group than anyone expects. The fix is not a better form, it is a reconfirmation close to the day and an honest attendance assumption applied to each RSVP category.
What the build gives you: an invitee list with RSVP status, plus-ones, and dietary or access needs. Plus automatic chasing of non-responders, a reconfirmation message in the final week, an expected-attendance figure that discounts each category by a rate you set, a check-in list for the door, and actual attendance recorded against the RSVP so next time your estimate is better.
The same list renders across the layouts you need:
- Table view for the full invitee list with status, guests, and dietary columns
- Board view to see Invited, Yes, No, Maybe, and Reconfirmed as counts
- List view as the door check-in sheet on the day
- Plus Calendar, Mind Map, Gantt, and Org Chart across the rest of the 7 project views
Automations do the chasing. The Form Submitted trigger records each RSVP, a scheduled trigger chases non-responders on a cadence you set, and a delay action sends the reconfirmation four days out with a one-tap yes or no. Across 100+ bidirectional integrations, Gmail and forms pull replies in while email, SMS, and Slack push reminders out. Automations run on paid plans; the Free plan includes 10 flow runs in total.
The AI agents in the app carry 34 built-in tools including persistent memory. The Events agent drafts the chase messages so they sound like a person rather than a system, summarizes dietary and access requirements into a single note for the venue, and compares this event's response pattern to your previous ones.
Recording actual attendance is the step everyone skips and the one that pays off. After two or three events you will know that your yes-rate converts at eighty per cent and your maybe-rate at twenty, and your catering order stops being a guess. That is a small amount of admin on the day in exchange for never over-ordering again.
Clone the app, invite your organizing team, and the guest list is yours, along with every dietary note and access requirement you have already collected.
Access requirements deserve as much attention as dietary ones and usually get less. Step-free entry, a seat near the front, a quiet room, a British Sign Language interpreter: all are far easier to arrange three weeks out than three hours out, and asking on the RSVP form is the only reliable way to find out in time. Making it an ordinary field, alongside the food question, is what gets it answered honestly.
The same list also becomes your invitation list for the next event, already carrying who came, who never replied, and who asked to be kept informed. Rebuilding that from scratch each time is the hidden cost of running events out of a spreadsheet and an inbox.
Learn recurring runs in Learn, form logic in Learn, and table layouts in Learn. Browse live builds in the Community Gallery. Pair this with the paid workshop seat prompt when the event is ticketed, and the pre-appointment prep checklist for the joining information.
Frequently Asked Questions
How many chase messages are reasonable?
Two before the reconfirmation is plenty. One a week after the invitation and one a week before the reconfirmation window. Beyond that you are training people to ignore you, and a non-response after two asks is usually a no.
What does the expected attendance figure actually do?
It applies a conversion rate to each RSVP category, using your own past events once you have recorded a couple. Before that it uses sensible defaults, which you can override per event based on what you know about the audience.
How does the reconfirmation work?
A short message four days out with two buttons: still coming, or cannot make it. Making the second option genuinely easy is what produces an accurate number, because the alternative is a silent no-show.
Can guests bring plus-ones?
Yes, and the number is captured on the RSVP rather than assumed. Plus-ones are the most common source of catering error, which is why they are a field rather than a note.
How do dietary needs reach the venue?
The agent summarizes every requirement into a single note you can send. That is far more reliable than forwarding forty individual replies and hoping the caterer reads them all.
Can we check people in at the door?
Yes. The List view works as a check-in sheet on a phone or tablet, and marking arrivals is what feeds the actual-attendance number for next time.
Does it work for recurring events?
Yes. Duplicate the event record and keep the invitee list, so a monthly meetup gets faster to organize each time rather than starting from a blank sheet.
Can several people manage the guest list?
Yes. Invite your team to the workspace and everyone works the same live list. Roles run from Owner through Viewer, so a volunteer can check people in without editing the event.
