Understanding Invitations vs. Photo Uploads
Fotify separates your RSVP invitations from your photo uploads so you can manage them independently. This means guests can RSVP weeks before your event, and you only need to activate photo uploads when you're ready to start collecting photos.
This guide explains how these two features work together while remaining independent.
Key Concepts
RSVP Invitations
Your digital invitations are controlled by:
- Invitation Status - Set to Active or Paused (Finished is set automatically โ see below)
- RSVP Deadline - The cutoff date for guest responses
- Invitation lifetime - Each invitation accepts RSVPs for 18 months from the moment you create it, after which it's automatically marked Finished
Guests can RSVP anytime the invitation is Active and before the deadline, regardless of whether photo uploads are enabled.
Photo Uploads
Photo uploads are controlled by:
- Event Status - When you "Start" your event, photo uploads become active
- Photo Upload Window - The duration your event remains active for uploads (e.g., 7 days, 30 days)
Starting your event begins the photo upload countdown. This is separate from your invitation timeline.
Example Timeline
Here's a typical wedding timeline showing how invitations and photo uploads work independently:
| Week | Invitation Status | Photo Uploads | What Happens |
|---|---|---|---|
| Week 1 | Create & Send | Not Active | Send invitations, guests start RSVPing |
| Week 2-5 | Active | Not Active | Continue collecting RSVPs |
| Week 6 | RSVP Deadline | Not Active | Finalize guest count, no new RSVPs |
| Week 7 | Active (optional) | Start Event | Wedding day - guests upload photos |
| Week 8+ | Finished | Active | Continue collecting photos post-event |
Key insight: You don't need to "start" your event to send invitations. Invitations work completely independently.
When to Start Your Event
Click "Start Event" when you want guests to begin uploading photos. Common scenarios:
- Wedding day morning - Start a few hours before the ceremony
- Multi-day conference - Start on day one of the event
- Birthday party - Start when the party begins
Remember: Starting your event only affects photo uploads. It has no impact on your invitation status or RSVP responses.
Managing Invitations Independently
From your dashboard, you can control your invitation separately:
- Go to RSVP in the sidebar
- Click the Event Details tab
- Use Invitation Status to switch between:
- Active - Guests can RSVP
- Paused - Temporarily stop new RSVPs
You can flip between Active and Paused as many times as you want without affecting photo uploads, and vice versa.
Finished is a third state, but it's not in the dropdown โ invitations are marked Finished automatically when their 18-month lifetime expires (or by support if you ask for an early close). If you need to extend an invitation beyond 18 months, contact support.
Common Scenarios
"I want to send invitations but I'm not ready for photos yet"
No problem! Create your invitation and set it to Active. Guests can RSVP immediately. Only click "Start Event" when you're ready for photo uploads.
"My event ended but guests are still RSVPing"
If you want to close RSVPs after your event, set the Invitation Status to Paused in the RSVP settings โ this stops new RSVPs immediately. The invitation will also auto-finish 18 months after you created it. Photo uploads continue independently of invitation status.
"I want photos but not RSVPs"
You can use Fotify for photo sharing without setting up invitations. Just create your event and start it when ready - no invitation required.
Frequently Asked Questions
Q: Do I need to start my event before guests can RSVP? A: No! Invitations work independently. Guests can RSVP as soon as your invitation is Active, even if you haven't started the event for photos.
Q: If I pause my event (photo uploads), does that affect invitations? A: No. Pausing your event only stops photo uploads. Invitation status remains unchanged unless you specifically change it.
Q: What happens to RSVPs when my event ends? A: Your RSVP deadline and invitation status control RSVPs independently. You can close RSVPs before, during, or after your photo upload window ends.
Q: Can guests upload photos before I start the event? A: No. Photo uploads only work when the event status is "Live" (after you click Start Event).
Q: What's the difference between event status and invitation status? A: Event status (Upcoming, Live, Paused, Finished) controls photo uploads. Invitation status (Active, Paused, Finished) controls RSVPs. They're managed independently. Note that you can toggle event status freely, while invitation status only lets you choose Active or Paused โ Finished is set automatically when the 18-month lifetime expires.
Q: How long does my invitation stay live? A: 18 months from the moment you create it. After that it's automatically marked Finished and stops accepting RSVPs. The expiry date is shown in the dashboard so you always know when it's coming up. If you need more time, contact support.
Q: When I see "Photo Upload Window" in pricing, what does that mean? A: This is how long guests can upload photos after you start your event. It's separate from your invitation timeline - you can send invitations weeks before and collect photos during this window.
Summary
- Invitations are controlled by Invitation Status and RSVP Deadline
- Photo uploads are controlled by Event Status and the photo upload window
- They work independently - change one without affecting the other
- Start your event when you want photo uploads to begin, not when you want RSVPs
This separation gives you maximum flexibility to plan your event timeline exactly as you need.
Pricing may vary depending on your country and currency. See the latest pricing on the pricing page.
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