How to Create Event RSVP and Reminder in Gallabox with Broadcast, Bot, and Forms?

Planning an event can be overwhelming, especially when it comes to managing RSVPs and sending reminders. But fear not! With Gallabox, you can automate these tasks and focus on the fun parts of event planning. Let's dive into how you can create a RSVP and reminder system using broadcasts, bots, and forms.

Step - 01 Create a WhatsApp Flow for Registration

First, we need a form for people to fill out when they want to come to your party. This is where people will share their information. Ask for their name, email, company, job, and if they have any special food likes or dislikes in case you are catering at an event.

If you know how to create a WhatsApp Flow, wonderful! If not, go to WhatsApp Flows for a detailed read.

Step - 02 Sync WhatsApp Flow with Gallabox

Once the form is ready, sync it with Gallabox. Syncing the WhatsApp flow with Gallabox ensures that all responses are captured and processed efficiently. This way, when someone fills out the form, the workflow will be active. It's like a tag team!

Know how to sync your WhatsApp Flow with Gallabox?

Step - 03 Design Bot Flow for Registration Confirmation

Create a Bot - flow. This bot flow will say 'thank you' to people who RSVP and give them a special tag. Let's call it the "Thank You Bot".

• Use Send Text Card: Make it say something like, "Thanks for signing up! You're awesome."

• Use Update Contact Field Card: This tag, like a special sticker, will help us remember who's coming. Let's call it "Event Attender".

Use Send Message Card for Thanking people to register, Update Tag to add a tag to their contact, and use Resolve Conversation Tag at the end.

Know how to create a Bot and a Bot flow? Read a detailed guide here.

Step - 04. Create WhatsApp Templates

Design a super cool invite and reminder WhatsApp Templates for your event. You can use images, emojis, and anything fun!

• Put a button on the invite WhatsApp Template that says "RSVP Now". When people click it, they go to your RSVP form (WhatsApp Flow).

• For the Reminder Template, you can have a simple utility WhatsApp Template with no CTA.

• Before you send invites or reminders, WhatsApp needs to approve your Template.

Detailed guide on creating WhatsApp Templates.

Step - 05. Create a Broadcast Campaign for the Invite

Now it's time to send out your invites to everyone.

• Choose when you want to send the invites.

• Configure the reply to settings so your bot will say "thank you" and give them the "Event Attender" tag.

Get the detailed read on how to start a broadcast campaign.

Step - 06. Create Reminder Broadcast Campaign

If you want, you can send reminders to people closer to the event date. Schedule another broadcast campaign using Contact Segments.

Contact Segments are groups of contacts with shared characteristics. In this example, any contact tagged with “EventAttender” will be included in the segment, regardless of their

registration time.

Know more about creating Contact Segments here.

And that's it! You've created a super easy way for people to RSVP to your event. With Gallabox, you can be an event planning pro!

Remember This is a one-time setup. Any contact with the "EventAttender" tag (or your chosen tag) will receive the reminder broadcast irrespective of their registration time.

By following these steps, you can create an automated event RSVP and reminder system in Gallabox using broadcasts, bots, and forms, simplifying the registration process and keeping your attendees informed.