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Guides for every step — designing, sending, guests, RSVPs, and billing. Or ask the Concierge in the corner.
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- Getting started10 guides
- Invitations & editor11 guides
- Guest management5 guides
- RSVPs6 guides
- Email & SMS delivery4 guides
- Messaging6 guides
- Seating & meals9 guides
- Games & extras18 guides
- Photos & album6 guides
- Event day9 guides
- Pricing & billing12 guides
- Account & privacy8 guides
- Troubleshooting6 guides
- Planning guides8 guides
Quick answers
Common questions
Getting started
How do I create my first invitation?
Browse the studio, pick a design you love, and click "Use this design." Our editor lets you customize every detail. Add your guests and send — that's it.
Is InviteBird free to use?
Building is free — the full editor, RSVP setup, messaging, polls, contributions, and gallery cost nothing. You pay once, per event, only when you send. Plans start at $9.99 for up to 25 guests.
Do my guests need an account to RSVP?
No. Guests tap a link, see the invitation, and reply — no sign-in, no app. Replies land in your host desk in real time.
Invitations & RSVP
How do I send invitations to my guests?
Add guests by name and email or phone. We deliver beautifully-rendered HTML emails, and for US & Canada phone numbers we also send an SMS with the invitation link.
Can I send invitations via SMS?
Yes — guests with a US or Canada phone number receive an SMS with the link (after a one-time Reply-YES opt-in). International guests are invited by email. Both channels are included on every plan.
Can I invite co-hosts?
Yes. Invite co-hosts to share the host desk — they can text or email guests, track RSVPs, and edit event details. Co-hosts are included with every event.
How do I track RSVPs?
The host desk shows live replies — yes, maybe, regrets, meal preferences, plus-ones. Send reminders with a single tap.
Not on the list?
The Concierge in the corner answers from these same guides, or write to us and a person will reply.
Templates & design
Can I customize the templates?
Absolutely. The canvas editor gives you full control — text, colors, images, backgrounds, envelope. Every design is a starting point for the night you have in mind.
What is the envelope reveal?
When your guests open their invitation, a small ceremony plays out — the envelope lifts, the card rises. Optional per invitation; formal events can send a still card instead.
Can I use my own images?
Yes. Upload photos directly in the editor. AI tools can also generate matching backgrounds, liners, and thank-you cards for the same suite.
Photos & galleries
How does the QR-code photo sharing work?
We mint a unique QR code for your event. Print it and place it on the table. Guests scan to upload to a moderated gallery you approve.
How long are photos stored?
Every paid event includes 100 photos, hosted for a year from the day you send — or 500 with the $25.00 photo pack. After the first year you can renew hosting for $9.99 a year ($25.00 with the pack). If hosting lapses the album goes offline and photos are held 90 days before removal.
Can I approve which photos appear?
Yes. Guest uploads sit in a pending queue — you approve which ones land in the event timeline. Every event includes 100 approved photos, or 500 with the photo pack.
Pricing & billing
Do I pay a subscription?
No monthly subscription for events — you pay once per event, sized to the guests you expect: $9.99 for up to 25 guests through $149.99 for up to 750, and Horizon at $349.99 for unlimited guests. Every plan includes every feature — RSVP, messaging, day-of tools, a 100-photo album, and a year of hosting. Businesses can choose an annual plan instead.
Can I cancel or get a refund?
Per-event plans are a one-time payment, so there's nothing to cancel. Business subscriptions can be canceled anytime from Settings — access continues to the end of the billing period.
What happens if more people come than my plan holds?
We size plans by guests at the door — plus-ones included — and add a 10-guest cushion to every plan, free. Past that the guest list pauses, and a quick upgrade to the next size reopens it for just the difference — never a second plan.
Every guide, by topic
118 guides across 14 topics
Getting started
From first template to sent invitations.
- Add guestsBuild your guest list by adding people one at a time, tapping your address book, or reusing a list from a past event.
- Choose a designBrowse templates by occasion, search by keyword, preview a design, and turn it into your own invitation.
- Create your first eventGo from picking a template to a saved invitation draft you can finish and send whenever you're ready.
- Customize your invitationEdit the card, redesign it with AI, and fill in your event details so your invitation says exactly what you want.
- Send an RSVP reminder in InviteBirdSchedule an email RSVP reminder in InviteBird, write your message, or send it now to guests who haven't replied.
