About this event rsvp flow
An RSVP by WhatsApp beats an email invite for one simple reason: people answer chats. The problem with plain replies ("yes, probably, maybe bringing my sister") is that you cannot count them. This flow turns each reply into a structured record with an attendance status, a guest number, chosen sessions and catering needs, so your headcount and dietary numbers add up without a spreadsheet clean-up.
Screen one covers the event itself. Attendance is a three-way radio because "maybe" is real information: it tells you how many extra seats to plan for and who to nudge a day before. Guests are a dropdown from "Just me" to "Me + 4", sessions are a checklist for multi-track days, and dietary and accessibility questions sit together so the venue brief comes from one place.
Screen two collects the attendee details and two separate permissions: event updates by WhatsApp, and consent to appear in photos. Keeping photo consent explicit per attendee saves an awkward conversation after a launch when you want to post pictures. The phone number is not asked for, because it arrives with the submission.
Fields this flow returns
When the customer taps the final button, the complete action sends these keys back in response_json. Fields from earlier screens are pulled in with global references (${screen.SCREEN_ID.form.field}), so nothing is lost between screens.
| Key | Component | Screen | Required | Returns | Example |
|---|---|---|---|---|---|
attendanceattending_yes, attending_maybe, attending_no |
RadioButtonsGroup | RSVP | Yes | item id | "attending_yes" |
guest_countguests_0, guests_1, guests_2, guests_3, guests_4 |
Dropdown | RSVP | No | item id | "guests_1" |
sessionskeynote, workshop_a, workshop_b, networking |
CheckboxGroup | RSVP | No | array of ids | ["keynote","workshop_a"] |
dietarynone, vegetarian, vegan, gluten_free, dairy_free, halal, kosher, nut_allergy |
CheckboxGroup | RSVP | No | array of ids | ["vegetarian"] |
accessibility_needs |
TextArea | RSVP | No | string | "Step-free access please, I use a wheelchair." |
full_name |
TextInput | ATTENDEE | Yes | string | "Jordan Lee" |
email |
TextInput (email) | ATTENDEE | Yes | string | "[email protected]" |
company |
TextInput | ATTENDEE | No | string | "Brightside Studio" |
event_updates |
OptIn | ATTENDEE | No | boolean | true |
photo_consent |
OptIn | ATTENDEE | No | boolean | false |
Optional fields the customer leaves empty may be missing from response_json or arrive empty. Treat every optional key as nullable in your handler.
Send the Event RSVP flow without touching code
You do not need to be technical to use WhatsApp Flows. Connect your WhatsApp number, set the flow up in our drag-and-drop editor and send it to customers in a few clicks. No JSON, no API calls, no WhatsApp Manager.
Connect your number
Log in with Facebook and connect your WhatsApp number in a few minutes. No API keys or servers to set up.
Set up the flow
Start from a ready-made form or import this one, then drag fields in, change the wording and try it on a live phone preview. Click Publish when it looks right.
Send it anywhere
Send it from any chat in the Team Inbox, on web or mobile, send it automatically from an automation, or broadcast it to a list.
Get the answers
Every answer is saved on the customer's profile and chat, and your team can be notified the moment a form comes in.
Sample webhook payload (nfm_reply)
This is what your webhook receives when a customer submits the flow. response_json is a JSON string: parse it, then match flow_token to the record you created when you sent the message. The customer's WhatsApp number is in messages[0].from.
{
"flow_token": "bk_8f2c41",
"attendance": "attending_yes",
"guest_count": "guests_1",
"sessions": [
"keynote",
"workshop_a"
],
"dietary": [
"vegetarian"
],
"accessibility_needs": "Step-free access please, I use a wheelchair.",
"full_name": "Jordan Lee",
"email": "[email protected]",
"company": "Brightside Studio",
"event_updates": true,
"photo_consent": false
}
{
"object": "whatsapp_business_account",
"entry": [
{
"id": "WHATSAPP_BUSINESS_ACCOUNT_ID",
"changes": [
{
"field": "messages",
"value": {
"messaging_product": "whatsapp",
"metadata": {
"display_phone_number": "15550001234",
"phone_number_id": "PHONE_NUMBER_ID"
},
"contacts": [
{
"profile": {
"name": "Alex Morgan"
},
"wa_id": "14155550123"
}
],
"messages": [
{
"context": {
"from": "15550001234",
"id": "wamid.SENT_FLOW_MESSAGE_ID"
},
"from": "14155550123",
"id": "wamid.INCOMING_MESSAGE_ID",
"timestamp": "1760000000",
"type": "interactive",
"interactive": {
"type": "nfm_reply",
"nfm_reply": {
"name": "flow",
"body": "Sent",
"response_json": "{\"flow_token\":\"bk_8f2c41\",\"attendance\":\"attending_yes\",\"guest_count\":\"guests_1\",\"sessions\":[\"keynote\",\"workshop_a\"],\"dietary\":[\"vegetarian\"],\"accessibility_needs\":\"Step-free access please, I use a wheelchair.\",\"full_name\":\"Jordan Lee\",\"email\":\"[email protected]\",\"company\":\"Brightside Studio\",\"event_updates\":true,\"photo_consent\":false}"
}
}
}
]
}
}
]
}
]
}
Deploy with the WhatsApp Cloud API
Prefer code over WhatsApp Manager? Save the template as event-rsvp.json and run these calls with a system user token that has whatsapp_business_management and whatsapp_business_messaging permissions.
