How to Customize Your RSVP Invitation

After creating your RSVP invitation, you can customize every aspect of how it looks and what information guests provide. This guide covers all the customization options available in the Invitation tab.

Accessing Invitation Customization

Go to your event dashboard at dashboard.fotify.app
Select your event and click "RSVP" in the sidebar
Click the "Invitation" tab

Here you'll find all the options to personalize your digital invitation.

Personalization Guide

At the top of the Invitation tab, you'll find the Personalization Guide. This shows you how to use template keys to automatically personalize messages for each guest.

How Template Keys Work

Template keys are special placeholders that automatically insert your guest's information into messages. When a guest receives or views the invitation, these placeholders are replaced with their actual data.

Available Template Keys

Template Key	What It Does	Example
`{{FIRSTNAME}}`	Guest's first name	"John"
`{{LASTNAME}}`	Guest's last name	"Smith"
`{{FULLNAME}}`	Guest's full name	"John Smith"
`{{RSVP_LINK}}`	Unique RSVP link for the guest	Required for guests to respond

Using Template Keys

You can use these keys in:

Custom invitation messages
SMS reminders
Email communications

Example message:

Dear {{FIRSTNAME}}, you're invited to our wedding! Please respond by clicking {{RSVP_LINK}}

This would appear to John Smith as:

Dear John, you're invited to our wedding! Please respond by clicking [unique link]

Date Format

Choose how dates are displayed throughout your invitation. This setting affects the event date shown in the hero section and the RSVP deadline.

Available Date Formats

Format	Example
DD/MM/YYYY	25/12/2024
MM/DD/YYYY	12/25/2024
YYYY-MM-DD	2024-12-25
MMMM D, YYYY	December 25, 2024
D MMMM YYYY	25 December 2024

Selecting a Date Format

Find the "Date Format" section in the Invitation tab
Click on the format that matches your preference
The change is saved automatically

Regional Considerations

DD/MM/YYYY is common in Europe, Latin America, and most of the world
MM/DD/YYYY is the standard format in the United States
YYYY-MM-DD is the international ISO standard, often used in technical contexts
MMMM D, YYYY and D MMMM YYYY are elegant long formats ideal for formal invitations

Localized Month Names

When using the long date formats (MMMM D, YYYY or D MMMM YYYY), month names are automatically displayed in your guest's language. For example, if a guest views your invitation in Spanish, they'll see "diciembre" instead of "December".

This localization happens automatically based on the language the guest has selected in the invitation.

Hero Image

The hero image is the main visual that appears at the top of your invitation. It sets the tone for your event and is the first thing guests see.

Adding a Hero Image

Find the "Hero Image" section
Drag and drop an image, or click to select from your device
Your image will upload and appear in the preview

Image Requirements

Supported formats: JPG, PNG, GIF, WebP, HEIC
Maximum file size: 10MB
Recommended: Use a high-quality landscape image that represents your event

Tips for Hero Images

Choose an image that matches your event theme
For weddings: engagement photos, venue shots, or romantic imagery
For corporate events: company branding or event venue
For parties: festive imagery that captures the mood

Hide Hero Text Overlay

By default, your event name, date, and location appear as text overlaid on the hero image. If your hero image already contains this information (e.g., a designed invitation graphic) or you prefer a cleaner look, you can hide this text overlay.

Toggle "Hide text overlay on hero" to remove the text from the image. This is useful when:

Your image is a professionally designed graphic with built-in text
You want a minimalist look with just the image
The text doesn't look good over your particular image

When enabled, guests will see only your image without the event details overlay. The event information still appears elsewhere on the invitation page.

Photo Carousel

Add multiple photos that display in a rotating carousel at the top of your invitation. This is perfect for showcasing different moments or aspects of your event.

Adding Carousel Photos

Find the "Photo Carousel" section (shows 0/5 when empty)
Drag and drop images, or click to select
Add up to 5 photos to the carousel
Drag photos to reorder them

Image Requirements

Supported formats: JPG, PNG, GIF, WebP, HEIC
Maximum file size: 10MB per image
Maximum photos: 5

Tips for Carousel Photos

Tell a story with your photo sequence
Mix different types of photos (venue, couple, activities)
Ensure all photos have similar quality and lighting
The first photo is what guests see initially

Invitation Content

The Invitation Content section lets you design the main message that guests see on your RSVP page. This is where you write your personal invitation message.

Rich Text Editor

Use the formatting toolbar to style your message:

H1 / H2 - Add headings and subheadings
B / I / U - Bold, italic, and underline text
Alignment - Left, center, or right align text
Lists - Create bulleted or numbered lists
Emoji - Add emojis to make your invitation more personal
Links - Insert clickable links
Images - Embed images within your content

Using Personalization

You can use template keys like {{FIRSTNAME}} in your invitation content. For example:

You're Invited!

