📚 LinkRSVP User Guide
Everything you need to create events, send invitations, collect RSVPs, manage staff, and run real-time operations — all in one place.
Contents
1. Getting Started
Create your free account
Go to the Sign Up page, choose Guest or Organizer, and continue with Yeap ID. Your event page, share link and RSVPs are free, with no credit card needed. Sending invitations by email or text needs credits or a plan.
Continue after Yeap ID
After Yeap ID authentication, organizers continue to the Create Event flow and guests return to their intended RSVP/ticket page, Attending dashboard, or Event Directory based on their activity.
Connect Stripe to receive payments (optional)
If you plan to sell tickets, go to My Events → Edit Profile and connect your Stripe account via Stripe Connect. Payouts are sent directly to your bank — the platform never holds your money.
Ready to begin?Create your free account — no credit card required.
✨ Create Free Account2. Creating an Event
The Event Wizard walks you through 6 steps. You can save a draft at any point and come back later.
Basic Details
Enter the event title (or use AI suggestions), choose an event type and category, and upload a cover banner image. Optionally add a Banner Slogan Title (up to 20 characters) and Banner Slogan Description (up to 37 characters) — these appear as overlay text on your cover. Finally, set visibility: Public (listed in the directory), Invitation Only (accessible via link only), or Private (guests must be on the invite list).
Date & Time
Set start and end date/time and timezone. Toggle Recurring Event to schedule daily, weekly, monthly, or yearly repeats — the platform generates all occurrences automatically.
Location
Toggle Online Event to provide a stream URL, or enter a physical venue. The address field has live autocomplete powered by OpenStreetMap — start typing and select a suggestion to auto-fill City, State / Province, Country, and ZIP. These fields are also manually editable. Latitude and longitude are stored automatically and the map preview updates in real time.
Invitations
Set a guest limit and RSVP deadline, allow +1 guests, and choose approval mode: Auto (RSVPs accepted immediately) or Manual (you approve each one).
Packages
Choose Free, Paid, or Mixed ticket types. If your event directory is enabled, toggle Featured Event to pin it at the top of the directory with a star badge.
Review & Publish
Add a description, review the AI quality score, and click Publish Event. Your event is live instantly and guests can be invited right away.
Create your first event nowThe wizard takes under 5 minutes.
📅 Start Event Wizard3. Sending Invitations
The Audience & Invites workspace brings contact imports, reusable groups, audience segments, recipient review, and invitation sending into one place. Build your event audience once, filter it quickly, then send by email, SMS, or both.
Import or Add Contacts
Add contacts manually, import from your phone, connect Google Contacts, or upload CSV / vCard files. The Import into group field lets you place imported contacts into any existing organizer-created group or create a new group during import.
Organize Reusable Groups
Use real contact groups such as Event Guests, Event Audience, Family, Invitation, Ticket Order, plus any groups you create. These groups are reusable and editable, so you can keep a clean contact book across events.
Filter Audience Segments
The contacts filter includes virtual audience segments for fast targeting: Past Attendees, Declined Last, Opened, No RSVP, and Bounced. These are filters only, not editable contact groups.
Review and Send
Select a group or segment, review the recipient list, remove duplicates, and choose Email Only, SMS Only, or Email & SMS. The system shows recipient counts and delivery eligibility before sending.
Track Live Progress
Watch real-time progress with a visual progress bar and live statistics: Total, Sent, Failed, and Skipped. Sending continues even if you refresh the page because progress is tracked in the background.
4. Managing RSVPs & Guests
View RSVP status
In the Guest Manager, each guest row shows their RSVP status: Pending, Accepted, Declined, or Awaiting Approval (if you chose Manual mode).
Approve or decline manually
If your event uses Manual Approval, use the Approve / Decline buttons next to each pending RSVP. Approved guests receive a confirmation email automatically.
QR Check-In on the day
Each guest can receive a unique QR code (add-on). Scan codes at the door with any QR scanner — the system marks the guest as checked in instantly.
Export guest list
Click Export CSV in the Guest Manager to download a spreadsheet of all guests including RSVP status, open counts, check-in status, and any +1 details.
5. Pricing & Packages
LinkRSVP uses a per-invitee pricing model: you pay for the invitations you send by email or text. Your event page, share link and RSVPs are free, and tests to your own email are always free.
| Guest Range | Rate (One-Time) | Example Cost |
|---|---|---|
| 1 – 250 guests | $0.90 / guest | 100 guests = $90.00 |
| 251 – 500 guests | $0.70 / guest | 300 guests = $210.00 |
| 501 – 1,000 guests | $0.45 / guest | 750 guests = $337.50 |
| 1,001 – 5,000 guests | $0.25 / guest | 2,000 guests = $500.00 |
| 5,001 – 10,000 guests | $0.22 / guest | 7,500 guests = $1,650.00 |
| 10,001+ guests | $0.15 / guest | 15,000 guests = $2,250.00 |
Available Add-Ons
| Add-On | What it does |
|---|---|
| QR Check-In | Unique QR code per guest for touchless door check-in |
| Premium Templates | Unlock premium invitation card designs |
| SMS Invitations | Choose how many SMS deliveries to add, then send text message invitations alongside email |
| Branding Removal | Remove the "Powered by LinkRSVP" footer from cards |
Build your packageConfigure guest count, billing type, and add-ons — see the price update live.
