AssociationVoice Setup Guide: Event Calendars and RSVP Tracking

Turn on the Events/Calendar feature in AssociationVoice, create event categories and RSVP options, set who can view and respond, publish the event to the right audience, then test with a “fake” member to confirm the RSVP counts, limits, and notifications work.

 

Find the calendar and enable it

 

• Go to the Admin area (sometimes called Control Panel or Website Admin).
• Open Modules or Features and make sure Events / Calendar is enabled.
• If there is a setting for Member Portal or Resident Access, confirm it is on, because RSVPs usually require a login.

 

Set the rules before creating events (prevents most mistakes)

 

• In Events Settings, choose the default visibility: public, members-only, or specific groups. Visibility means who can see the event page.
• Turn on RSVP (sometimes called Registration or Attendance).
• Set RSVP fields: name, unit/address, email, guest count. Keep it minimal to reduce failed submissions.
• Set capacity if needed. Capacity means the maximum number of attendees allowed.
• Choose confirmation: on-screen message plus email confirmation if available.

 

Create an event with RSVP tracking

 

• Go to Calendar → Add Event.
• Add title, location, start/end time, and description. Include parking, check-in, and “who should attend.”
• Enable RSVP/Registration for that event.
• Set RSVP window: open date and close date/time. Closing time prevents last-minute “phantom” attendees.
• Set guest rules: allow guests or not, and max guests per household.
• Attach files if needed (agenda, map). If uploads fail, try a smaller PDF.

 

Notifications and reminders

 

• Turn on admin notifications so staff/board gets an email when someone RSVPs or cancels.
• If available, enable reminders (example: 24 hours before). Reminders reduce no-shows.
• Check the “from” email. If it uses a no-reply address, tell residents to contact the office separately.

 

Test it like a resident (even if everything is already set up)

 

• Create a test event called “RSVP Test” and publish it to a small group.
• Log in as a test member (or ask a colleague) and submit an RSVP with 1 guest.
• Confirm: RSVP count updates, confirmation email arrives, admin notification arrives, capacity blocks extra RSVPs.
• Cancel the RSVP and confirm the count decreases.

 

Troubleshooting quick fixes

 

• Residents can’t RSVP: usually visibility is members-only but they are not logged in, or their account is not active.
• No emails: check spam, then verify the platform email settings and allowed sender domain.
• Wrong counts: guest settings may be off; confirm whether “guest count” adds to totals.

 

When to contact AssociationVoice support

 

• RSVP submissions error out for multiple users.
• Emails never send even after settings are correct.
• You need exports, custom fields, or integration with another system and it’s not available in settings.