Events

Limitations & best practice

Events — Limitations & best practice

Manage event RSVP rules, payments, locations and bookings export

July 7, 2026

ID:

187

Keep these constraints and recommendations in mind when planning and running events. They explain edge cases that can otherwise cause confusion.

RSVP text message reply window

Replies are counted only within 24 hours of the scheduled send.
Valid replies must be Yes/Y or No/N.
Replies to a custom sender name are not supported — send from a text message number so replies can be received and processed.

RSVP form submission

The RSVP Button must be the last button on the form, because it replaces the standard submit button. If it is not last, the form will not submit as expected.

Paid events

The Payment Method block is required on the RSVP form for paid events.
Select Xero in the invoicing dropdown if you want invoices to generate in Xero (via the Xero Integration).

Location rules

Venue events require an address lookup.
Online and Hybrid events must include an online meeting link.

AutoMail vs Send Rules

AutoMail does not interact with Send Rules.
Use AutoMail for an Initial Invite that should reach anyone added to the event later.
Use Send Rules for targeted, scheduled segments based on RSVP status.

Bookings export

The Bookings export is delivered by notification, not downloaded straight away. Open the notification that says the export has completed and select Click here to download. The link expires after 24 hours.
The Bookings export has one row per booking, matching the Bookings table. Use its Tickets Purchased and Tickets Allocated columns for each booking's ticket counts.
The Bookings table has no search, filter or sort. For a large event, export the bookings and work in a spreadsheet.

Sessions visibility

The session assignment view (the eye icon) only appears for certain accounts.

Related guides

Showing custom fields in the event invite list

Add custom contact fields as columns in the SwiftFox Invite List to view details such as dietary requirements and industry tags.

Creating & using event tags

Create and apply event tags to organise, filter and report on events, and use them for list building and segmentation.

Guest user access for events

Enable guest user access and create event‑specific PINs for secure call and visit permissions.

Event settings

Set default surveys, manage RSVP options, and control permissions for event-wide settings.

Publishing to website/portal & cloning events

Publish events to websites or portals and clone them, with options to hide times and copy assets.

Event sessions

Manage event sessions, assign staff/volunteers and export rosters

Discounts

Create, manage and track discount codes for events and tickets

Invite list & bookings

Manage event invitees, RSVP statuses, bookings and export lists with bulk actions in SwiftFox.

Event text messages

Set up RSVP SMS workflow for events, schedule messages and manage replies.

Event tickets

Create, customise and manage event tickets with pricing, criteria and financial settings.

Creating an event

Create and manage an event with tickets, sessions, Zoom webinars and points tracking.

Events — Frequently asked questions

Manage tickets, Zoom webinars, caps, waitlists, discounts and RSVP options for SwiftFox events.

Events — Overview

Manage, create and track events, attendees and tickets in SwiftFox.

The RSVP page

Create and customise an RSVP page with tickets, payments and event details

Events — Workflows: step-by-step

Organise events end‑to‑end: create sessions, tickets, invite lists, RSVP pages, and send email/SMS reminders.

Events — Limitations & best practice

Manage event RSVP rules, payments, locations and bookings export

Event emails

Create, design and schedule event emails with Send Rules and AutoMail.