Host Support

I am using my phone and I cannot find what I need. Help!

Click the hamburger icon (three horizontal lines) in the top left corner. The navigation menu, which is on the left, is hidden on phones to provide more space for information. 

I want to use my own email to send invitations. How can I do that?

For guests that you have not uploaded into your event, navigate to the event's home page, and copy the URL from the web browser. Paste that into your email. When guest clicks that URL, they will be able to see your event information and will be able to respond.

For guests that you have uploaded, download the guest list from Early Bird. The downloaded spreadsheet has a column named "PersonalEventLink". Send each guest their personal event link, which allows them to respond without needing to enter their email addresses or names.

How do I send emails to some or all of my guests?

First, create an email template. Then, on the guests tab, select any number of guests. If you want to select only the accepted or undecided guests (or other groups), use the filters near the top of the page. Once you've selected your guests, click the Send Email button, which will show you how many guests you've selected. A list of your email templates will display. Select one template and press the Send button.

When I send emails to guests, can I include a list of other guests, their status, and their activities?

Yes. The information sent to guests is determined by the configuration of the email template used. You can show all guests and, optionally, exclude Undecided and/or Declined guests. You can also opt to show which guests are signed up for which activities.

How to I send an email to just one guest?

You can either use an email template as explained above, or just click the send email icon next to their name on the guests tab and elsewhere.

How can I email guests automatically based on the event start date or RSVP end date?

Create an email template, and click Add new Automation. You can choose when to send the email, and to which guests the email will be sent.

I am getting too many emails. How can I stop getting emails when guests accept and decline?

Go to the Configuration tab and click on the pencil icon next to your name in the hosts section. On the dialog that opens, click the switch to opt out of event emails. You will still receive messages from guests.

How can I get a list of guests and their assigned activities?

You can see this information on the Guests tab. Or, from the Guests tab you can download a CSV file with all of the guest information.

Can I add someone else to help me host the event?

Yes. The other host (or hosts) must become Early Bird users. Ask them to login at https://app.earlybirdrsvp.com/. Once they login, they will have an account. Once they have an account, you can go to the bottom of event's Configuration tab and click Add Host. Enter their email address. If you want them to be able to make changes to the event (such as adding guests), make them a manager. Otherwise make them a viewer. Note: ther person who created the event is the owner (you!). The owner cannot be changed. Only the owner can add additional hosts.

Why can't I build an event website with Early Bird?

Every event has a one-page event website (the event home page) with the basic information about the event. If you prefer a more sophisticated and hand-crafted site, you can use one of many website tools, and include the link to the event home page so that guests can signup and manage their invitations.

Why can't I include large images in emails and in the event home page?

Early Bird sends emails with embedded images. That way, recipients always see the images without needing to press a "load images" button in their email programs. This creates a very good user experience. Since the images are embedded, the email size is increased by the images. We want the emails to be small so that they are delivered and loaded quickly. We use the same approach with the event home page, although since web browsers don't require pressing a "load images" button we might remove the size limit in the future. If you want to provide access to larger images, include links to those images. BY the way, the total size of the email is limited to just under 1MB, which means images must be smaller than that after being converted to the format required for emails.