Guides / Next-Up List and Calendar Actions
How do I RSVP to meetings from the Mac menu bar?
The quickest way is a menu bar app that lists your upcoming meetings and lets you accept, decline or move them from its dropdown, so you never open a full calendar window. Pick one that syncs both ways with your calendar, so your answer lands on the real event and not just inside the app. Then check that the response shows on the calendar.
Why the menu bar beats opening a calendar app
Answering an invite is a ten-second job. Opening a calendar window, finding the right day, clicking the event and closing it again turns it into a detour, and the detour is why invites sit unanswered for days.
The menu bar is always one click away, on every desktop and inside every full-screen app. If the next few meetings live there, the invite and the answer are in the same place.
That only works if the app writes back to your calendar. A list you can read but not act on just gives you a second place to look. You want RSVP and reschedule to change the real event.
How to RSVP and reschedule with Donna
Donna lives in your Mac menu bar and handles this on the free plan. There is no trial and no card. Here is the setup:
- Download Donna from the download page and open it. She needs macOS 13 (Ventura) or later, on Apple silicon or Intel.
- Connect your calendar by signing in with Google Calendar, or by dropping in an iCal link. Multiple accounts are welcome.
- Click Donna in the menu bar. Your next three meetings show up ranked, with a live countdown on the first.
- Pick the meeting you need to answer and RSVP right there.
- If the time does not work, reschedule from the same menu instead of switching to a calendar app.
Your agenda also greets you at first unlock each morning, so a pending invite tends to get answered before the day starts.
What syncs and what does not
Google Calendar has full two-way sync, across multiple accounts and multiple calendars. A change you make from the menu bar is a change to your real calendar, not a private note inside Donna.
Apple Calendar is supported through any iCal/ICS feed, which covers providers like Fastmail.
A few limits to know up front:
- Outlook and Microsoft 365 Calendar are not supported yet. They are planned, with no date.
- Donna runs on macOS only. There is no iPhone, iPad, Android or web version.
- Windows is coming soon, with no date given.
- Donna reads your calendar, never your inbox.
If you juggle work and personal calendars, see how to combine Google calendars on a Mac so every invite lands in one list.
Tips for answering invites faster
- Answer in the gaps. Glance at the menu bar between calls and clear the pending invites while the meeting you just left is still fresh.
- Reschedule early. A request to move a meeting is easier on everyone a day ahead than five minutes before.
- Let the nudge catch the rest. Five minutes before a meeting, Donna sends a nudge with Join and Snooze, so you are not hunting for the link.
- Keep the countdown visible. The menu bar next meeting countdown shows how long you have before the next call.
- Use the unlock agenda. The daily agenda on Mac unlock puts the whole day in front of you first thing.
RSVP and reschedule sit alongside Donna's other free features, including auto-opening calls on time. Recording, transcripts and summaries are part of Pro, which is $8 a month. The details are on the pricing page.
Try Donna. Records, transcribes and summarizes your meetings on your Mac, with nothing sent to a server.
Frequently asked questions
Is RSVP from the menu bar free?
Yes. The next-up list, live countdowns, nudges and RSVP and reschedule from the menu bar are all on Donna's free plan, which costs $0 forever with no card required.
Do I still need to open my calendar app to answer invites?
No. You can answer and reschedule from Donna's menu bar dropdown. Google Calendar syncs both ways, so the change shows up on your real calendar.
Does this work with Outlook or Microsoft 365 calendars?
Not yet. Outlook Calendar is planned with no date. Today Donna supports Google Calendar and Apple Calendar through an iCal/ICS feed.
Can I use more than one calendar account?
Yes. Donna supports multiple Google accounts and multiple calendars, so invites from work and personal calendars can appear in the same next-up list.
Does it work on my iPhone or Windows PC?
No. Donna is a Mac app that needs macOS 13 or later. Windows is coming soon, but there is no date.