Dear {{FIRSTNAME}},

We are excited to invite you to our upcoming event. It would be our pleasure to have you join us for this special occasion.

Please let us know if you can attend by responding to this invitation.

We look forward to seeing you!

When John Smith views this invitation, they'll see "Dear John" instead of the template key.

Message Template

The Message Template is the text you'll send to guests through email, WhatsApp, or any other messaging channel to invite them to respond.

Important: Include the RSVP Link

Make sure to include {{RSVP_LINK}} in your message so guests can access their personalized RSVP page! Without this link, guests won't be able to respond.

Example Template

Dear {{FIRSTNAME}}, You're invited to our special event! Please RSVP using this link: {{RSVP_LINK}} We look forward to your response!

How to Use the Message Template

Customize the message template with your text and template keys
Go to the Guests tab to see your guest list
Click the copy button in the actions column for each guest
The message will be copied with that guest's personalized information
Paste into email, WhatsApp, or your preferred messaging app

This allows you to send personalized invitations to each guest with their unique RSVP link.

Color Theme

Choose a color theme that matches your event's style and mood. The theme applies colors throughout your invitation for a cohesive, professional look.

Available Themes

Fotify offers a variety of pre-built color themes to match any event type:

Elegant and formal themes for weddings and galas
Bright and vibrant themes for parties and celebrations
Cool and professional themes for corporate events
Warm and romantic themes for intimate gatherings
Seasonal themes for holiday and themed events

Each theme includes a coordinated color palette that automatically styles your invitation's buttons, headings, and accents.

Selecting a Theme

Simply click on a theme to apply it. The colors will update throughout your invitation preview so you can see how it looks before guests receive it.

Background Music

Add a soundtrack to your invitation by embedding a YouTube song that plays when guests view your RSVP page.

Adding Music

Find a song on YouTube that fits your event
Copy the YouTube URL (or just the video ID)
Paste it into the YouTube URL field

Auto-Play Option

Enable "Auto-play music when page loads" to start the music automatically when guests open your invitation.

Note: Due to browser restrictions, music will start muted. Guests can tap to enable sound. This is a browser requirement, not a Fotify limitation.

Tips for Background Music

Choose instrumental music or songs that match your event theme
For weddings: romantic or meaningful songs
For corporate events: upbeat but professional background music
For parties: fun, energetic tracks

Location Settings

Help guests find your venue by adding a map and directions to your invitation.

Location Map

Enable the location map to display an interactive map showing your event's location. Guests can:

See exactly where the venue is
Get directions from their current location
View the area around the venue

Additional Instructions

Enable additional instructions to provide extra details for your guests, such as:

Parking information
Entrance instructions (e.g., "Use the side entrance")
Nearby landmarks
Public transportation options
What to bring

Itinerary

Create a detailed schedule for your event so guests know what to expect and when. This is especially useful for multi-day events like weddings or conferences.

Creating Your Schedule

Click "+ Add Entry" to add a new item
Fill in the required fields:
- Date - When this activity happens
- Time (24h) - Start time in 24-hour format
- Location - Where this takes place (e.g., "Main Hall", "Beach Front")
- Event - What's happening (e.g., "Reception", "Ceremony", "Dinner")
Optionally add:
- Icon - A visual icon for the entry
- Note - Additional details about this activity
Click "Save Entry"

Organizing Your Itinerary

Group by day - Enable this to organize entries by date, perfect for multi-day events
Reorder entries - Drag and drop to change the order
Export PDF - Download your itinerary as a PDF that guests can print or save

Example Itinerary Entries

Time	Location	Event
14:00	Garden Chapel	Ceremony
15:00	Rose Garden	Cocktail Hour
17:00	Grand Ballroom	Reception & Dinner
21:00	Dance Floor	Party & Dancing

Countdown Timer

Build excitement by showing a live countdown to your event date.

Enabling the Countdown

Check "Enable countdown on invitation" to display the timer on your invitation.

Customization Options

Custom Title (optional) - Personalize the heading (e.g., "Counting Down To...")

Display Options

Choose which time units to show:

Show Days - Display days remaining
Show Hours - Display hours remaining
Show Minutes - Display minutes remaining
Show Seconds - Display seconds remaining

You can enable all four for maximum excitement, or just show days and hours for a cleaner look.

Completed Message

Set a message that displays when the countdown reaches zero (e.g., "The celebration has begun!"). This replaces the countdown timer once your event starts.

