Managing Your Poker Night Invites and Responses (6 Viewers)

Al Azouri

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I’ve been running a weekly game for 10 plus years and one issue I’ve struggled with was managing my invite list and tracking the responses. I’ve tried out all the invite apps like Evite and the like. But my crew is old school and I didn’t get much adoption. Emails and texts were a pain to manage and the threads often got hijacked for banter and other things. It made it very difficult to track who was in, out, late, etc.

I’ve finally came up with something that works and I’m happy to share it. I’ve used it for the past three game nights and it worked like a charm.

For some background here were my requirements:
  1. I needed something that was easy on the player. They should be able to respond right from their phones without a need to know a user ID or password.
  2. Players should not be able to update each other’s statuses but they should be able to see everyone else’s status.
  3. The system should be completely automated and be able to estimate jape many people will show.
  4. I should be able to manage everything from my mobile phone.

What I came up with:

I was able to build a Google Sheet with a built-in web based front end. The Google Sheet is used by me, everyone else uses the web front end they access via a personalized link I send them with the invite.

All they have to do is click on the link and update their status.

Here is a screenshot of what that looks like to the players:

p1.jpg
p2.jpg


While they are there they can see everyone else’s responses.

I use an iOS app called SendHype to send the invites with the personalized links. Their user name is embedded in the link. I’m not too worried about security. We’re all friends.

On my end, I can use my personalized link to check responses or I can use the Google Sheets app to do a lot more. The spreadsheet is able to track who responded when and I’m able to see who my frequent flyers and chronic non responders are.

Here are some screenshots of what it looks like from the Sheets app.

m1.jpg
m2.jpg


Like I said, I’m happy to share a copy of this google Doc with anyone who is interested.

I also welcome any feedback or suggestions for improvements.

Lastly, I’m a complete hack at css/html and JavaScript. So please don’t judge my code. I welcome any help in making the page more responsive and better looking in general.

Oh, one last thing, here are some live links to a demo I set up. Feel free to take it out for a spin.

Personal Links
Click on any of the links below to impersonate any one of the 20 pre-configured players. (If you are doing this on a computer resize your browser window to the shape of a phone so you get the full effect.)

NamePersonal Link
Player 01https://script.google.com/macros/s/...skyJ70RVGR8nEPEy5xdIpSpdL/exec?name=Player 01
Player 02https://script.google.com/macros/s/...skyJ70RVGR8nEPEy5xdIpSpdL/exec?name=Player 02
Player 03https://script.google.com/macros/s/...skyJ70RVGR8nEPEy5xdIpSpdL/exec?name=Player 03
Player 04https://script.google.com/macros/s/...skyJ70RVGR8nEPEy5xdIpSpdL/exec?name=Player 04
Player 05https://script.google.com/macros/s/...skyJ70RVGR8nEPEy5xdIpSpdL/exec?name=Player 05
Player 06https://script.google.com/macros/s/...skyJ70RVGR8nEPEy5xdIpSpdL/exec?name=Player 06
Player 07https://script.google.com/macros/s/...skyJ70RVGR8nEPEy5xdIpSpdL/exec?name=Player 07
Player 08https://script.google.com/macros/s/...skyJ70RVGR8nEPEy5xdIpSpdL/exec?name=Player 08
Player 09https://script.google.com/macros/s/...skyJ70RVGR8nEPEy5xdIpSpdL/exec?name=Player 09
Player 10https://script.google.com/macros/s/...skyJ70RVGR8nEPEy5xdIpSpdL/exec?name=Player 10
Player 11https://script.google.com/macros/s/...skyJ70RVGR8nEPEy5xdIpSpdL/exec?name=Player 11
Player 12https://script.google.com/macros/s/...skyJ70RVGR8nEPEy5xdIpSpdL/exec?name=Player 12
Player 13https://script.google.com/macros/s/...skyJ70RVGR8nEPEy5xdIpSpdL/exec?name=Player 13
Player 14https://script.google.com/macros/s/...skyJ70RVGR8nEPEy5xdIpSpdL/exec?name=Player 14
Player 15https://script.google.com/macros/s/...skyJ70RVGR8nEPEy5xdIpSpdL/exec?name=Player 15
Player 16https://script.google.com/macros/s/...skyJ70RVGR8nEPEy5xdIpSpdL/exec?name=Player 16
Player 17https://script.google.com/macros/s/...skyJ70RVGR8nEPEy5xdIpSpdL/exec?name=Player 17
Player 18https://script.google.com/macros/s/...skyJ70RVGR8nEPEy5xdIpSpdL/exec?name=Player 18
Player 19https://script.google.com/macros/s/...skyJ70RVGR8nEPEy5xdIpSpdL/exec?name=Player 19
Player 20https://script.google.com/macros/s/...skyJ70RVGR8nEPEy5xdIpSpdL/exec?name=Player 20

