How to put an RSVP link in an email invitation

Updated · RSVPlinks

Reply-all threads and 'who's in?' chat messages do not add up to a headcount. Put one RSVP link in the email, the Teams post and the calendar invite, and every reply for the event lands on one list.

Step by step

  1. Create the RSVP page

    Open the event builder, add the event title, date, time and location, pick a design and publish. You get one RSVP registration link that shows the details and collects replies.

  2. Copy the link

    Open the event's share options on your dashboard and copy the link. You will paste the same one into every place you announce the event.

  3. Link it in the email

    Write the invitation, select a short phrase such as 'RSVP here' and add the link. In Gmail, click Insert link or press Ctrl+K. In Outlook, use Insert, then Link. Put it in the first few lines, on its own line.

  4. Post it in Teams or your chat tool

    Paste the link into the channel or chat message. In Microsoft Teams you can also select Format under the message box, choose Insert link, and enter display text and the address.

  5. Add it to the calendar invite

    If you are also sending a calendar invite, paste the same link into its description and say that replies are counted on the RSVP page.

  6. Send yourself a test first

    Email it to yourself, tap the link on your phone and on a work computer, and submit a test reply. Check that it shows on your dashboard, then delete it and send to everyone.

Where the link goes in the email

People skim work email. The link should be visible without scrolling, and the email should still make sense if the reader does nothing but tap it.

  • Subject line: name the event and the date, and say that a reply is needed
  • First lines: what, when, where, then the RSVP link on its own line
  • Link text: 'RSVP here' or the full address, not 'click here'
  • Below it: the reply-by date and who to contact with questions
  • Leave the details to the RSVP page, so a change means editing one place

Gmail, Outlook and Teams

Pasting the bare link works in all three and is the safest choice. If you would rather show words than a long address, each has a link tool.

  • Gmail: select the text, click Insert link at the bottom of the message or press Ctrl+K, and paste the address
  • Outlook: select the text, choose Link on the Insert tab, and paste the address. Ctrl+K opens the same box in classic Outlook, Command+K on a Mac
  • Microsoft Teams: select Format under the message box, then Insert link, and fill in the display text and address
  • Any other chat or email tool: paste the link on its own line

Calendar invites and RSVP links together

A calendar invite puts the event in people's diaries. An RSVP page takes the reply and the headcount. Using both is fine, but the answers land in two places, so tell guests which one you are counting.

The simplest setup is to send the RSVP link first and let the calendar follow. Every RSVP page has an Add to Calendar button for Google Calendar, Apple Calendar, Outlook, Microsoft 365 and Yahoo, and it is offered again on the confirmation screen after a guest replies. People who are coming add it themselves.

If your office expects a calendar invite, paste the RSVP link into its description. Google Calendar's description field accepts links.

For office parties and work events

Work events often include people outside the building: partners at a holiday party, clients at a launch, alumni at a retirement send-off. A browser link works for all of them, because nobody needs a company login, an account or an app to reply.

The form takes Yes, No or Maybe and a headcount, and can ask for an email or phone number. You get an email when someone replies and can export the guest list as a spreadsheet for the venue or caterer. Custom questions such as dietary needs, a reply-by date and guest limits are part of a paid event.

What it costs

The RSVP link is free for up to 20 RSVPs per event, enough for a team lunch. Larger events are priced once per event, starting at $7 for 75 RSVPs, with no subscription to cancel afterwards.

A paid event can also use a custom URL, which reads better in an all-staff email than a string of random characters. Guests never pay.

Frequently asked questions

How do I add an RSVP link to an email invitation?
Create an RSVP link, then paste it into the email on its own line near the top. To show words instead of the address, select a phrase such as 'RSVP here' and use your email program's link tool to attach the link. Send yourself a test before sending to everyone.
What is an RSVP registration link?
It is a web address that opens a page with the event details and a short form to reply. Guests tap it from an email, chat message or calendar invite and answer in their browser. The host sees every reply and a running headcount in one place.
How do I add an RSVP link in Outlook?
Paste the link into the message, or select some text, choose Link on the Insert tab and paste the address. In classic Outlook, Ctrl+K opens the same link box. For a meeting invite, paste the link into the message body.
Can I share an RSVP link in Microsoft Teams?
Yes. Paste it into a chat or channel message and send. To show custom text, select Format under the message box, choose Insert link, and enter the display text and the address.
Do coworkers need an account to reply?
No. The link opens in any browser on a phone or computer. Guests do not sign up, sign in or install an app, so it also works for partners, clients and other guests outside your organisation.
Should I send a calendar invite or an RSVP link?
Send the RSVP link when you need a headcount, and add a calendar invite only if your office expects one. If you send both, put the RSVP link in the invite's description and say which reply you are counting. Guests can also add the event to their own calendar from the RSVP page.

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