RSVP and Reminders: Never Miss a Group Meeting

No More "Are We Still Meeting Tonight?" Texts

Every group leader knows the routine: Tuesday afternoon rolls around, and half the group texts to ask if the meeting is still happening. Then you spend 20 minutes sending individual messages to figure out how many people are coming so you know whether to set up the living room or the dining room.

Flock eliminates all of that. Members RSVP with a single tap, automatic reminders go out before every event, and you can see the headcount in real time. No more chasing people down.

How RSVP Works

RSVP is on for every event. Members can answer in the app, or from an email — they do not need to download Flock.

For Members

On the event card in the app, one tap is all it takes:

Response	What It Means
Going	"Count me in — I will be there."
Maybe	"I am not sure yet, but I might come."
Can't Go	"I cannot make it this time."

Members can change their response at any time before the event. If plans change from "Maybe" to "Going" (or vice versa), they just tap again.

They can also RSVP from the reminder email. By default about 24 hours before the event — or at the time the leader chose under Remind the group — Flock emails anyone on the roster who has a real email, has email notifications on, and has not answered yet. The email has Going, Maybe, and Can't Go buttons. Tapping one opens a public webpage — no login, no app — and records the RSVP there. If they later install Flock, that answer is already waiting.

This works for people a leader added with an email, even if they never download the app. It does not work for name-only placeholders (no real email) or for people who are not on the roster.

For Leaders

As the group leader, you see all RSVP responses at a glance on the event detail screen:

Total Going — Your expected headcount
Total Maybe — People who might show up
Total Can't Go — People who cannot attend
Not Responded — Members who have not answered yet

This gives you the information you need to plan: how many chairs, how much food, whether the venue is big enough. You can check the list anytime and see exactly who responded what.

Need an answer sooner than the 24-hour email? On the Flock web app at my.flock.church, open the event and click Nudge. That emails the same one-tap RSVP buttons to only the people who have not responded yet — no app, no login required on their end.

Automatic Reminders

Flock sends an RSVP email at the time the leader chose, plus a last-minute push, so members do not forget and you do not have to chase them.

When you create or edit an event, Remind the group offers:

1 day before — the default when that time is still coming up
2 days before
Custom day & time — a weekday and clock time you pick
Email, at the chosen time — A heads-up with Going / Maybe / Can't Go buttons. Goes to roster members with a real email who have not RSVP'd yet, including people who never downloaded Flock.
Push, about 3 hours before — A last-minute reminder for people who have the app and event reminders turned on. Anyone who already tapped Can't Go is skipped. The picker does not change this push.

The email reminder includes:

The event title
The date, time, and location
One-tap Going / Maybe / Can't Go buttons that record the RSVP on a public webpage — no login, no app

There is no 1-hour reminder. Email follows the member's email-notifications setting; push follows Event reminders under More → Settings.

Why Automatic Reminders Help

People are busy. Even committed group members forget about meetings when life gets hectic. A gentle email a day ahead (or whenever you chose) gives them time to plan — and they can answer from that email even if they never installed Flock. The 3-hour push catches anyone who has the app and lost track of the day.

The result? Fewer no-shows, fewer "I totally forgot" texts, and a more consistent group.

How RSVP and Attendance Work Together

RSVP tells you who plans to come. Attendance tells you who actually did. Together, they give you the full picture.

Here is how they connect:

Before the event: Members RSVP. You see the expected headcount.
At the event: You take attendance (photo or manual). Flock records who was actually there.
After the event: You can compare RSVP to attendance. Did everyone who said "Going" actually show up? Did anyone come who said "Can't Go"?

This comparison is useful for understanding your group's reliability and engagement patterns. If someone consistently RSVPs "Going" but does not show up, that is a signal worth paying attention to — not for judgment, but for a caring check-in.

Tips for Getting More RSVP Responses

Add people with an email, not just a name. The 24-hour RSVP email only goes to roster members who have a real email address. If you added someone By Name only, add their email when you have it so they can answer without installing the app.

Mention it at the meeting. "Before we wrap up — if you haven't RSVPed for next week, take a second to tap Going in the app or in the reminder email." A verbal reminder during the meeting is the single most effective way to boost response rates.

Use Nudge for the stragglers. On my.flock.church, open the event and click Nudge. Only people who have not answered get the email.

RSVP yourself. As the leader, be the first person to RSVP "Going." Members are more likely to respond when they see activity on the event.

Use RSVP for special events especially. For your regular weekly meeting, everyone knows the routine and may not feel the need to RSVP. But for social events, guest speakers, or anything outside the norm, RSVP is essential for planning.

Follow up with "Maybe" responses. A "Maybe" often means "I want to come but I am not sure I can." A quick message — "Hope to see you Tuesday — let me know if you need a ride" — can turn a Maybe into a Going.

Do not pester people who have not responded. Some members will never RSVP, and that is okay. The feature is there for those who use it, and the data you do get is still valuable for planning.

Notification Preferences

Members can customize their notification settings to control what they receive. If someone finds reminders too frequent, they can adjust their preferences in the app's settings without affecting notifications for other features like prayer or chat.

For more on customizing notifications, see Notification Settings: Control What Alerts You Receive.