RSVP Tracker — Google Sheets Template
One-Minute Summary
This Google Sheets RSVP tracker monitors wedding responses. One row per guest or couple: name, invite sent, RSVP status (Yes/No/No Response), meal choice, plus-one, dietary notes. Count formulas show total attending, declined, and pending. Filter to chase stragglers. Make a free copy to your Drive. Works alongside your guest list — use this for response-specific tracking, or combine with a fuller guest list template.
Preview & Access
Make a Copy (Google Sheets)How to Access
- Click the button above
- Sign in to Google (free)
- The template opens in your Drive
- Edit, share, or download as needed
What’s in this template
This Google Sheets RSVP tracker uses a simple table: one row per guest, columns for key response data. Status (Yes/No/No Response), Meal Choice, Plus-One. Summary section at top or bottom with count formulas. Clean and focused on responses.
Tab structure
Single tab: All guests and RSVP data. Optional Summary tab: Just the counts (Yes, No, Pending) and meal breakdown. For sharing with vendors or quick reference. Main tab has the detail; summary has the numbers.
Formulas included
COUNTIF: Count Yes, No, No Response. SUM for plus-ones: Total attending = Yes count + number of plus-ones. Meal breakdown: COUNTIF for Chicken, Fish, Vegetarian. Update cell references if you change column positions.
Key features and use cases
Deadline management: As the RSVP date approaches, filter to No Response. That’s your chase list. Call, text, or email. Update the sheet as they reply. Reduces last-minute headcount stress.
Caterer handoff: Final headcount and meal breakdown are what caterers need. This template produces both. Export or copy. Send a few days before their deadline. Include a note if any last-minute adds are possible.
Seating prep: Yes + meal choices = what you need for the seating chart. Use this data to build your chart. Or use our Seating Chart template and pull from this tracker.
How to customize
Response method: Add a “How responded” column — Online, Mail, Phone. Helps you know who to chase (mail responders might need a call). Optional, but useful for tracking.
Dietary flag: If someone has an allergy or restriction, note it prominently. Some caterers want it in a separate column. “Nut allergy,” “Gluten-free” — clear and visible. Prevents day-of issues.
Kids count: If you have many kids, add a “Kids” column. Count them separately for catering (some caterers charge less for kids) or for seating (kids’ table). Include in total headcount or not based on your caterer’s policy.
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Frequently Asked Questions
Is this really free?
Yes. Make a copy and it's yours. No signup, no trial, no watermark. You need a free Google account.
What's the difference between this and the guest list template?
The guest list is comprehensive (addresses, full details). The RSVP tracker focuses on responses — status, meal, plus-one. Use one or the other, or combine. If your guest list is small, one sheet can do both. If it's large, a dedicated RSVP tracker keeps response data clean.
When should I send RSVP reminders?
Typically 1–2 weeks before the deadline. Polite nudge: 'Hey, we need to finalize our headcount. Can you let us know by [date]?' After the deadline, one final follow-up. Then mark no-responses as No if you're not extending.
How do I handle late RSVPs?
If you have room and the caterer can adjust, add them. Update the sheet and notify the caterer. If not, explain you've already given final numbers and can't add. Be kind but firm. Most caterers have a cutoff 1–2 weeks before.
Can I export for the caterer?
Yes. Filter to RSVP Yes. Include Name, Meal Choice, Dietary Notes. Export as CSV or copy into an email. Caterers expect spreadsheet format. Include a summary: total headcount and meal breakdown (chicken/fish/vegetarian counts).