Asking Your Team to RSVP
You send one text. Headcount Buddy does the rest.
The short version
Tell Headcount Buddy to collect RSVPs and it immediately reaches out to every player on your roster who hasn’t responded yet — no group-chat @-everyone, no copy-pasting, no manual follow-up. As replies trickle in, you get a quiet progress update. Players who go quiet get chased automatically as the event gets closer. You can step in and nudge specific people anytime, but you don’t have to.
How it looks in practice
You text Headcount Buddy:
“Ask everyone to RSVP for Saturday’s scrimmage”
Headcount Buddy:
“On it — reaching out to all 8 players now.”
Each player gets their own individual text from Headcount Buddy asking if they’re in. They reply however feels natural. You don’t see the group-chat noise; you just get results.
The progress update you’ll receive
You won’t get a ping every time someone replies — that would defeat the purpose. Instead, as replies come in, Headcount Buddy sends you a single batched update that gives you the full picture at a glance:
“You’re at 5 confirmed of 8, and I’ve already reached out to 6 of your 8 players. Still waiting on Marcus, Priya, and two others.”
That one message tells you both where your headcount stands and how far along the outreach is. No math on your end, no scrolling back through a thread.
Automatic follow-up — no action required
Once you’ve kicked off RSVPs for an event, Headcount Buddy keeps working in the background. Players who haven’t replied get followed up with automatically as the event draws near. You don’t need to remember to send reminders — the chasing happens on its own.
Nudging people yourself
The automatic follow-up runs on its own schedule, but you can always add a nudge on top of it whenever you want.
You:
“Remind the maybes”
Headcount Buddy:
“Done — sent reminders to 3 players who said maybe. I’ll let you know if anyone updates.”
You:
“Nudge Victor specifically”
Headcount Buddy:
“Reminder sent to Victor.”
You can target everyone who hasn’t settled, just the maybes, or call out players by name. If Headcount Buddy skips anyone (for example, because they were already messaged very recently), it’ll tell you who and why — and offer to send anyway if you’d prefer.
A few things worth knowing
- Only players who haven’t responded get contacted. Anyone who already said yes, no, or maybe is left alone. You won’t double-message people.
- You’re never texted yourself. Headcount Buddy knows you’re the organizer and won’t send you a player-facing RSVP request.
- Works for any event on your schedule. If you have more than one upcoming event, just say which one — “Saturday’s practice,” “the Tuesday match” — and Headcount Buddy will figure out which event you mean. If it’s ever unclear, it’ll ask rather than guess.
- One team or many? If you run multiple teams, just mention which team you mean and Headcount Buddy handles the rest.
Checking your headcount anytime
Curious where things stand? Just ask:
You:
“How many do we have for Saturday?”
Headcount Buddy:
“You’re at 7 confirmed, 2 maybes, and 1 no response. You need 10 for the courts — still 3 short.”
Getting started
Not set up yet? Email help@headcountbuddy.com and we’ll get your team going.