Save to Calendar

Let guests easily add your event to their personal calendar with one click.

Enabling Save to Calendar

Check "Enable save to calendar on invitation" to show the calendar button.

Calendar Event Settings

Calendar Event Title - The title that appears in guests' calendars (leave blank to use your event name)
Calendar Event Description - Details that appear in the calendar event
Event Timezone - Select the timezone where your event takes place (important for guests in different time zones)
Event Duration (minutes) - How long the event will last in the calendar (e.g., 120 for 2 hours)
Reminder Before Event - When guests should be reminded (e.g., "1 hour before")

When guests click the save button, they can add the event to Google Calendar, Apple Calendar, Outlook, or other calendar apps.

Event Details

Provide useful information about accommodation, FAQs, dress code, and transportation. This section has four tabs to help guests prepare for your event.

Enabling Event Details

Check "Enable event details section on invitation" to display this information to your guests.

Stay (Accommodation)

Help out-of-town guests find places to stay:

Click "+ Add Accommodation"
Fill in hotel/accommodation details:
- Name - Hotel or accommodation name
- Website URL (optional) - Link to booking page
- Address - Full address
- Phone number - Contact number
- Price range - e.g., "$150-200/night"
- Distance from venue - e.g., "5 min drive"
- Promo code (optional) - Group discount codes
- Additional notes - Special instructions

You can add multiple accommodation options at different price points.

FAQs

Answer common guest questions directly on your invitation:

Click "+ Add FAQ"
Enter the Question and Answer
Add as many Q&As as needed
Optionally set a Custom Title (e.g., "Questions?" instead of "FAQ")

Common FAQs to include:

Is parking available?
Are children welcome?
Can I bring a plus-one?
What time should I arrive?

Dress Code

Set expectations for what guests should wear:

Dress Code Type - Select from options (e.g., Formal, Semi-Formal, Casual)
Description - Describe the dress code expectations in detail
Suggested Colors - Add colors you'd like guests to wear
Colors to Avoid - Add colors guests should not wear (e.g., white at weddings)
Additional Notes - Any other dress code information

Travel (Transportation)

Help guests get to your venue:

Click "+ Add Transportation"
Select the type (e.g., Parking, Shuttle, Taxi)
Fill in details:
- Title - Name this option
- Description - Explain the transportation option
- Details - Times, addresses, pickup locations
- Cost - e.g., "Free", "$10"
- Booking URL (optional) - Link to book
- Promo code (optional) - Discount codes

Add multiple transportation options to cover different needs (parking, shuttle service, rideshare recommendations, etc.).

Gift Registry

Let guests know about your gift preferences directly on your invitation. You can include traditional registries, request monetary contributions, or suggest charitable donations.

Enabling the Gift Section

Check "Enable gift section on invitation" to display gift options to your guests.

Customizing the Section

Custom Section Title - Personalize the heading (e.g., "Our Wishes", "Gift Registry", "Celebrating with Gifts")
Personal Message - Add a heartfelt note (e.g., "Your presence is our greatest gift, but if you'd like to contribute...")

Gift Registries

Add links to your traditional gift registries:

Click "+ Add Registry"
Enter the registry name and link
Add multiple registries from different stores

Monetary Contributions

If you prefer cash gifts or contributions toward specific goals:

Click "+ Add Option"
Select the contribution type (e.g., Bank Transfer)
Fill in the details:
- Title - Name your contribution option (e.g., "Bank Transfer", "Honeymoon Fund")
- Details - Payment information (e.g., account number, email, PayPal link)
- Optional instructions - Any additional notes for guests
Add multiple options to give guests flexibility

Charitable Donations

Suggest donations to causes you care about:

Click "+ Add Charity"
Add charity names and links
Guests can donate in your honor

Our Story

Share your journey with guests through a beautiful timeline of milestones. This feature is perfect for weddings, anniversaries, or any event where you want to tell your story.

Enabling the Story Timeline

Check "Enable story timeline on invitation" to display the timeline on your invitation.

Customizing the Header

Custom Title (optional) - Personalize the section heading (e.g., "Our Journey", "How We Met", "Our Story")
Subtitle (optional) - Add a romantic or descriptive subtitle (e.g., "A love story in the making...")

Adding Milestones

Click "+ Add Milestone"
Fill in the milestone details:
- Date - When this happened (e.g., "January 2020" or "2020-01-15")
- Title - A short name for this moment (e.g., "We Met", "First Date", "The Proposal")
- Description - Tell the story of this moment in your own words
Click Save Changes

Managing Milestones

Reorder - Use the up/down arrows to change the order of milestones
Delete - Click the trash icon to remove a milestone
Edit - Update any milestone's details at any time

Tips for Great Milestones

Include 3-5 key moments for the best visual impact
Use meaningful dates that tell your story
Keep descriptions personal but concise
Common milestones: First meeting, first date, engagement, moving in together

RSVP Texts

Customize the text guests see on the RSVP section of your invitation. You can override the default response deadline message, the accept button text, and the decline button text.

