When a meeting invitation is sent to attendees, they can respond directly from their email or calendar app (Outlook, Gmail, etc.) with Accept, Decline, or Tentative. Their responses are automatically synced and displayed on the Meeting Detail page so you always know who's coming before the meeting takes place.
Before you start: enable meeting invitations
RSVP tracking only works when the Meeting Invitation notification is turned on. This setting controls whether calendar invites are sent out automatically when a meeting is created.
To enable it:
Go to Settings in the left navigation.
Under General, select Notification Centre & MFA.
In the Board notifications table, find Meeting Invitation and check the Email checkbox.
Click Save.
Once this setting is on, a calendar invite will be sent automatically to all attendees when a new meeting is created.
If the setting was off when a meeting was created, and no invite has ever been sent, you can trigger the first invite manually by clicking the Notice button at the top of the Meeting Detail page.
Understanding RSVP status badges
On the Meeting Detail page, each attendee displays a colored badge showing their current response:
Badge | Color | What it means |
Accepted | Green | The attendee confirmed they will attend |
Pending | Orange | The invite was sent but no response has been received yet |
Tentative | Blue | The attendee marked themselves as maybe attending |
Declined | Red | The attendee declined the invite |
At the top of the RSVP Status section, a summary bar shows a count for each status so you can see the overall picture at a glance.
Note: If the meeting invitation has never been sent, no RSVP statuses will be shown.
Filtering by RSVP status
Click any colored count chip in the RSVP Status summary bar to filter the attendee list and show only people with that response. This is useful when you want to quickly identify who hasn't replied yet or who has declined.
To clear the filter, click the active chip again or use the Clear filter option that appears above the list.
Refreshing RSVP statuses
Statuses are synced automatically in the background each time you open the Meeting Detail page — no action is needed on your part.
To pull the latest responses at any time, click the Refresh button on the right side of the RSVP Status row. The button will show a spinning animation while the sync is in progress.
If the sync is successful, a confirmation message will appear and the statuses will update.
If the sync fails, an error message will appear and all existing statuses will be preserved — nothing is lost.
The Refresh button is only visible after at least one meeting invitation has been sent.
Frequently asked questions
Why is an attendee still showing as Pending even though they told me they accepted?
Their calendar app may not have synced their response yet. Click Refresh to pull the latest data, or check again after a short while.
Can I manually update someone's RSVP status? No — RSVP statuses reflect responses collected directly from attendees via their email or calendar client and cannot be overridden manually.
The RSVP section shows no statuses. What should I do?
First, make sure the Meeting Invitation email notification is enabled in Settings → Notification Centre & MFA. Then click the Notice button at the top of the Meeting Detail page to send the invitation. RSVP tracking will activate once the invite has been dispatched.
What happens if I click Notice again after an invitation was already sent?
The Notice button only triggers the initial invitation if one has never been sent for that meeting. Once an invite has gone out, use Refresh to sync the latest responses instead.
Why do some attendees show as Pending while others show no status at all? Attendees showing Pending have received the invite but haven't responded yet. Attendees with no status may not have been included when the invite was originally sent — for example, if they were added to the meeting after the invitation went out.