Capacity for one-day events (Limited capacity)
For an event that happens on one day, set how many people you can take and an RSVP deadline. Plus-ones count as people, and RSVPs close when you are full or the deadline passes. Works for weddings, birthdays, reunions and seminars.
Limited capacity closes RSVPs for a one-day event by how many people you can take and an RSVP deadline. Every plus-one counts as a person, and the form closes when capacity is reached or the deadline passes. It works for personal events (weddings, first birthdays, parties, reunions) and business events (seminars, info sessions). To give each date or time slot its own limit, use Capacity per session.
At a glance
| Item | Details |
|---|---|
| What it counts | People. One RSVP for three takes three spots |
| When it closes | When the headcount reaches capacity, or when the RSVP deadline passes |
| Which events | Events that happen on one day (multi-day events use capacity per session) |
| Where to turn it on | Editor > RSVP section (Register on business templates) > Sample forms > Limited capacity |
| Plans | Free and paid invitations |
How to turn it on
Step 1. (Weddings and first birthdays only) Check Use custom form
Wedding and first birthday invitations start with the standard attendance form, so sample forms are hidden. Check Use custom form in the blue box at the top of the RSVP section and the sample forms appear below it. Party, birthday and business invitations skip this step.
If you already shared the link and received replies on the attendance form, a "Switch to a custom form?" dialog appears. Those replies are not deleted, but they stop showing in your list, analytics and check-in (they come back if you uncheck it). Switch before you share the link.
Step 2. Tap Limited capacity in Sample forms
Under Form Fields > Sample forms, tap Limited capacity (One-day event · cap · deadline). You will see "Limited capacity form loaded. Check the capacity and the RSVP deadline." and the fields come in together with the RSVP settings card.
Step 3. Set your limit and deadline in RSVP settings
| Setting | Default | What it does |
|---|---|---|
| Capacity | 50 | How many people you can take. It can't be empty (1 or more) |
| Max per RSVP | 10 | How many people one guest can register, including themselves (1 to 10) |
| Show spots left | On | Shows a progress bar and the spots left on the form. Capacity still applies when it is off |
| RSVP deadline | 11:59 PM the day before | If the event date is filled in, it is checked automatically when you load the sample and set to 11:59 PM the day before. Without an event date, checking it sets 11:59 PM seven days from today. You can change it; times use the event's time zone |
| Accept children and infants | On | Personal events only. Turn off for adults only |
| Count infants toward capacity | Off | Personal events only. Most venues don't seat infants, so it starts off |
| Check-in method | Front desk QR | Business events only. Choose Personal QR to give each registrant a QR code |
Save, publish the invitation and share the link.
Personal and business events use different fields
| Personal events (weddings, first birthdays, parties) | Business events (seminars, info sessions) | |
|---|---|---|
| Fields | Name, Phone, Attendance, Adults, Children (3–12), Infants (under 3), message | Name, Phone, Number attending, Company, Job title, message |
| What counts | Adults and children who answered Attending (infants optional) | Number attending |
| Attendance | Attending or Not attending. Not attending counts as 0 | No question. Registering means attending |
| Check-in | Front desk QR | Front desk QR or Personal QR |
Fields used for the count are marked Used for capacity. You can't delete them or change their type, but you can edit placeholders and add other questions.
What guests see
- A "32 / 50 registered" bar and "18 spots left" at the top (when Show spots left is on).
- The deadline and a countdown such as "3 days left".
- Above the party size: "You can register up to 4 people at once (infants not counted) · 2 now". When spots run low, the + button stops at the spots left.
- When full, "All spots are taken"; after the deadline, "The RSVP period has ended". People who already registered can use Already registered? Edit your registration on that screen.
- Even if several people submit for the last spot at once, capacity holds.
Changes and cancellations free up spots
- Resubmitting with the same name and phone number updates the existing RSVP instead of adding one, even from another phone.
- Personal events: switching to Not attending gives those spots back.
- Business events: Cancel registration appears on the confirmation screen and when the link is opened again on the same phone. Checked-in registrations can't be cancelled; registrations made on another device are cancelled by contacting the organizer.
- Host: Cancel booking in your dashboard list moves the RSVP to the Cancelled tab and frees the spots right away. Guests are not notified automatically.
Checking it on your dashboard
Go to Dashboard > Analytics, pick the invitation and open the RSVP tab. The Attending / capacity row shows a bar like "32 / 50", which turns red when you are full. Adults, children and infants are in their own columns in the list. Export to Excel includes the questions you added as columns, with cancelled RSVPs on a separate sheet.
Good to know
- It is for one-day events. If the event spans several days, RSVP settings shows that capacity counts guests across all days. Use Capacity per session for per-date limits.
- Free invitations accept up to 5 responses. If you reach that before capacity, RSVPs close.
- Raising capacity reopens a closed form. To remove the limit, pick a different sample form (responses you have stay).
- The Capacity (optional) box on other sample forms is a displayed number only and doesn't stop sign-ups. Use Limited capacity to close automatically.
Frequently asked questions
Do plus-ones count toward capacity?
Yes. One RSVP for three takes three spots. Children count; infants don't by default (check Count infants toward capacity to include them).
What if someone who didn't RSVP shows up?
It depends on the check-in method. With Front desk QR (used for personal events), people who didn't RSVP can enter their name and phone number and are saved as walk-ins. On a business event with Personal QR, the staff scanner can't add people who didn't register, so only registered guests are checked in. See Front desk QR and Personal QR.
Can I stop one guest from taking too many spots?
Yes, with Max per RSVP. Set it to 2 and each guest can register up to 2 people, themselves included.
Can I lower capacity below the current RSVPs?
It saves, but existing RSVPs are not cancelled; only new RSVPs are blocked. Use Cancel booking in the list if you need to trim.