2
Attending
1
Maybe
0
Declined
John
Sarah
Mike
Group Management
RSVP Tracker
A simple name-by-name tracker that turns a messy group chat into one confirmed number for your vehicle.
The vehicle you book is only as good as the headcount behind it. Vehicles cannot be loaded beyond seating capacity, and swapping to a bigger bus after you sign is difficult because the other vehicles book up too. Holiday parties show why this matters: 53% of December celebration requests are for 15 to 24 guests, planners give themselves about 24 days, and two thirds of December dates land between the 8th and the 24th. There is no room to guess.
Get a quote
Use the tool, then send the date, ZIP, and headcount.
How to use the rsvp tracker
- 1
Add everyone you invited
Enter names one at a time and press Enter. Start with the whole invite list, not just the people who have replied, so the maybe column is honest.
- 2
Cycle statuses as replies come in
Tap a badge to move a guest from attending to maybe to declined. The order repeats, so one more tap brings a declined guest back if plans change.
- 3
Read the three counters
Attending is your confirmed number. Attending plus maybe is your planning number. Declined tells you who to stop chasing.
- 4
Match the count to a vehicle
Take your planning number to the Passenger Recommender, or add two seats to the attending count and choose from there. Then send the final headcount a week before the event.
A company holiday party out of Alliance
An office manager in the Alliance area of north Fort Worth is organizing a December 13 holiday dinner downtown and a drive through holiday lights afterward. She adds all 28 employees and their plus-ones from the invite list. Ten days out the tracker shows 19 attending, 6 maybe, 3 declined. Nineteen fits a 20-passenger bus, the most requested single size in Fort Worth, but the six maybes make it risky. She books a 30-passenger party bus, converts four maybes to attending by the balance deadline, and sends a final count of 23 a week out, with four seats to spare.
Why this matters for a Fort Worth group
The RSVP Tracker is deliberately plain. Type a name and press Enter or Add. Each guest starts as attending; tap the status badge to cycle it to maybe, then declined, then back to attending. Remove a name with the X. Three counters at the top show attending, maybe, and declined at a glance, so you always know your confirmed floor and your possible ceiling.
Use the two numbers together. Your attending count tells you the smallest vehicle that works. Attending plus maybe tells you whether to go one size up. If 17 are attending and 6 are maybe, a 20-passenger bus is a gamble and a 24- to 30-passenger bus is the safe call. Send the final count to the company one week out, which is also when the balance is due.
Chase the maybes a week before the balance is due
The balance is due 7 to 14 days before the event, which is a natural deadline. Message every maybe guest two days before that and convert them to a yes or a no.
Corporate groups run large
Corporate requests have a median of 20 passengers and 42% need 25 or more, the highest share of any event type. If your attending count passes 30, you are in coach territory, which also brings forward-facing seats and seat belts.
Split drop-offs count as part of the headcount plan
Split drop-offs are included in your hours and are most requested by groups spread across Keller, Southlake, and Fort Worth. Note each attending guest's drop-off area so you can give the last 30 minutes of the block to the return route.
From our Fort Worth booking data
Fort Worth booking patterns behind the rsvp tracker
The numbers this tool leans on come from Fort Worth-area quote requests and bookings.
Percentages are derived from Fort Worth-area quote requests and bookings. They describe planning patterns, not guarantees of availability.
FAQ
RSVP Tracker questions
Specific to this tool and how Fort Worth groups use it.
No. It only tracks replies you collect by text, email, or in person. Pair it with the Group Text Generator to write the invite, then log the answers here as they arrive.
Ready to book? Get your free quote
Tell us the date, pickup ZIP, guest count, and hours. Or call or text (214) 945-0983.