- Send your invitationsPick your plan, review your details, then pay once and send now or schedule for later. Guests receive their invitation by email or text.
- The Settings tab: every event control in one placeOne window for every setting on your event — the door, the time zone, sending, reminders, every module, Event Day, your plan, co-hosts and canceling — each showing what it's set to right now.
- Track RSVPsRead live replies on your host desk Guests & RSVP tab — attending, maybe, and declined — with plus-ones, meals, and a headcount meter.
- What is InviteBird?InviteBird is an online studio where you design an invitation, send it by email or text, and track every RSVP in one place.
- Your activity logSee everything that happened on your event — replies and changed answers, messages, photos, guest extras, Event Day arrivals and what you and your co-hosts did — newest first.
Invitations & editor
Designing, details, previews, and edits.
- Animated and premium designsAdd motion and music to your invitation — moving or video backdrops, a soundtrack, and the richer reveals that come with premium designs.
- Dates, times, and venueSet the event date and time, an optional reply-by deadline, the venue, and a parking note on the Details step.
- Editing after you've sentHow to change your card or event details after an invitation is live — where edits appear, and why you should message guests when key facts change.
- Preview your invitationSee exactly what your guests will open — the live phone preview on the Review step, and the Guest view after you've sent.
- Redesign your card with AIUse the guided AI wizard to rebuild your card around your event — answer a few questions, add photos, describe a vibe, and get a fresh design.
- Reusing a design or guest listHow to run a second event from the same design, start a fresh copy of a draft, reuse a past guest list, or duplicate an element on your card.
- Sharing your invitation linkCopy your invitation link, share it on WhatsApp or by text, and hand out a scannable QR code once your invitation is live.
- The details stepEverything the Details step collects — host, title, date, time, venue, the guest note, dress code, and extra-guest rules — and what's required to continue.
- The envelope and opening experienceHow guests open your invitation — the closed envelope, the tap-to-open reveal — and how to style the shell, liner, and message in the editor.
- The guest note and dress codeWrite (or let AI draft) the warm note guests read under your card, and set an optional dress code with one-tap suggestions.
- The invitation editor (Edit Studio)How the Edit Studio works — the step rail, autosave, undo, reset, and restoring an earlier version of your card.
Guest management
Lists, imports, plus-ones, and limits.
- Allowing plus-ones and additional guestsLet guests bring additional guests, set how many each may bring, collect their names, and see how plus-ones count toward your plan.
- Guest limits and plansHow InviteBird counts guests, the 10-guest cushion, what happens when you reach your plan's limit, and how upgrading and auto-upgrade work.
- Importing your guest listBring a guest list into InviteBird from a CSV file or an export from Evite, Paperless Post, Punchbowl, Greenvelope, RSVPify, or Google Contacts.
- Maximum capacity and the waitlistCap how many guests can attend, close RSVPs automatically when you're full, and collect interest from guests who missed out.
- Removing guests and handling duplicatesTake a guest off your list, remove several at once, and understand how InviteBird skips duplicate entries on import and manual add.
RSVPs
Responses, changes, meals, and headcounts.
- Ask guests custom questionsAdd your own questions to the RSVP — pick one, pick several, or a written answer — and read every reply in the Ask tab.
- Changing an RSVPHow guests update their response, party size, and answers from the Manage your RSVP portal, and how hosts edit a guest's reply.
- How RSVPs workAn overview of the guest response flow, the optional steps a guest can walk, and what you see as the host when replies come in.
- Meals and dietary choicesOffer meal options with dietary tags, collect allergy notes at RSVP, and view or export the counts for your kitchen.
- Set an RSVP deadline or automatically close new replies in InviteBirdSet your InviteBird RSVP-by date and choose whether to automatically close new responses after it. Learn the cutoff timing and how existing guests can edit their replies.
- Your guest dashboard — every invitation in one placeSign in with the email your invitation was sent to and see every event you're invited to, reply, message the host, and find the photos after the party.
Email & SMS delivery
How invitations reach your guests.
- How email and text message invitations are sentHow InviteBird delivers invitations by email and text, exactly what guests receive on each channel, and how text-message consent works.
- Reading delivery and open status for each guestHow to see whether each guest's invitation was sent, delivered, opened, or bounced, and how the delivery health strip summarizes your whole send.
- Reading your event's analyticsAnalytics is one place for your whole event — the reply rate and headcount, the invitation funnel, delivery, and a card for every part of your event that has activity, from messages to the bring list.
