Wedding RSVP Tracker
Add your guests, track who is attending, who declined, and who still has not responded. Monitor meal choices, dietary restrictions, and your total headcount in real time. Export everything when you are ready.
Real-Time Headcount
See exactly how many guests are confirmed, declined, or still pending at a glance. Party sizes and plus-ones are included in every count so your numbers are always accurate.
Dietary Summary
Automatically tallies vegetarian, vegan, gluten-free, and other dietary needs across your entire guest list so you can hand your caterer a clear breakdown.
CSV Export
Download your full guest list as a CSV file with one click. Share it with your venue, planner, or caterer without copying and pasting anything.
How to Track Wedding RSVPs Like a Pro
Keeping on top of RSVPs is one of the most important parts of wedding planning. Your venue needs a final headcount, your caterer needs meal numbers, and your seating chart depends on knowing exactly who is coming. A dedicated tracker makes the whole process painless.
Our free RSVP Tracker lets you add every guest with their party size, meal choice, and dietary restrictions. As responses come in, toggle each guest between Pending, Accepted, and Declined. The dashboard updates your totals instantly so you always know where you stand.
- •Add guests as soon as you finalize your invite list so nothing slips through the cracks.
- •Update statuses the moment a response arrives to keep your numbers current.
- •Use the search and filter tools to quickly find guests who still have not replied.
- •Check the dietary summary regularly and share it with your caterer well before the deadline.
- •Export your list as a CSV when your venue or planner asks for final numbers.
Wedding RSVP Etiquette and Timeline
Send your invitations 6 to 8 weeks before the wedding, or 10 to 12 weeks for destination events. Set the RSVP deadline for 3 to 4 weeks before the big day. This gives you enough buffer to follow up with stragglers and submit your final headcount to the venue on time.
If guests have not responded by the deadline, it is perfectly fine to reach out with a friendly text or phone call. Most people are not being rude, they simply forgot. A short, warm reminder is all it takes. After following up, give them a few more days before making any assumptions about their attendance.
Managing Dietary Restrictions at Your Wedding
Food allergies and dietary preferences are more common than ever. Asking about them on your RSVP is not just polite, it is essential. Include a clear dropdown or checkbox for common needs like vegetarian, vegan, gluten-free, and nut allergies. This small step prevents awkward moments at the reception and shows your guests you care about their comfort.
Once your RSVP deadline passes, compile the dietary summary and share it with your caterer at least two weeks before the event. Most caterers appreciate an organized breakdown rather than a long list of individual notes. Our tracker builds that breakdown automatically so you can hand it over with confidence.
- •Always ask about allergies, not just preferences, since allergies can be life-threatening.
- •Offer at least one vegetarian and one vegan option even if no one specifically requests it.
- •Label dishes clearly at the reception so guests can serve themselves safely.
- •Brief your catering staff on severe allergies so they can take extra precautions.
- •Use the notes field in your tracker for unique requirements that do not fit standard categories.
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Wedding RSVP Tracker FAQ
Everything you need to know about our free tools and how they help your wedding day.
Add each guest with their name, email, party size, meal choice, and dietary restrictions. Then toggle their status between Pending, Accepted, or Declined as responses come in. The dashboard updates your totals automatically.
No. All data stays in your browser and is never sent to a server. We do not store, transmit, or have access to any of your guest information. Your list is completely private.
Set your deadline for 3 to 4 weeks before the wedding. This gives you time to follow up with anyone who has not responded and submit your final headcount to the venue and caterer.
A friendly text or phone call works best. Most guests simply forgot to reply and will appreciate the gentle reminder. Wait until a few days after the deadline before reaching out.
When you add a guest, you can set their party size from 1 to 10. This accounts for couples, families, or groups traveling together. The total headcount in the dashboard reflects all party members, not just the number of entries.
Yes. Click the Export CSV button to download your entire guest list as a spreadsheet-ready file. It includes every field: name, email, status, party size, meal choice, and dietary restrictions.
Use the party size field. If a guest is bringing one plus-one, set their party size to 2. If they are coming alone, keep it at 1. The headcount dashboard will reflect the true number of attendees.
The tracker includes None, Vegetarian, Vegan, Gluten-Free, Halal, Kosher, Nut Allergy, Dairy-Free, and Other. You can select one per guest. The dietary summary section shows you a breakdown of how many guests need each option.
You can choose from Chicken, Beef, Fish, Vegetarian, Vegan, or Kids Meal. This makes it easy to send final meal counts to your caterer without any extra work.
About 80 to 85 percent of local guests will attend. For destination weddings, expect closer to 50 to 60 percent. Use these estimates to plan your initial invite list if you have a target headcount in mind.