View Only Link
https://script.google.com/macros/s/AKfycbzOrNw3vjdO-cVmApSuv7y_AJz-xXYN0n0N_nTcHy8skyJ70RVGR8nEPEy5xdIpSpdL/exec
 
Last edited:

MoT519

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Looks awesome. How many tables do you run when you host? One of the issues I have when inviting people is that I have a capacity of 10. So if I send the invite out to too many people initially, I run the risk of oversubscribing the game. Is there a way to only allow X number of In responses....first come first serve?
 
Joined
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Fredericksburg, VA
I’ve been running a weekly game for 10 plus years and one issue I’ve struggled with was managing my invite list and tracking the responses. I’ve tried out all the invite apps like Evite and the like. But my crew is old school and I didn’t get much adoption. Emails and texts were a pain to manage and the threads often got hijacked for banter and other things. It made it very difficult to track who was in, out, late, etc.

I’ve finally came up with something that works and I’m happy to share it. I’ve used it for the past three game nights and it worked like a charm.

For some background here were my requirements:
  1. I needed something that was easy on the player. They should be able to respond right from their phones without a need to know a user ID or password.
  2. Players should not be able to update each other’s statuses but they should be able to see everyone else’s status.
  3. The system should be completely automated and be able to estimate jape many people will show.
  4. I should be able to manage everything from my mobile phone.

What I came up with:

I was able to build a Google Sheet with a built-in web based front end. The Google Sheet is used by me, everyone else uses the web front end they access via a personalized link I send them with the invite.

All they have to do is click on the link and update their status.

Here is a screenshot of what that looks like to the players:

View attachment 808463 View attachment 808464

While they are there they can see everyone else’s responses.

I use an iOS app called SendHype to send the invites with the personalized links. Their user name is embedded in the link. I’m not too worried about security. We’re all friends.

On my end, I can use my personalized link to check responses or I can use the Google Sheets app to do a lot more. The spreadsheet is able to track who responded when and I’m able to see who my frequent flyers and chronic non responders are.

Here are some screenshots of what it looks like from the Sheets app.

View attachment 808466 View attachment 808467

Like I said, I’m happy to share a copy of this google Doc with anyone who is interested.

I also welcome any feedback or suggestions for improvements.

Lastly, I’m a complete hack at css/html and JavaScript. So please don’t judge my code. I welcome any help in making the page more responsive and better looking in general.

Oh, one last thing, here are some live links to a demo I set up. Feel free to take it out for a spin.


Daffy Duck
https://script.google.com/macros/s/AKfycbyuNfb0xRxHMKjIyaczkVSSLBPZqqCc3FdCENldaBdSTqPGjrjTRBV10NgrgtIiv1NG/exec?name=Daffy Duck

Fred Flintstone
https://script.google.com/macros/s/AKfycbyuNfb0xRxHMKjIyaczkVSSLBPZqqCc3FdCENldaBdSTqPGjrjTRBV10NgrgtIiv1NG/exec?name=Fred Flintstone

Homer Simpson
https://script.google.com/macros/s/AKfycbyuNfb0xRxHMKjIyaczkVSSLBPZqqCc3FdCENldaBdSTqPGjrjTRBV10NgrgtIiv1NG/exec?name=Homer Simpson

Elmer Fudd
https://script.google.com/macros/s/AKfycbyuNfb0xRxHMKjIyaczkVSSLBPZqqCc3FdCENldaBdSTqPGjrjTRBV10NgrgtIiv1NG/exec?name=Elmer Fudd

Scooby Doo
https://script.google.com/macros/s/AKfycbyuNfb0xRxHMKjIyaczkVSSLBPZqqCc3FdCENldaBdSTqPGjrjTRBV10NgrgtIiv1NG/exec?name=Scooby Doo

Yogi Bear
https://script.google.com/macros/s/AKfycbyuNfb0xRxHMKjIyaczkVSSLBPZqqCc3FdCENldaBdSTqPGjrjTRBV10NgrgtIiv1NG/exec?name=Yogi Bear

View Only Link
https://script.google.com/macros/s/...qqCc3FdCENldaBdSTqPGjrjTRBV10NgrgtIiv1NG/exec
Damn, I love this. I had a similar problem where all the usual solutions just weren't good enough. I ended up building my own website, but the available event/invite apps SUCK!!