- Resend an InviteBird invitation or send an RSVP nudgeChoose between resending one guest's invitation, scheduling email RSVP reminders, and sending a manual nudge in InviteBird. Check channels and per-event limits.
Messaging
Talking with your guests before the day.
- Finding your message historyHow the Messages tab lays out your communications timeline, conversations, and system notes — so you can review every send and its status, and find any reply.
- Guest replies and conversationsHow two-way messaging works between you and each guest, how guests reply without an account, and where their replies land.
- Messaging your guestsHow to send a message to all of your guests or just some of them from your event's Messages tab, and what each guest receives.
- SMS consent and complianceHow text-message consent works on InviteBird — the reply-YES opt-in, STOP and HELP keywords, supported countries, message frequency, and costs.
- Unsubscribed and suppressed guestsWhat happens when a guest unsubscribes from email, why their invitations quietly stop, and how to still reach them.
- What guests receiveA complete list of the emails and texts InviteBird may send your guests, when each one goes out, and what guests do not receive.
Seating & meals
Tables, menus, and dietary planning.
- Assign guests to tables in your InviteBird seating chartSeat individual guests or whole parties in InviteBird, move guests between tables, and assign plus-ones separately using tap controls or drag and drop.
- Building your menuAdd the dishes you're serving, with optional descriptions, photos, and dietary tags, so guests pick their meal as they RSVP.
- Create tables for your InviteBird seating chartTurn on InviteBird seating, create a starter table layout or add tables individually, and set names, capacities and shapes before assigning guests.
- Dietary tags and restrictionsThe dietary tags you can put on dishes, the allergy notes guests can add, and how each one shows up.
- Download InviteBird seating charts, place cards and table signsExport your InviteBird seating plan as a PDF or CSV, print place cards and table-number signs, and download a Find Your Seat QR sign for guests.
- Find Your Seat for guestsHow guests look up their table by name — from the QR sign, their phone, or the check-in kiosk — with no app or login.
- Keeping households and groups togetherUse tags and Smart seating to draft tables that keep families, couples, and friend groups together automatically.
- Meal counts and catering exportsSee a live breakdown of who chose what, and export a caterer brief PDF and a full guest CSV with meals and dietary notes.
- Set up potluck signup with InviteBird What to BringCreate an online potluck signup list in InviteBird: add dishes and supplies, set quantities, let guests claim items during RSVP, and track who's bringing what.
Games & extras
Ask, Quiz, music, and occasion suites.
- Add a personal voice noteRecord a short spoken hello that guests hear the moment they open your invitation, before they RSVP.
- Add an event FAQAnswer the questions guests always ask — arrival time, dress code, parking, gifts — right inside your RSVP.
- AI party song and event musicWrite a custom song for your event with AI, or pick a ready-made track, and it plays on your invitation the moment guests open it.
- Birthday party games and keepsakesBirthday Party Essentials — Guess the birthday star, Who knows the birthday star best, Guess the jar, This or that, the prize drawing, Wishes & memories and gift hints, picked for the age.
- Earned entries for the prize drawingAt a graduation or retirement, let guests earn extra entries in the prize drawing — everyone who comes gets one, and a memory, a recording or a capsule entry adds more.
- Gift bingo — a game for the gift openingThe unwrapping is the quietest stretch of a shower. Gift bingo fills it — with no setup, one tap per gift, and a card in every guest's hand.
- Graduation party games and keepsakesGraduation Essentials — Who knows the graduate best, Advice for the next chapter, the 10-year capsule, a prize drawing and gift hints, picked for preschool, grade school, high school or college.
- Keepsake prompts — a real question for every guestInstead of a blank box, ask guests how they know the guest of honor and serve each of them the right question. With voice, and a branch for people who can't come.
- Live Quiz — the big-screen party gameA live, Kahoot-style quiz you run at the party. Guests join on their phones, race the clock, and a winner is crowned on the big screen.
- Music and playlists — collect guest song requestsCollect guest song requests, arrange the list, export matched tracks to Spotify when available, or download a printable DJ sheet.
- Polls — let your guests voteAsk a quick question inside your RSVP — pizza or tacos, Saturday or Sunday — and watch the votes roll in as guests reply.
- Retirement party games and keepsakesRetirement Essentials — The memory book, Career trivia with the retiree's either-or picks, the one-year capsule and a prize drawing.