1. Create the flow
curl -X POST 'https://graph.facebook.com/v23.0/{WABA_ID}/flows' \
-H 'Authorization: Bearer {ACCESS_TOKEN}' \
-H 'Content-Type: application/json' \
-d '{"name": "event_rsvp", "categories": ["SIGN_UP"]}'
# => {"id": "{FLOW_ID}"}2. Upload the Flow JSON
curl -X POST 'https://graph.facebook.com/v23.0/{FLOW_ID}/assets' \
-H 'Authorization: Bearer {ACCESS_TOKEN}' \
-F '[email protected];type=application/json' \
-F 'name=flow.json' \
-F 'asset_type=FLOW_JSON'
# => {"success": true, "validation_errors": []}3. Publish it
curl -X POST 'https://graph.facebook.com/v23.0/{FLOW_ID}/publish' \
-H 'Authorization: Bearer {ACCESS_TOKEN}'Publishing is permanent: a published flow cannot be edited. To change it later, create a new flow (or clone it with clone_flow_id) and publish the new version.
4. Send it to a customer
Inside the 24-hour customer service window, send an interactive flow message. Outside it, create a message template with a Flow button that points to this flow, and send the template instead.
{
"messaging_product": "whatsapp",
"recipient_type": "individual",
"to": "14155550123",
"type": "interactive",
"interactive": {
"type": "flow",
"header": {
"type": "text",
"text": "You are invited"
},
"body": {
"text": "Join us for our open evening on Thursday 12 November, 6pm to 8pm. Let us know if you can make it and who you are bringing."
},
"footer": {
"text": "Reply STOP to opt out"
},
"action": {
"name": "flow",
"parameters": {
"flow_message_version": "3",
"flow_token": "bk_8f2c41",
"flow_id": "YOUR_FLOW_ID",
"flow_cta": "RSVP now",
"flow_action": "navigate",
"flow_action_payload": {
"screen": "RSVP"
}
}
}
}
}curl -X POST 'https://graph.facebook.com/v23.0/{PHONE_NUMBER_ID}/messages' \
-H 'Authorization: Bearer {ACCESS_TOKEN}' \
-H 'Content-Type: application/json' \
-d @send-event-rsvp.jsonWhen to send it
Invitation broadcast
Send the flow in a template to your client list three to four weeks before the event, with the date, time and venue in the message body.
Reminder to non-responders
A week out, resend it only to contacts with no submission. Your flow_token tells you exactly who has already answered.
Ad and QR code replies
When someone messages a keyword like "OPENDAY" from a poster or ad, reply with the RSVP flow so they register in the same chat.
Maybe follow-up
Two days before the event, message everyone who chose maybe and ask them to confirm, so your catering count is final.
How to customise this template
- Replace the sessions with your real agenda. For a single-session event, delete the CheckboxGroup entirely rather than leaving one option.
- Adjust the guest dropdown to your policy. If guests are not allowed, remove it; if companies send teams, extend it to "Me + 9" (Dropdown allows up to 200 items).
- Rewrite the dietary list for your caterer. Keep "none" as the first option so people with no requirements have something to tick.
- Put the event name, date and venue in the TextBody on screen one. A static flow cannot pull these from your calendar, so write them in before you publish each event's version.
Open this template in the Flow Builder to make these changes visually. The builder keeps field names unique and regenerates the completion payload for you.
Common mistakes to avoid
- A static flow cannot branch, so someone who picks "No" still sees the guest and session fields. Keep those optional and ignore them in your handler when attendance is attending_no.
- An RSVP is not a ticket and does not check capacity. For limited seats, cap confirmations on your side and tell late responders they are on a waitlist.
- Photo consent and marketing consent are different things. Store event_updates and photo_consent separately and do not reuse either for general promotions.
- Guest count ids are strings like guests_2. Convert them to numbers before summing, or your headcount will be a concatenated string.
Sell event spots with live data
For ticketed or capacity-limited events, Whautomate includes a built-in event booking flow that lists your real events and books attendees directly in WhatsApp. It is published in your account automatically.
- Real events and dates
- Attendee booked on submit
- Pairs with class and appointment flows
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