Customizable Texts

Field	Default Text	Example Override
Response deadline text	"Please respond by 01/05/2026"	"Kindly RSVP by {date}"
Accept button text	"Accept with pleasure"	"Joyfully accept!"
Decline button text	"Decline with regret"	"Regretfully decline"

Using the {date} Placeholder

The response deadline text supports a special {date} placeholder that is automatically replaced with your event's RSVP deadline date (formatted according to your chosen date format).

Important: If you write a custom deadline text without including {date}, a warning will appear to let you know the deadline date won't be shown to guests. Make sure to include {date} wherever you want the date to appear.

Examples:

"Kindly RSVP by {date}" → "Kindly RSVP by January 5, 2026"
"Please let us know before {date}" → "Please let us know before January 5, 2026"
"We need your response by {date}!" → "We need your response by January 5, 2026!"

How to Customize

Find the "RSVP Texts" section in the Invitation tab
Enter your custom text in any of the three fields
Changes are saved automatically after you stop typing
Leave a field empty to use the default text

Tips

Keep button texts short — they need to fit on a button
Use a warm, personal tone that matches your event style
For formal events: "We graciously accept" / "We regretfully decline"
For casual events: "Count me in!" / "Sorry, can't make it"

Photo Upload Section

Control whether guests can upload photos directly from your invitation page. This creates a seamless experience where guests can RSVP and contribute photos in one place.

Enabling Photo Uploads

Toggle "Show Photo Upload Section" to display the photo upload option on your invitation.

When enabled, guests will see a section on your invitation where they can upload photos. These photos go directly to your event's photo gallery.

When to Enable This

Enable if you want guests to share photos before, during, or after your event
Enable for events where guests might have relevant photos to share (e.g., bachelor/bachelorette party photos for a wedding)
Disable if you only want to collect RSVPs without photo sharing

This feature integrates with Fotify's photo sharing capabilities, allowing you to collect all event photos in one place.

RSVP Comments Field

Allow guests to leave additional comments when they respond to your invitation. This is useful for collecting dietary restrictions, special requests, or personal messages.

Enabling the Comments Field

Toggle "Show Comments Field" to add a comments box to the RSVP form.

When enabled, guests can leave:

Dietary restrictions or food allergies
Special requests (accessibility needs, seating preferences)
Personal messages or well-wishes
Questions about the event

When to Enable This

Enable for events with meals where you need dietary information
Enable if guests might have special requirements
Enable for more personal events where you'd like messages from guests
Disable if you want a simpler, faster RSVP experience

Guest comments appear in your RSVP dashboard alongside their response, making it easy to track special needs.

Custom Form Fields

Add custom fields to your RSVP form to collect specific information from your guests beyond the standard response.

Available Field Types

Click "Add Field" and choose from five field types:

Field Type	Best For	Example
Short Text	Brief answers	"Song request", "Nickname"
Long Text	Detailed responses	"Tell us a memory", "Special message"
Dropdown	Selecting from options	"Meal preference", "Table preference"
Checkbox	Yes/no questions	"I need parking", "Attending after-party"
Number	Numeric values	"Number of children", "Years known the couple"

Creating Custom Fields

Click the field type you want to add
Configure the field settings:
- Label - The question guests will see
- Required - Whether guests must answer
- Options (for Dropdown) - The choices available
Save your field

Use Cases for Custom Fields

Meal preferences - Dropdown with menu options
Song requests - Short text for DJ playlist
Shuttle pickup - Checkbox for transportation needs
Kids attending - Number field for headcount
Special memories - Long text for guest book entries

Custom field responses appear in your RSVP dashboard alongside each guest's information.

Attendance Settings

Control and track guest entry at your event entrance with secure QR code verification. This feature is useful for events requiring check-in or security management.

Enabling QR Code Access

Toggle "QR Code Access" to enable guest verification at your event entrance. When enabled, each confirmed guest receives a unique QR code that can be scanned for entry.

Setting Up Security Access

Enter an access password (minimum 6 characters)
Click "Save Password"

This password is required for security staff to access the verification page at the event entrance. Share this password only with trusted staff members who will be checking guests in.

