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Running your first Sangam event with RSVPs

Publish an event to your members, collect RSVPs with guest counts, and know your headcount before the day.

Members answer Going or Not going to an event in Vysya Setu and say how many guests they will bring. You see the totals as answers come in, so you can book the hall and plan the food for the people who are coming.

This guide assumes your Sangam is already on Vysya Setu with confirmed members. If it is not, start with Moving your Sangam’s member list off WhatsApp. The app calls your Sangam an Organization, and words in bold are the labels you see on screen.

Administrators and Communication Publishers can create events. An administrator can make another member a publisher under Publisher assignments.

1. Create the event

  1. Open the Organization workspace. Administrators choose Manage this Organization under the Sangam on the Vysya Setu home page. Publishers sign in at platform.vysyasetu.com/platform/ and choose the Sangam.
  2. Open Events and choose Create event.
  3. Fill in the details:
Field What to enter
Title The name members will recognize, for example “Karthika Vanabhojanam 2026” (an example)
Description The programme, what to bring, and whom to call
Starts at The date and start time
Ends at (optional) The end time, if you know it
Time zone (IANA) Leave it as Asia/Kolkata for an event in India
Venue name The hall, temple, or garden
Address (optional) The full address
HTTPS map link (optional) A map link that starts with https://, such as the share link from Google Maps. Members see Open map
  1. Under RSVP, tick Allow RSVPs and set:
    • Capacity (optional): the total number of places. Each member who answers Going takes one place, and each of their guests takes another.
    • Guests per RSVP: how many guests one member may bring, from 0 to 10. The app starts at 2.
    • Deadline (optional): the last time members can answer. Without a deadline, answers close when the event starts.
  2. Choose Save draft.

Members cannot see a draft. You can open it and change it until you publish.

2. Preview and publish

  1. Open the draft and choose Preview before publishing. The preview shows how many active members can see the event.
  2. Choose Publish event.

If the app asks you to Complete fresh verification, confirm your sign-in, then publish again.

Every active member of your Sangam can now see the event under Events and on their Today page.

3. Tell members in your WhatsApp group

The Vysya Setu website does not send notifications, so tell members in your Sangam’s WhatsApp group.

  1. Open Vysya Setu, choose Events, and open the published event.
  2. Copy the event’s address from your browser’s address bar.
  3. Paste it into the WhatsApp group with a short message asking members to answer.

A member who is already signed in to Vysya Setu goes straight to the event. A member who is not signed in is asked to sign in first and then returns to the event.

Notifications for new events come with the iPhone and Android apps. Coming soon

4. How members answer

A member opens the event and, under Your RSVP:

  1. chooses Going or Not going;
  2. enters the number of Guests, if the event allows guests;
  3. chooses Save RSVP.

Members can change their answer until the deadline, or until the event starts if there is no deadline. When the event is full, the app tells members it has no remaining places. Members can also choose Add to calendar to put the event in their phone’s calendar.

In the iPhone and Android apps, members who answered Going get a reminder 24 hours and 2 hours before the event starts. Coming soon

5. Watch the headcount

In the Organization workspace, open Events and the event. The Attendance summary shows:

  • Going: members who are coming;
  • Guests: the guests those members are bringing;
  • Not going: members who said no;
  • Checked in: people recorded at the venue.

Your headcount is Going plus Guests. Administrators also see each member’s answer under RSVPs. Each member’s RSVP and check-in is visible to the event’s organizers, as the Organization Privacy Notice explains.

6. Check people in at the venue

Each member’s Membership card in Vysya Setu carries a QR code for event check-in.

  1. Before the day, an administrator opens the event’s Event check-in panel. Under Check-in helpers, choose an active member and choose Assign helper. A helper can check people in at this event only.
  2. At the venue, helpers sign in at platform.vysyasetu.com/platform/, choose the Sangam, open Events and the event, and record each arrival in Event check-in with Record check-in. If someone was already recorded, the app says so.
  3. The Checked in total in the Attendance summary updates as helpers record arrivals.

Scanning Membership cards with a phone camera comes with the iPhone and Android apps. Coming soon

If plans change

  • Change a detail: open the event, edit it, and choose Save changes.
  • Cancel the event: choose Cancel event, enter a Reason, and confirm. Members see Event cancelled on the event.

Post the change in your WhatsApp group as well, so that members who do not open Vysya Setu that day also hear about it.