Replying to RSVPs — Your Guide to Texting In
Headcount Buddy handles your RSVP entirely over text. No app to download, no link to click, no account to create. Just reply to the message you get, and you’re done.
The basics: saying yes, no, or maybe
When an event is coming up, you’ll get a text asking if you’re in. Reply however feels natural:
Headcount Buddy: Practice is Thursday at 7 pm. Are you in?
You: Yeah I’m in
Headcount Buddy: Got you down for Thursday — see you there! We’re at 6 confirmed so far.
Any clear “yes,” “no,” or “maybe” works. You don’t need to use a specific word.
You: Probably can’t make it this week
Headcount Buddy: No problem — I’ve got you as a likely no for Thursday. If anything changes, just text me.
Adding a reason or constraint
If you have a condition on your answer, just say so. Headcount Buddy will note it alongside your RSVP.
You: I’m in but I might be 15 minutes late
Headcount Buddy: Perfect, I’ve got you as a yes — noted that you might be a little late.
You: I can only make it if the earlier time slot works
Headcount Buddy: Understood — I’ve got you as a yes for the early slot. I’ll pass that along.
Your note travels with your RSVP, so your organizer sees it.
“Maybe” and soft answers
Not sure yet? Say so honestly — it helps your organizer plan.
| What you say | How it’s counted |
|---|---|
| “Maybe” / “not sure yet” | Soft answer — organizer knows you might show |
| “Probably yes” / “I should be able to make it” | Leaning yes — counted as likely available |
| “Probably can’t” / “don’t count on me” | Leaning no — organizer won’t count on you |
| “Only if you need me” / “I can fill in” | Available as a backup — flexible to drop |
You can always change your answer later (see below).
Bringing extra people
If you’re bringing someone who isn’t on the team — a friend, a sibling, a neighbor — just mention it:
You: I’m in, and I’m bringing 2 friends
Headcount Buddy: Great, you’re down as a yes — I’ve noted 2 guests coming with you. They’ll show as guests in the count, not as team members. We’re at 8 players + 2 guests so far.
A few things to know about guests:
- They’re always shown separately from your teammates in the headcount — “6 players + 2 guests,” never lumped in as if they’re on the roster.
- You can bring guests even if you aren’t attending: “I can’t make it, but 3 people from my side will join” works fine.
- On a mixed-gender team, Headcount Buddy may ask whether your guest plays on the men’s or women’s side, so the count stays accurate:
You: I’m in, bringing a friend
Headcount Buddy: You’re in — noted! One quick thing: will your guest be playing on the M or F side?
You: She’s on the women’s side
Headcount Buddy: Perfect, got her down as a female guest. Thanks!
Changing your answer
Just text again. There’s no form to fill out.
You: Actually I can’t make Thursday anymore — something came up at work
Headcount Buddy: Got it — I’ve updated you to a no for Thursday. Hope work settles down!
You can change your RSVP as many times as you need to, right up until the event locks (see below).
When the event is close: the lock-out notice
Within 12 hours of an event, you’ll get a heads-up that RSVPs are locking. After that point, your organizer is finalizing who’s playing and changes won’t go through via text.
When your availability does the work for you
If you’ve ever told Headcount Buddy you’re away for a stretch — “I’m traveling the week of the 14th” — it remembers. When an event lands in that window, it will automatically mark you as out and send you a quick notice so you’re never caught off guard:
Headcount Buddy: Hey — you mentioned you’re away this week, so I’ve marked you as out for Saturday’s match. Just reply to change it if your plans shifted.
One word reply and you’re back in. Your organizer sees the change instantly.
Flip side: if you told Headcount Buddy you’re free on a particular day and an event lands then, it may reach out to ask if you’d like to be put down as a yes. You’re never marked as attending without saying yes yourself.
Sub spots from other teams
Sometimes an organizer on a different team might offer you a one-off spot when they’re short a player. That message will look a little different — it’ll explain the team and event — but you reply exactly the same way:
Headcount Buddy: Hey — the Riverside Rovers are short a player for their match Sunday at 10 am. Interested in filling in?
You: Sure, I’m in
Headcount Buddy: You’re set — I’ve let them know you’re coming. See you Sunday!
If someone else grabbed the spot before you replied, Headcount Buddy will let you know warmly:
Headcount Buddy: Ah, that spot just got snapped up — someone else jumped in right before you. I’ll keep you in mind next time!
A few things worth knowing
Your answer is only saved when Headcount Buddy confirms it. If you text but don’t get a confirmation back, your RSVP hasn’t been recorded — try again or email us at help@headcountbuddy.com.
Your organizer can RSVP on your behalf if you asked them to, or if they’re entering a group reply (“everyone’s in”). When that happens, Headcount Buddy will text you to let you know what was recorded.
If your organizer updated your RSVP, you’ll hear about it. Headcount Buddy sends you a notice whenever an organizer changes your RSVP, so you’re never left wondering what’s on file.
You never need to install anything. Headcount Buddy works entirely from the phone number your organizer has for you. That’s it.
Questions or something not working right? Email us at help@headcountbuddy.com and we’ll sort it out.