Replying to RSVPs
You don’t need an app, a login, or a special format. When Headcount Buddy texts you about an upcoming event, you just text back — and your answer is recorded. Here’s how it works.
The basics: say yes, no, or maybe
Headcount Buddy understands plain English. You don’t have to spell out “YES” in all caps or follow a strict template.
Example — saying yes:
Headcount Buddy: Hey! Practice is Saturday at 9 a.m. Are you in?
You: Yeah, I’ll be there
Headcount Buddy: Perfect, got you down as a yes for Saturday’s practice! See you then. 🎾
Example — saying no:
You: Can’t make it this week, out of town
Headcount Buddy: No worries — marked you as a no for Saturday’s practice. Have a good trip!
Example — saying maybe:
You: Not sure yet, I might have a family thing
Headcount Buddy: Got it, I’ll put you down as a maybe. Let me know if anything changes!
Adding a reason or a constraint
If you can only make part of the event, might be running late, or want your organizer to know something, just say so. Headcount Buddy passes your note along so your organizer has the full picture — you don’t need a separate follow-up.
Example:
You: I’m in but I might be 15 minutes late
Headcount Buddy: Noted — marked you as a yes and flagged that you might be 15 minutes late. See you out there!
Example:
You: Probably yes but only if it’s the early slot
Headcount Buddy: Got it — down as a probable yes with a note that you can only do the early slot. I’ll make sure your organizer sees that.
No detail gets dropped. If you explained your answer, Headcount Buddy keeps that explanation attached to your RSVP.
Soft answers are fine too
Not a hard yes or no? That’s okay. Words like “probably,” “most likely,” “I think so,” or “probably not” all work and will be recorded accurately.
| What you say | How it’s recorded |
|---|---|
| “Yes!” / “I’m in” / “Count me in” | Yes |
| “Probably yes” / “I think so” | Probably yes |
| “Maybe” / “Not sure yet” | Maybe |
| “Probably not” / “Might have to skip” | Probably no |
| “No” / “Can’t make it” / “I’m out” | No |
Bringing guests
If you’re bringing people who aren’t on the team — a friend, a neighbor, a “+1” — just mention it in your RSVP and Headcount Buddy will count them in.
Example:
You: I’m in, and I’m bringing 3 more
Headcount Buddy: Perfect — got you down as a yes, plus 3 guests. They’ll be counted in the headcount but shown as guests, not team members.
This works even if you can’t make it yourself but others from your side can still show up:
You: I’m out, but 3 people will join from my side
Headcount Buddy: Got it — marked you as a no, but added 3 guests to the count. Your organizer will see them listed separately from the roster.
Guests are always shown as guests — they’re never added to the team roster.
Changing your answer
Life happens. You can update your RSVP at any time just by texting again.
Example:
You: Actually I can’t make Saturday anymore, something came up
Headcount Buddy: No problem — updated you to a no for Saturday’s practice. Thanks for the heads up!
If there are a few upcoming events on the schedule, Headcount Buddy will confirm which one it updated so there’s no confusion.
When there are multiple events
If your team has several things coming up and it’s not clear which event you mean, Headcount Buddy will ask — and give you a quick list so you can reply with just a short tag.
Example:
You: I’m out next week
Headcount Buddy: You’ve got a couple of things coming up — which one do you mean?
- Practice — Tuesday at 6:30 p.m. (reply 1)
- Match vs. Riverside — Saturday at 10 a.m. (reply 2)
You: 2
Headcount Buddy: Got it — marked you as a no for the Saturday match against Riverside.
When the event is close
Once an event is less than 12 hours away, RSVPs lock. If you try to change your answer at that point, Headcount Buddy will let you know that the window has closed and suggest you reach out to your organizer directly.
You’ll also get a heads-up from Headcount Buddy as the event approaches — so you have a chance to update your answer before it locks.
If your organizer updates your RSVP
Sometimes an organizer will mark you in or out on your behalf — for example, if they’re putting together a lineup and you already told them your availability in person. When that happens, you’ll get a quick text letting you know how you were recorded, so there are no surprises.
Example:
Headcount Buddy: Your organizer marked you as a yes for Saturday’s practice. Let me know if that’s not right!
Sub opportunities
Sometimes an organizer on another team will offer you a spot as a substitute. Headcount Buddy will text you about it just like any other event — reply yes to grab the spot, or no to pass.
If the spot has already been filled by the time you reply, Headcount Buddy will let you know warmly so you’re not left wondering.
Tips for a smooth experience
- You don’t need to follow any special format. Write the way you’d text a friend.
- Add context freely. “I’m in but leaving early” or “probably a no unless the rain clears” both work perfectly.
- You can text in anytime. You don’t have to wait for Headcount Buddy to message you first — just text in your answer and it’ll be recorded.
- One text does it. You don’t need to confirm or follow up — if Headcount Buddy says your RSVP is recorded, it is.
Questions? Reach out at help@headcountbuddy.com and we’ll be happy to help.