PLEASE send me a copy of your Google doc. I love the way it tracks multiple RSVP responses.

Thank you!!
 

Mrs Poker Zombie

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Excellent use of the technology available. It is one reason I still have a Facebook account - sending invites. 90% of our players are on Facebook and it allows them to discuss food or other trivia, which may help turn a "maybe" into a "yes".
 

Al Azouri

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Looks awesome. How many tables do you run when you host? One of the issues I have when inviting people is that I have a capacity of 10. So if I send the invite out to too many people initially, I run the risk of oversubscribing the game. Is there a way to only allow X number of In responses....first come first serve?
I run a single table and have an overflow table if the game gets to big. I could easily adjust the code to limit the ins to 10.
 
Joined
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Excellent use of the technology available. It is one reason I still have a Facebook account - sending invites. 90% of our players are on Facebook and it allows them to discuss food or other trivia, which may help turn a "maybe" into a "yes".
I only wish my old fart peeps were all on FB. Life would be so much easier. :)
 

Al Azouri

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For all those who want this you can PM me your G-mail account. I'll try to keep up. Maybe one of you can help me write up the install instructions. It's hard to do from my end since I can't see what you see when I share the Doc.
 

djfayze

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This is phenomenal! I sent you a message - would love to get the sheet. I think some bit of code that could limit the “attending” responses based on your table size and then move all subsequent “attending” responses to a waitlist section would be awesome.
 

Al Azouri

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Hey guys,
Seems like this is gaining some popularity. I’m currently working with @dickthebaker on the process of making it your own. There’s quite a few steps you have to take to convert it from the shared document to one that can truly be your own.

Keep PM’ing me your gmail addresses and I will share once we have the setup process a little more perfected.
 

Omar65

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Hmmm this is interesting. I use a plain old text group, which has been fine overall, but I am like the only one who know who is who as most of the players don't really interact with one another outside of the game so they don't have each other in their contacts.

Question: my first thought was the available options for status: In/Late/Likely/maybe/Unlikely..........just seems a lot of options that are in the "grey"? How does that work as the date gets closer?

I have a one table game cash game, have recently also capped the game at 8 players, but have 14-15 on the invite. I always have a waitlist because we almost always have a cancel of one or two, but I couldn't deal with the various forms of "maybe". So I am interested in how that works for you?
 

Al Azouri

Two Pair
Joined
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Location
New Jersey
Hmmm this is interesting. I use a plain old text group, which has been fine overall, but I am like the only one who know who is who as most of the players don't really interact with one another outside of the game so they don't have each other in their contacts.

Question: my first thought was the available options for status: In/Late/Likely/maybe/Unlikely..........just seems a lot of options that are in the "grey"? How does that work as the date gets closer?

I have a one table game cash game, have recently also capped the game at 8 players, but have 14-15 on the invite. I always have a waitlist because we almost always have a cancel of one or two, but I couldn't deal with the various forms of "maybe". So I am interested in how that works for you?
I hear ya. Those indefinite responses are frustrating. But poker is a game of incomplete information. :). I use these statuses to estimate how many people may come. Each status has its own probability. ( In=1, Likely=0.75, Maybe=0.5, Unlikely=0.1). Then the formula calculates the estimated total.

As a side note, I used a very similar approach to predict how many people would respond Yes to our wedding invitations many many years ago. I was accurate to within two guests.
 

doublebooyah85

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Hey guys, There has been a lot of interest in this. For those of you who reached out, please hang tight. I'm working on streamlined install instructions and I have now some ideas for a complete re-design. I hope to be able to get back to all of you in the next few days.
Worth the wait!
 

Al Azouri

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Hi guys,
I'm finally ready with Invite Tracker 2.1. It's been quite a few late nights but I think I'm finally at the point where I can start to share it. If you've PMed me you Gmail already I've shared the document with you.

Check out the ReadMe Tab. It has instructions on Setup and Use.

Please try post questions here if they can benefit the group or PM me directly if it is specific to you.

I currently have 14 member interested in this, so please be patient with me if I don't get back to you right away.
 
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