Event Check-in turns an event group's join link into an RSVP page. Guests say how many people are coming, each one gets a personal entry pass with a QR code, and you follow the headcount from your dashboard. In the app it lives under RSVP & Check-in in the sidebar, just below Groups.
1. Create the event
- 1Open RSVP & Check-in and click New event.
- 2Type the event name and click Create. MsgOrb creates an event group and opens its page.
- 3Under Set up the headcount, fill in the date, start time and venue, and choose Most people one guest can bring, including themselves.
- 4Click Start collecting headcount.
The date matters beyond the invitation: it tells MsgOrb when the event is over, so the door link closes and the event moves to Past on the dashboard.
2. Share the RSVP link
Copy the RSVP Link from the event's page and share it wherever your guests are: your WhatsApp groups, a flyer, an email. Guests open it in their phone's browser and enter:
- their name
- their WhatsApp number
- how many people are coming, including themselves
There is no app to install and no account to create. A guest who is new to you is saved as a contact in the event's group. Someone who is already one of your contacts keeps their current group and simply appears on the event's guest list.
Each new guest takes one member place on your plan, whatever the size of their party. If your workspace has reached its member limit, the RSVP page tells guests it can't accept more, so check Billing before a big event.
If the same number RSVPs twice, MsgOrb keeps the first answer and does not show the existing pass to the second visitor. Guests change their answer from their own pass instead.
Share it on WhatsApp
The RSVP Link card on the event's page is the one link for the event.
- Click Share on WhatsApp to send the invitation (event name, date and venue) with the link to your WhatsApp groups and chats. Pick the group and press send.
- Click Download QR for your flier and print the QR code on your flier or poster. Guests scan it with their phone camera.
- Click Copy Link to paste it anywhere else.
Once a guest has RSVP'd, everything else reaches them on WhatsApp: their entry pass, and any reminders and updates you switch on (see below). Sending the link yourself, rather than as a MsgOrb broadcast, matters: Meta does not deliver promotional (Marketing) templates to US numbers, so a broadcast invitation would not arrive there.
3. Entry passes
As soon as a new guest RSVPs, their entry pass opens on screen. It shows the event details, their name, the party size, a QR code and an 8-character code such as K7Q2-XB9M.
If the number is already one of your contacts, the pass is not shown on screen, because anyone could type that number into the form. It goes to that number's WhatsApp instead. If it can't be sent there (see below), send it yourself: find the guest in the guest list and use Pass link.
From the pass, guests can change how many people are coming or say they can no longer make it, until they are checked in or the event is over. Your headcount updates straight away.
4. Automatic WhatsApp messages
The Automatic WhatsApp messages card on the event's page lists every message MsgOrb can send a guest after they RSVP. Each is filled in from the event's details and goes only to guests who are coming. Switch on the ones you want, choose the timing, and click Save messages.
| Message | When | What it does |
|---|---|---|
| Entry pass | When a guest RSVPs | Sends their pass link. On by default. |
| Headcount check | 2 to 14 days before, 10:00 AM | Guests reply YES or NO. A NO takes them off the guest list straight away. |
| Reminder | 1 to 7 days before, 10:00 AM | The date, time and venue. |
| Day-of details | On the day, at the hour you choose | Start time, address and the host contact you type in. |
| Schedule change | When you change the date, time or venue | When you save the new details, tick Tell the guests who are coming. |
The entry pass is free when the guest messaged you in the last 24 hours. The other messages, and the entry pass outside a 24-hour chat, use Meta-approved Utility templates and are paid Meta messages. Each one is sent once per guest, and never to a guest who replied STOP.
Add the templates once
- 1Go to Templates, click Built-In Library and choose RSVP.
- 2Click Use Template on the ones you need: RSVP Entry Pass, RSVP Headcount Check, RSVP Event Reminder, RSVP Day-Of Details and RSVP Schedule Change. Read each message, edit it if you like, and submit it to Meta.
- 3Each one also has a ... with Picture version (for example RSVP Event Reminder with Picture): your flier on top, the date, time and venue on their own lines, and an Open entry pass button with the guest's own pass. Add those too if you want the picture.
- 4If you sell tickets, also add RSVP Ticket Pass with Picture. Paid guests get it instead of the entry pass, because a paid ticket can't be changed on the pass page: it tells them to contact you for changes.
- 5Once Meta approves them (use Sync Status to check), every event uses them automatically. When both versions of a message are approved, the picture version is used. The card shows Ready next to each one.
You can choose a different approved Utility template for any message, as long as MsgOrb can fill in all of its blanks. These templates are not offered when you build a broadcast: one broadcast to a whole group cannot carry each guest's own pass.
5. Follow the headcount
The Headcount section on the event's page shows:
| Tile | What it counts |
|---|---|
| People coming | Everyone in a party that is coming, so a party of 4 counts as 4 |
| Arrived | People checked in at the door so far |
| Can't make it | Guests who said they can no longer come |
Below the tiles, filter the guest list by All, Coming, Arrived, Not arrived or Can't make it. Use Download guest list for a spreadsheet copy, and Pass link on any row to copy a guest's pass so you can send it again. The section refreshes on its own every 30 seconds.
The RSVP & Check-in page brings every event together: your next event, new RSVPs over the last 14 days, upcoming totals, turnout at your last event and recent activity.
Deleting an event
Click Delete event next to Save details, or on the event's card on the RSVP & Check-in page. This removes the event details, the guest list, every pass and the door link, and by default the event's group too. Untick Also delete the group to keep the group and its members. Deleting cannot be undone.