- Set up baby shower games and keepsakes in InviteBirdUse InviteBird Baby Shower Essentials for baby predictions, the diaper raffle, a parents quiz, gift bingo and keepsakes. Choose what appears in RSVP and on the day.
- Set up bridal and couples shower games in InviteBirdConfigure InviteBird Bridal or Couples Shower Essentials: the couple quiz, gift bingo, advice, recipe cards, date-night ideas, anniversary letters and Stock the bar.
- Time capsules — the part that arrives laterSealed letters and predictions that open years later — a first anniversary, an 18th birthday, ten years after a graduation — emailed to you to pass on, and graded where there's something to grade.
- Trivia — a party game about the guest of honorAdd fun questions about the guest of honor that guests answer as they RSVP. We score it, so you'll know who knows them best.
- Which features fit my event?A map of InviteBird's guest engagement features — the ones on every event, and the game suites that appear only for your occasion.
- Who knows them best — the answer-key quizThe guest of honor (or a parent, for little ones) answers a few questions privately on their phone. Guests guess. Only the guests are scored — so you get to play too.
Photos & album
Shared albums, uploads, and keepsakes.
- Album hosting and renewalYour album is hosted free for a year from send — here's the timeline after that, what renewal costs, and how to never lose a photo.
- Download a photo upload QR sign for your InviteBird eventFind and print your InviteBird photo upload QR sign in Photos or Printables, or copy the upload link so guests can send photos to your review queue.
- How guests upload photos to an InviteBird event albumGuests can scan a QR code or open an InviteBird upload link, choose up to 30 photos, and send them for host approval. Learn formats, limits and sign-in settings.
- Managing and downloading photosApprove or reject guest photos, edit and reorder the album, watch your photo limit, and download everything as a ZIP.
- Photo privacyWho can see your album, who can add to it, and the three layers — approval, automated screening, and reporting — that protect it.
- Your shared photo albumSet up the event photo album in three quick questions, add your photos, and share the finished wall with your guests.
Event day
The kiosk, the front desk, and live moments.
- Announcements and the day-of timelineHow to send announcements to the room during your event, and how the What's happening timeline keeps guests on schedule.
- Event Day mode — your welcome desk on a tabletWhat Event Day mode is, how to turn it on, how the kiosk lock and passcode work, and what guests can do on the big screen.
- Games on the day — polls, trivia, the quiz, reveals and drawsHow Event Day runs your party games — one list for every reveal and draw, live polls, trivia, the big-screen quiz, the occasion games, the prize drawing and the wishes wall.
- Live moments on the big screenReveal trivia answers, crown your predictions champion, or draw the raffle — and watch the big screen and every guest's phone light up together.
- The check-in kioskHow guests check themselves in on the Event Day kiosk or their own phone, how name search works, and where you see who has arrived.
- The Event Day tab — set it up, then run the day from itEvent Day is its own tab on your event, with a Setup mode you prepare in advance and a Live mode you run the party from.
- The front desk — helpers, walk-ins, and check-in without wifiSet up who runs your door, add guests who turn up unannounced, and keep checking people in even when the venue wifi drops.
- The guest view of Event DayThe phone companion page guests open by scanning the Event Day QR — check-in, seats, menu, schedule, games, and photos in their pocket.
- The photo wallHow the Event Day photo wall shows guest photos on the big screen, how guests add snaps by QR, and why only approved photos appear.
Pricing & billing
Plans, upgrades, gift cards, receipts.
- Billing history and invoicesWhere to find every charge for your event, download a branded PDF invoice, and read the discount breakdown on your receipt.
- Business plansAnnual InviteBird plans for venues, planners, schools, and anyone running many events — Perch, Colony, Aviary, and Sky, with unlimited guests on every event.
- Education discount for schoolsHow the 25% InviteBird education discount works — auto-applied when your account uses a .edu email, what qualifies, and what it applies to.
- Gift cards and codesBuy and redeem InviteBird gift cards, and apply gift cards, coupons, and referral codes at checkout — including how they stack and what you pay.
- Gifts & Funds for hostsLet guests send you a gift as they RSVP — straight to your own Venmo, PayPal, Cash App or Zelle, or from your gift registries. InviteBird never handles the money.
- Keepsake bundleThe InviteBird keepsake bundle — one more year of album hosting, the 500-photo pack, and a printable guest-book PDF of every reply and wish, for $34.99.