How It Works

Guests who RSVP receive a unique QR code with their confirmation
At the event entrance, staff access the verification page using the password
Staff scan guest QR codes to verify identity and mark attendance
You can track who has arrived in real-time from your dashboard

When to Use This

Weddings - Ensure only invited guests enter the venue
Corporate events - Track employee attendance
Private parties - Manage guest list at the door
Conferences - Check in registered attendees

Frequently Asked Questions

Q: Can I use both a hero image and photo carousel? A: The carousel replaces the hero image when photos are added. Choose one or the other based on whether you want a single impactful image or multiple rotating photos.

Q: What happens if I don't add any images? A: Your invitation will display with your event branding and colors without a header image. It still looks professional and clean.

Q: Can I change images after guests have received the invitation? A: Yes! Any changes you make are reflected immediately. Guests who view the invitation after your update will see the new images.

Q: Do template keys work in all message fields? A: Template keys work in custom messages, SMS content, and email communications. They won't work in static fields like event name or location.

Q: Is the RSVP_LINK required? A: For personalized invitations sent to individual guests, yes - you must include {{RSVP_LINK}} in your message. However, if you prefer a single link for all guests, you can enable the Registration Form feature instead, which generates one public link that anyone can use to self-register.

Q: How many milestones can I add to Our Story? A: There's no strict limit, but we recommend 3-5 milestones for the best visual presentation. Too many can make the timeline feel cluttered.

Q: Can guests upload photos without RSVPing? A: When the Photo Upload Section is enabled on your invitation, guests can upload photos whether or not they've submitted their RSVP response.

Q: Where do guest comments appear? A: Guest comments appear in the Guests tab of your RSVP dashboard, next to each guest's response. You can view all comments at a glance when planning catering or accommodations.

Q: Can I add custom fields after guests have already responded? A: Yes, you can add new custom fields at any time. However, only guests who respond after the field is added will see and answer it. Previously submitted responses won't include the new field.

Q: Who should have the attendance verification password? A: Share the password only with trusted staff who will be checking guests in at the entrance. This could be security personnel, event coordinators, or designated greeters.

Q: Can I customize the RSVP button texts? A: Yes! In the RSVP Texts section, you can override the accept and decline button texts with any wording you prefer. Leave the fields empty to use the defaults ("Accept with pleasure" / "Decline with regret").

Q: What happens if I forget to include {date} in the deadline text? A: A warning message will appear below the field to let you know the deadline date won't be shown to guests. You can still save the text without {date} if you intentionally don't want to display the date.

Q: Can I use custom colors instead of the preset themes? A: Currently, Fotify offers a variety of pre-built color themes. Choose the one that best matches your event style. Custom color options may be added in future updates.

Q: Why does the background music start muted? A: Modern browsers require user interaction before playing audio. This is a browser security requirement, not a Fotify limitation. Guests can tap to unmute and enjoy the music.

Q: Can I add a map if my event is at a private residence? A: Yes, you can enable the location map for any address. If you prefer not to show the exact location publicly, you can disable the map and use the additional instructions field to provide directions privately.

Q: Can I export the itinerary for guests to print? A: Yes! Click the "Export PDF" button in the Itinerary section to download a printable PDF version that guests can save or print.

Q: What happens to the countdown timer after my event starts? A: The countdown displays your "Completed Message" (e.g., "The celebration has begun!") once it reaches zero, replacing the timer.

Q: Which calendar apps are supported for Save to Calendar? A: Guests can add your event to Google Calendar, Apple Calendar, Outlook, Yahoo Calendar, and most other calendar applications that support standard calendar formats.

Q: Can I add multiple hotels to the accommodation section? A: Yes, you can add as many accommodation options as you'd like. We recommend including options at different price points to suit all guests.

Q: Is it appropriate to include gift registry information on the invitation? A: Yes, many guests appreciate knowing gift preferences upfront. Use a thoughtful personal message like "Your presence is our greatest gift" to keep it graceful.

Q: Can I edit the invitation content after guests have already responded? A: Yes, you can update any part of your invitation at any time. Changes appear immediately for anyone who views the invitation afterward.

Q: How do I know if my color theme looks good? A: When you select a theme, the preview updates immediately so you can see how it looks before guests see it. Try a few options to find the best match for your event.

Q: Which date format should I use? A: Choose the format most familiar to your guests. If your guests are primarily from the US, use MM/DD/YYYY. For international guests or formal events, the long formats (MMMM D, YYYY or D MMMM YYYY) are elegant and clear across all regions since they spell out the month name.

Q: Are month names translated for international guests? A: Yes! When using the long date formats (MMMM D, YYYY or D MMMM YYYY), month names are automatically displayed in the guest's selected language. If they view the invitation in Spanish, they'll see "diciembre" instead of "December".