Share Guest List

Sharing a Guest List with Someone Else

Share one of your guest lists with a co-host, family member, or vendor, and decide exactly how much they can see and do. Useful when your wedding planner needs the RSVP count but not everyone’s phone numbers.

Prerequisites

Before you start, you’ll need an event and a saved guest list with at least one guest in it.

Choose who gets the list

How to get there: Dashboard > Guests > pick a list > Share

1. Check the list name shown at the top, so you know you’re sharing the right one.
2. Tap the Search Velora users box.
3. Enter the person’s name or email address, then wait a moment for matches to appear.
4. Tap a person in the results to add them. Their name appears as a chip below, with a running Selected count.
5. Repeat for everyone you want to include.
6. Tap the small x on any chip to remove that person.

Tip

Only people with a Velora account show up in search. Ask your caterer or photographer to sign up first, then share with them: it keeps the list live instead of sending a snapshot they can’t update.

Decide what they can see

1. Scroll to Visibility Policy.
2. Read each option and the access level shown under it.
3. Tap the one you want. A tick confirms your choice.

Caution

Visibility controls guest personal details such as phone numbers and email addresses. For vendors who only need headcounts and dietary notes, pick the most restrictive option that still does the job.

Decide what they can do

1. Scroll to Capabilities.
2. Tap each permission you want to grant. Selected ones turn solid with a tick.
3. Tap a selected permission again to remove it.

View access is always part of a share, so you can’t switch it off.

Next Best Action

After setting permissions, most organisers:

• For co-hosts: grant add and edit, so they can bring in their own side of the family
• For vendors: grant view only, then export a headcount summary

Set an expiry (optional)

1. Scroll to Share Duration.
2. Tap the date row.
3. Pick a date, tap OK, then pick a time and confirm.
4. Tap the clear button beside the date to go back to no expiry.

Tip

Set expiry a week after the event. Your mehndi artist doesn’t need your guests’ numbers in February.

Send the share

1. Check your recipients, visibility and permissions once more.
2. Tap Share Guest List.
3. Wait for the Sharing guest list… message to finish. You return to your guest list automatically.

Fields at a Glance

Field	Description	Required
Recipients	Velora users who receive the list	Yes
Visibility Policy	How much guest detail recipients see	Recommended
Capabilities	Actions recipients can perform	Yes
Share Duration	Date and time access ends	No

What to Do Next

Your Situation	Recommended Next Step
Sharing with a co-host	Manage event roles
Sharing with a vendor	Track vendor tasks
List still incomplete	Add or import guests
Ready to invite guests	Send SMS invitations
Sharing sensitive contacts	Guest privacy settings

Related Articles

• Create a guest list: build the list before you share it.
• Import guests from a spreadsheet: bulk-add a family list in one go.
• Guest privacy settings: understand what each visibility level hides.
• Event roles and access: choose between sharing a list and adding a co-host.
• Track RSVPs: see who has confirmed once helpers start editing.
• Export a guest list: send a fixed copy to vendors who aren’t on Velora.
• Vendor coordination: keep caterer headcounts in sync.

Troubleshooting

“Share Guest List button won’t respond” - You need at least one recipient and one permission selected. Add both, and the button becomes active.

“No one shows up in search” - The person may not have a Velora account, or the spelling differs from their profile. Try their registered email address instead.

“No visibility policies available” - Sharing options couldn’t load. Leave the screen, check your connection, and open it again.

“No capabilities available” - Same cause as above: reopen the screen once you’re back online.

“Error: …” appears at the bottom - The share didn’t go through. Your recipients and settings are still on screen, so tap Share Guest List again.

Your selections disappeared - Leaving this screen clears recipients and permissions. Finish the share in one sitting.