Invite Guests, Import CSV, Track RSVPs
Invite Guests, Import a Guest List, and Track RSVPs
Section titled “Invite Guests, Import a Guest List, and Track RSVPs”Build your event’s guest list one person at a time or by importing a file, send invitations to the people you choose, and follow who has responded.
Before you start
Section titled “Before you start”- You need to be the Organizer or a Co-organizer of the event. Both roles can add, edit, and remove guests.
- Have your event created and saved first. Guests are always attached to a specific event.
- If you plan to import a list, have it ready as a spreadsheet file with one guest per row and columns for first name, last name, email, and phone number.
- Phone numbers matter. Invitations are delivered to a guest’s phone number, so any guest without one will not receive an invite even if they appear on your list.
Step by step
Section titled “Step by step”-
Open the guest list for your event. You will see everyone currently invited, shown a page at a time, with a search box above the list. Search matches first name, last name, email address, and phone number, so you can find someone by whichever detail you remember. The list refreshes whenever you come back to it, so newly added guests appear without extra effort.
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Choose how you want to add guests. Starting a new guest gives you two options: add one person, or import a list from a file.
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Add a single guest. Fill in the guest’s name and contact details, along with their guest type and any other details your event needs, then save. The new guest appears on the list right away.
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Import a list instead. Pick your file and confirm the import. Guests are created in the background, so the list may take a moment to catch up. If it looks incomplete, pull down to refresh and the newly imported guests will appear. Imported guests are assigned the Family guest type unless you change it, so review them afterwards and correct anyone who should be categorised differently.
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Correct details before you invite anyone. Opening a guest loads their saved information so you can update a name, fix a typo in an email address, or add a missing phone number. Save to apply the change. Doing this before you send invitations avoids undeliverable invites.
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Remove anyone who should not be there. Deleting a guest asks you to confirm by name and warns that the action cannot be undone. There is no undo, so if you are unsure, edit the guest rather than deleting them.
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Send invitations from the invitation screen, not the guest list. The guest list itself has no send action. Once your list is clean, create the invitation and pick your recipients there. See Guest list for invitations for the selection and sending steps.
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Track responses in the Guest List Report. The guest list shows contact details only, so it will not tell you who has replied. Open the Guest List Report instead: it carries an RSVP status column you can sort and filter, plus a headcount summary you can export for catering.
Troubleshooting
Section titled “Troubleshooting”Names or accented characters look wrong after importing. This is almost always a file encoding problem. Save your file as UTF-8 before importing, then delete the affected rows and import again. Exporting straight from a spreadsheet app as “CSV UTF-8” is the safest option.
The same guest appears twice. Duplicates usually come from importing a file that overlaps with guests already on the list. Search for the guest’s email address or phone number, decide which record has the better details, and delete the other one.
Nothing appears after an import. Give it a few seconds and refresh the list. Imports are processed after the file is accepted, so the list can briefly look unchanged. If rows are still missing, check that your file has a header row and that required columns such as first name are filled in for every row.
Some guests never received their invitation. Check whether they have a phone number saved. Guests without one cannot be picked on the invitation screen, so they are left out even though they appear on your guest list. Add the number here, then go back and send to them.
A guest has not responded. Check their RSVP status in the Guest List Report first, since the guest list does not show responses. If their contact details are wrong, fix them here and send the invitation again.