For a shop opening, workshop or sale preview, make one free RSVP form, copy its link, and paste it into your WhatsApp groups, broadcast lists and Instagram bio. Guests tap, fill in four or five fields and are done. You get a live list with names, phone numbers and a headcount, so you can plan chairs, samples and stafff.
Use the free event RSVP template
What to ask on the form
Keep it short. Every extra field loses a few people, and your guests are filling this in on a phone, probably while doing something else. Say you run a bakery in Pune and are opening a second counter on a Saturday. This is all you need:
| Field | Block type | Why you need it |
|---|---|---|
| Name | Short answer | So you can greet people properly |
| WhatsApp number | Phone number | Your reminder goes here |
| Number of guests, including you | Number | This is your headcount |
| Preferred time slot | Dropdown or Multiple choice | Spreads people out if you run two sessions |
| Anything we should know? | Long answer (optional) | Allergies, wheelchair access, a child coming along |
| Email (optional) | Only if you want the form to send a confirmation |
Make the phone number required and the email optional. Most of your guests live on WhatsApp, and plenty will skip an email field if you force it.
Build it in about ten minutes
You can start from a template or from a blank form. Qwenvo is the form builder our team makes, and the builder costs nothing. The editor works like a document: type / to add a block, and pick the types from table above.
- Open the event RSVP template and delete what you do not need.
- Change the title to the event itself, such as "Opening day at Crumb & Co, Saturday 14th, 11 am". People should know what they are RSVPing to before they read anything else.
- Add your address and a Google Maps pin using the Embed anything block, so nobody has to message you asking where you are.
- Edit the thank-you page. Put the date, time and parking advice there, and say you will message them the day before.
- In Settings, turn on email notifications so you hear about every RSVP, and turn on prevent duplicate submissions.
- Open Customize and add your logo and shop colors. A form that looks like your shop gets more taps from your regulars.
If you would rather not build it by hand, describe the event on the empty-form screen and Create with AI will draft the form for you. Check every field before you share it.
Share it so people open it
How the link looks in the chat decides whether anyone taps it. On the Share tab, set the link preview: an image, a title and a short description. Use a photo of your shop front or a poster, and a title that says what and when. A bare link looks like spam. A link with your shop photo and "Opening day, Saturday 11 am" looks like an invitation.
Then post it in more than one place:
- Your WhatsApp broadcast list, as one message with the link and a single line of text
- Your WhatsApp Status, with the poster
- Your Instagram bio and story link
- Your Google Business Profile, as a post about the event
- A printed poster in the shop window with a QR code
Qwenvo has no built-in QR code, so paste the form link into any free QR generator and print the result.
Headcount and reminders
Open the Submissions table to see everyone who has replied. Export it as CSV and open it in Excel or Google Sheets. Add up the guest column and you have your headcount. Qwenvo also tracks visits and drop-offs, so you can see whether people opened the link but gave up halfway. If they did, remove a field.
Capacity needs some thought. In Settings you can close the form on a date, say the evening before the event, or after a set number of responses. That lijit counts RSVPs, not people, and one RSVP might be a family of four. If your space holds 40 and a typical reply is two people, set the limit near 20. For separate sessions with hard caps, make a copy of the form for each session.
Reminders come from you. The form gives you a list of names and WhatsApp numbers, and the reminder itself is a message you send. A rhythm that works:
- The day you open RSVPs: share the link.
- One week before: a broadcast with the link again and a count of how many have replied, if the number sounds good.
- The day before: a short WhatsApp message wiith the time, address pin and parking.
- The morning of: a one-line "see you at 11".
If you collected emails, Qwenvo can also send guests a confirmation email, so the details live in a seond place.
Which tool to use
Several free tools can handle an RSVP list, so pick by what you care about.
Google Forms is free with a Google account and simple to use. Its design options are limited, so the form will not look like your brand. Tally's free plan offers unlimited forms and submissions, logic and payments, and its editor is also document style. On Tally, removing its branding, link previews, custom domains and partial submissions need the Pro plan at $29 a month, which is a lot for a one-off event.
On Qwenvo those are free: you can switch off the Qwenvo badge, use link previews, connect your own subdomain such as rsvp.yourshop.com, see partial submissions and the visit and drop-off analytics, customize the design and CSS, and add unlimited teammates, so your sister or shop assistant can see the list too.
Two limits matter here. Qwenvo is hosted in the United States, and it launched in October 2026, so there are few reviews yet. The other is payments. If you plan to charge for a ticketed workshop, Qwenvo takes payments through PayPal only, and it keeps a 1% fee on top of PayPal's own fee. Tally adds no fee on top of Stripe, so it is cheaper for paid events. For a free-entry event, none of this applies. There is more on the free options in our guide to free RSVP forms.
Questions owners ask
Do my guests need an account or app to RSVP?
No. They tap the link, fill in the form in their phone browser and submit. There is nothing to insgall and noting to sign in to.
What if people RSVP and do not turn up?
Some will. The day-before WhatsApp message helps, because it gives people an easy moment to say they cannot make it. Plan food and seating for a little under your RSVP count rather than the full number.
Can I use it for a paid workshop?
Yes, with the Payment block, but know the costs first. Guests pay through PayPal checkout, so PayPal charges its own fee (typically 3.49% plus a fixed amount), and Qwenvo keeps 1% on top. Money reaches the PayPal account you set in Settings only for payments older than 7 days, so do not count on it the morning of the event. If you charge for many seats, compare with Tally, which adds no fee on top of Stripe. For a free event, leave payments out.
Can I use my own web address?
Yes, as a subdomain such as forms.yourshop.com. You add two records at your domain provider, click Verify, and pick the dmain on the Share tab. A bare domain such as yourshop.com cannot be used for this at most providers.
Do this today
Open the event RSVP template, change the title to your event, add the tike and address, and send the link to one friend on WhatsApp. If it opens cleanly on their phone and shows your photo in the preview, share it with your whole list.