Tracking Meeting RSVPs
Boardwise helps you manage meeting attendance by tracking RSVP responses from all attendees. As a meeting organizer, you can see who plans to attend and follow up with those who haven't responded.
Understanding RSVP Statuses
Each meeting attendee has one of the following RSVP statuses:
| Status | Meaning |
|---|---|
| Pending | Attendee has not yet responded to the invitation |
| In Person | Attendee will attend the meeting in person |
| Virtual | Attendee will join remotely via video conference |
| Maybe | Attendee is uncertain about attending |
| No | Attendee has declined the invitation |
How Attendees Respond
Attendees can respond to meeting invitations in several ways:
From the Invitation Email
When attendees receive a meeting invitation, the email includes RSVP buttons to quickly respond with Yes, No, or Maybe. Clicking these buttons updates their status immediately without requiring them to log in.
From Their Calendar App
If your organization has calendar invites enabled, attendees can respond directly from their calendar application (Google Calendar, Outlook, Apple Calendar, etc.). When they accept, decline, or mark tentative:
- Accept in calendar = In Person in Boardwise
- Decline in calendar = No in Boardwise
- Tentative in calendar = Maybe in Boardwise
Calendar responses are automatically synced to Boardwise, and the meeting organizer receives a notification when someone responds.
From the Meeting Page
Logged-in attendees see an RSVP dropdown on the meeting page where they can select their attendance status. This option provides the most detail, allowing attendees to specify whether they'll attend in person or virtually.
Viewing RSVP Status as an Organizer
On the Meeting Page
The Attendees section on each meeting page displays all attendees with their current RSVP status. Each attendee shows:
- Their name and avatar
- An invitation status icon (whether the invite was sent)
- A required/optional indicator
- Their document access level
- Their RSVP status with a color-coded icon
In Meeting Analytics
For a comprehensive view, open the meeting's Analytics page from the manage dropdown. The analytics dashboard shows:
- Attendance confirmation rate - percentage of attendees who have confirmed attendance
- Per-attendee breakdown - each person's RSVP status alongside their document engagement
- Meeting readiness score - an overall score factoring in RSVPs and document views
RSVP Reminders
If you find yourself chasing attendees for a response, Boardwise can do it for you. When RSVP reminders are enabled in Organization Settings, attendees who were invited but haven't responded receive a short daily email asking them to RSVP. The reminder:
- Goes only to people who have not yet responded — anyone who has answered Yes, No, or Maybe is left alone
- Reaches every invited non-responder, including those who haven't created a Boardwise login yet — they can RSVP straight from the email's buttons without signing in
- Is sent to the email address each person uses for this organization, even if they belong to several
- Starts a configurable number of days before the meeting (default 7) so far-off meetings don't generate early nagging
- Includes RSVP buttons so attendees can respond directly from the email
- Stops automatically once the attendee responds or the meeting passes
- Is recorded in the notification history on the meeting page, showing when reminders went out and to how many people
This is separate from meeting prep reminders, which remind all attendees to review materials once the meeting is published. You can enable either, both, or neither in Organization Settings.
Responding to Meeting Invitations
If you've been invited to a meeting, you can respond in several ways:
- Via email - Click the Yes, No, or Maybe button in your invitation email
- Via calendar - Accept, decline, or mark tentative in your calendar app
- Via Boardwise - Log in and use the RSVP dropdown on the meeting page
To specify whether you'll attend in person or virtually, use the dropdown on the meeting page, which offers more detailed options than the email buttons.
Attendance Tracking and Reports
After a meeting, the analytics page provides a complete attendance record:
Attendance Metrics
- Total number of attendees invited
- Number who confirmed attendance (in person + virtual)
- Confirmation rate as a percentage
Engagement Correlation
The analytics view combines RSVP data with document readership to help you understand meeting preparedness:
- See which confirmed attendees have reviewed the materials
- Identify attendees who confirmed but haven't viewed any documents
- Track the overall "readiness score" combining confirmations and document views
Document Readership by RSVP
For each document, the analytics page shows non-readers grouped by their RSVP status, highlighting attendees who are coming but haven't reviewed the materials.