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Event Calendar

Inviting people and tracking RSVPs

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Where invitees come from, what they receive, and the limits on changing an invitation once it has gone.

Last updated September 2, 2026

Invitees come from your Organisation Chart

NOT FROM PEOPLE, CONTACTS OR CRM

You invite by picking contact lists from the Organisation Chart. If those lists are empty or out of date, you get an event with no invitees and no warning. Check the lists before you publish — there is a Manage Contact Lists link on the form for exactly this reason.

Only active people with an email address are invited, and duplicates across lists are removed. Choosing Everyone overrides the individual lists and invites everybody in the organisation — not everybody at a tribe.

What an invitee receives

An email with the event details, its timezone, the location or meeting link, a calendar file, your attachments, and three response links — Yes, No and Maybe. Gorilla Dash users also get an in-app notification.

The reminder

A reminder goes out about half an hour before the event starts, to everyone invited. It is sent once.

THE "5 MINUTES BEFORE" OPTION DOES NOT SEND ANYTHING

There is a switch for a five-minute warning email with a join link. It is switched on by default and it does not work — no email is sent. Rely on the half-hour reminder, and put the meeting link in the event description so people can find it from the original invitation.

Adding somebody later

Adding an invitee by hand emails them straight away, whether the event is published or not.

ADDING A CONTACT LIST TO A PUBLISHED EVENT SENDS NOTHING

Once an event is published, attaching another contact list does not invite those people — the invitations only go out at the moment of publishing. Add the extra names individually instead.

Changing an event nobody was told about

EDITING A PUBLISHED EVENT NOTIFIES NO ONE

Move the time, change the room, replace the meeting link — no update email goes out. Deleting the event sends no cancellation either. If a published event changes, you have to tell people yourself.

Seeing who is coming

The invitees page shows Total, Attending, Declined, Maybe and Pending, and a table with each person's response plus whether their invitation was Delivered and Opened. A row that never delivered is a bad email address, not a rude invitee.

Invitees cannot be removed

Once somebody is on the list they stay there. There is no remove action.

Deleting an event

Deleting is permanent and takes every RSVP with it. Nobody is told. If an event is called off, email the invitees first.

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