- Payments, receipts, and refundsHow InviteBird takes payment, where to find your receipt and PDF invoice, and exactly when a purchase can be refunded.
- Photo pack and album hostingHow InviteBird's shared photo album works — the 100 photos included, the 500-photo pack, the free first year of hosting, and how renewal and the grace window work.
- Plans and pricingHow InviteBird's per-event pricing works — the full plan ladder with prices and guest counts, what every plan includes, the free cushion, and when you pay.
- Referral programShare your InviteBird referral link and give friends 10% off their first event — where to find your code, how it works, and the rules.
- Upgrading your planMove up to a larger plan and pay only the difference — from the plan step, the Guests tab, or the guest meter — or let auto-upgrade keep your RSVPs open on its own.
- What counts as a guestHow InviteBird counts guests for pricing — named guests plus their plus-ones — and how the free cushion and draft building fit in.
Account & privacy
Sign-in, co-hosts, and your data.
- Adding co-hosts to your eventHow to invite a partner, family member, or friend to help run your event as a co-host, how they accept, and how to remove them or step down.
- After your event: keepsake modeWhat changes once your event passes — what locks, what stays open, the guest recap and photo album, and the keepsakes you can save.
- Canceling or deleting an eventThe difference between canceling a live event and deleting a draft, how guests are affected, and how to remove an event's data for good.
- Password-protecting your eventHow to add a password so only guests who know it can open your invitation, what guests see, and how to share or remove it. Plus limiting RSVPs to guests on your list.
- What co-hosts can and can't doThe full breakdown of a co-host's permissions on your event — what they can manage, what stays owner-only, and how money stays with the owner.
- Your privacy and your dataHow to export a copy of your data, permanently delete your account, manage cookies, and handle guest privacy requests on InviteBird.
- Your profile and signing inHow to create your InviteBird account, sign in with email or Google, find your profile, sign out, and what to do if you forget your password.
- Your saved contactsManage your address book: the people you have invited before. Search, edit, merge duplicates, import from Evite or Paperless Post, and reuse them.
Troubleshooting
When something doesn't look right.
- A guest can't change their RSVPWhy a guest may be unable to update their response — usually a different device, a full event, or an event that has passed — and how to help them.
- A guest can't open the RSVP pageWhy a guest may be unable to open or respond on the invitation link — draft, password, capacity, a canceled or past event, or a mistyped link — and how to fix it.
- A guest didn't receive their invitationWhy a guest may not have received an email or text invitation — wrong address, spam, opt-outs, or SMS region limits — and how to get it to them.
- A payment failed or checkout was interruptedWhat happens when a checkout payment fails or is interrupted at send, and exactly how to complete your order and get your invitations out.
- Guests can't upload photosWhy a photo upload to the shared album might fail or seem to vanish — album settings, file type and size, and host approval — and how to fix it.
- The editor isn't saving my changesHow autosave works in the invitation editor, what the save indicator means, why a save might fail, and how to make sure your work is saved.
Planning guides
Checklists and timelines for real parties.
- Baby shower planning checklistA week-by-week baby shower timeline, with the InviteBird features that help at each step — from the diaper raffle to the day the baby arrives.
- Birthday party planning checklistA week-by-week birthday party timeline, with the InviteBird features that help at each step — including the games and keepsakes picked for the birthday star's age.
- Graduation party planning checklistA week-by-week graduation party timeline, with the InviteBird features that help at each step — from invitations to the 10-year capsule.
- Retirement party planning checklistA week-by-week retirement party timeline, with the InviteBird features that help at each step — from reaching colleagues who can't come to the one-year capsule.
- Set up and manage your InviteBird Event ChecklistUse the InviteBird Event Checklist to start from an occasion template, set task owners and due dates, track linked tasks, and download your plan as a PDF.
- Set up your event budget in the InviteBird Expense TrackerUse InviteBird Expense Tracker to set a budget, record planned and actual costs, track deposits and payments, manage category targets, and import or export your expenses.
- Wedding planning checklistA month-by-month wedding timeline, with the InviteBird features that help with invitations, RSVPs, seating, meals, and the day itself.
- Write a speech or toast with Speech StudioCreate heartfelt speeches, toasts, welcomes, and thank-you remarks — pick a type, answer a few questions, and get a polished draft to edit, rehearse in Practice mode, and save as a PDF.
A real person reads every message.
Ask the Concierge in the corner of this page, or contact us — we answer in plain language, usually the same day.
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