Tracking guest communications

Learn how to log and view all save the dates, invitations, reminders, and thank you cards sent to each guest, with automatic tracking for digital communications.

Log and view all emails, messages, and interactions sent to each guest.

WedSites helps you keep track of what you've sent to each guest and how. Whether it's save the dates, invitations, reminders, or thank you cards, you can record when and how each communication was sent.

How to record communications

  1. Go to Guests in your main navigation
  2. Click on the guest
  3. Go to the RSVP tab (for reminders) or Stationery tab (for save the dates, invitations, and thank yous, which is also labelled Messages on the tab)
  4. For each communication type, you can set:
    • Date sent - When you sent it
    • Method - How it was sent

Communication types you can track

Save the date

Record when and how you sent the save the date. Check the Save the date box, set the date, and choose the method.

Invitation

Same thing for your invitation. Check the Invitation box, set the date, and choose the method.

Thank you

Track when you've sent a thank you card or note after the wedding.

RSVP reminder

If you've sent a reminder to this guest to RSVP, record it here.

Sending methods

For each communication, you can choose how it was sent:

  • Sent online - You used WedSites to send it digitally
  • Posted - You mailed a physical card
  • Hand delivered - You gave it to them in person
  • Other - Any other method

Sending ecards online

If you have the ecards feature, you can send save the dates and invitations directly through WedSites. Click Send online next to the communication type, and WedSites will email the ecard to the guest (as long as they have an email address on file).

If the ecard has already been sent, you'll see a View message link instead.

Automatic tracking

When you send ecards through WedSites, the tracking happens automatically. You'll see:

  • When the email was sent
  • When it was opened
  • When the guest clicked a link in the email

This is all tracked behind the scenes. No manual entry needed.

Stationery status column

In your guest list, you can turn on the Stationery column to see each guest's communication status at a glance. Statuses include:

  • Ready to send - Email is on file, nothing sent yet
  • Sent - Email has been sent
  • Opened - Guest opened the email
  • Clicked - Guest clicked a link in the email
  • Save the date sent - Save the date has been sent
  • Invitation sent - Invitation has been sent
  • RSVP reminder sent - Reminder has been sent
  • Thank you sent - Thank you has been sent
  • Household has email - No email on this guest, but their household has one
  • Missing email - No email on file

Tips

Send online when you can. Digital sending gives you automatic tracking. Paper cards need manual tracking.

Check the stationery column. It's the quickest way to see who you've communicated with and who still needs attention.

Don't forget thank yous. After the wedding, use the tracking to make sure everyone gets a thank you note.

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