🎲 Build Your PackageAttendee Dashboards
LinkRSVP includes separate frontend pages for regular attendees and guests. These pages are separate from the organizer dashboard and are added by placing shortcodes on WordPress pages.
My Wishlist
Create a page containing [yeap_my_wishlist]. Logged-in users can view saved events, create wishlists, rename or delete wishlists, set a default wishlist, remove saved events, and move events between wishlists.
My RSVPs
Create a page containing [yeap_my_rsvps]. Logged-in users can view responses across Attending, Maybe, Declined, Pending, and Waitlisted tabs, change their RSVP status, view events, get directions, and contact organizers.
My Tickets
Create a page containing [yeap_my_tickets]. Logged-in users can view upcoming and past ticket-style cards with ticket status, QR code or PDF links when available, directions, calendar actions, and event links.
6. Analytics & Reports
Event Analytics Dashboard
Open any event from My Events and click Analytics. You'll see total invites sent, open rate, RSVP acceptance rate, revenue, and a daily activity chart.
Organizer Wallet
The Organizer Dashboard → Wallet tab shows your lifetime earnings, pending payouts, platform fees, and refunds — recalculated live from the full transaction ledger.
Event Quota
The Report tab shows your current plan (one-time / monthly / yearly), events used vs. your limit, extra slots purchased, and a Buy More Slots button if you need additional capacity.
7. Staff Management & Check-In Portal
Assign a crew to your event, manage check-in operations, and run real-time entry scanning — all from the dedicated Staff Management (Check-In Portal) page.
[yeap_checkin_portal] shortcode. Log in to your account, visit that page, select your event, and you will see the full portal including the Staff, Entrances, Stats, and Scan tabs.
Open the Check-In Portal and select your event
Visit the Staff Management page (ask your admin for the URL if unsure). Log in with your organizer account. You will see a list of your events — click the one you want to manage. You are taken directly into the portal dashboard.
Create event areas
Under Event Areas, define zones like Main Stage, VIP Lounge, or Entrance A. Assign required roles and a minimum staff count per area. The system will alert you if an area becomes understaffed during the event.
Assign supervisors
Promote a staff member to Supervisor for an area. Supervisors can view and message their own team, see the area roster, and receive escalated alerts — without seeing the full event staff list.
Send staff messages
Go to Staff Messaging to send a broadcast to all staff, a specific area, a role group, or an individual. Choose priority: General, Urgent, or Emergency. Staff receive messages in their portal notification tab in real time.
Track clock-ins & attendance
Staff clock in and out via their portal. The Staff Analytics dashboard shows live counts of clocked-in staff, no-shows, late arrivals, overtime, and a breakdown by role and area. Automatic shift alerts fire when thresholds are crossed.
Issue wristband / NFC credentials (optional)
From Credentials, generate unique wristband or NFC codes per staff member. Codes are hashed at rest — the plaintext is only shown once at issuance. Validate any credential at the door via the check-in portal without internet access (offline sync queues automatically).
8. Real-Time Operations & Mobile
For large or complex events, the platform provides live situational awareness tools that work even with a poor internet connection.
Install the mobile app (PWA)
Open the Staff Portal or any event page in Chrome or Safari on your phone. Tap the browser menu and select Add to Home Screen (iOS) or Install App (Android). The app works offline and syncs automatically when reconnected.
Live attendance feed
The real-time dashboard updates guest check-in counts, staff clock-in status, and area occupancy without requiring a page refresh. Data is streamed via a secure server-sent events connection.
Broadcast emergency alerts
From Emergency Ops, send a platform-wide alert to all staff for situations like evacuation, lockdown, or medical emergency. Alerts appear as a fullscreen overlay on every staff device immediately. Tap Acknowledge to confirm receipt.
Report & track incidents
Staff can report incidents (security, medical, technical, etc.) directly from their portal. Each report captures type, severity, description, and location. You can escalate, assign, and resolve incidents from the Incidents dashboard — with a full audit trail.
Offline sync
Actions taken while offline (check-ins, clock-ins, incident reports, alert acknowledgements) are queued locally in the app and replayed automatically when connectivity is restored. The sync queue status bar shows pending items and lets you trigger a manual sync.
AI Operational Assistant
During your event, tap AI Assistant (supervisors and organizers only) to get a live briefing: staffing gaps, areas at risk, recent incidents, and suggested actions. The AI never modifies assignments automatically — all suggestions require your confirmation.
9. Frequently Asked Questions
[yeap_checkin_portal]) while logged in with the invited email. They see only the check-in interface — Scan, Search, and Stats tabs — scoped to their role permissions. They can install the page as a PWA on their phone for offline use.