Managing the Guest List

Guest management lives inside each wedding record. From a wedding's Guest Management tab, you can add guests individually or import them in bulk, track RSVP statuses, assign meal choices, organize guests into groups, and manage table assignments.

Guest list overview

The guest list tab opens with four stat cards at the top:

Below the stats, the guest table displays every guest with their name, contact info, RSVP status, group, table assignment, and meal choices.

Adding a guest

1. Click the Add Guest button (top right of the guest list)
2. Fill in the guest form:

Guest Details:

• Full Name (required)
• Email Address (optional — needed for sending RSVP invitations)
• Phone Number (optional)
• RSVP Status — choose from No RSVP, Pending, Confirmed, or Declined
• Guest Group — assign to an existing group if you've created any

Plus One:

• Toggle "Guest has a plus one?" to add a companion
• Enter the Plus One Name (required when toggled on)

Seating & Meals:

• Assigned Table — select from your table list (shows current capacity for each table)
• Guest Meal Choices — appears only for confirmed guests when meal options have been configured. Shows a dropdown for each meal category (e.g., Entree, Dessert)
• Plus One Meal Choices — same categories for the plus-one guest

3. Click Add Guest to save

Editing and deleting guests

Each row in the guest table has edit (pencil) and delete (trash) action buttons that appear on the right side. Click edit to open the same form pre-filled with the guest's current information.

Deleting a guest shows a confirmation dialog before removing them permanently.

The toolbar

Above the list:

• A List / Tables toggle — the same guests as a flat list, or grouped under the table they are seated at
• Email with a count, active once you tick guests. It emails the ones you selected, so it needs them to have addresses
• Quick Add — paste names one per line, which is the fastest way to get a list off a napkin and into the system
• Finalize Guest Count — locks the count. Its warning is worth reading: it stops the couple adding or removing guests from their Planning Hub

The guest table columns

Importing guests from CSV

For large guest lists, import from a spreadsheet:

1. Click Import in the toolbar (or access from the guest count tab)
2. Upload a .csv file or download the template first to see the required format
3. Match your columns. The importer reads your header row and matches it to guest fields automatically — it handles spacing, capitalization and punctuation, so Guest Name, guest_name and GUEST NAME all resolve the same way. Each column shows a sample value from your own file so you can confirm the match at a glance, and you can change any of them.
4. Review the parsed data in a preview table:
   • Green checkmarks for valid rows
   • Red error icons with messages for invalid rows (for example, a plus-one indicated with no plus-one name)
5. The confirm button names how many valid rows it will bring in — click it to import them

What the importer creates for you

You do not need to set up groups, tables or meal options before importing. If your file includes them, the importer creates whatever is missing:

This matters most on your very first import, when nothing exists yet to match against. Import your spreadsheet as it is — groups, tables and meal counts all come across, and the meal counts flow straight through to catering.

Adjust table capacities afterward from seating assignments if 10 isn't right for your room.

Exporting guest data

From the guest count tab toolbar, click Export to download guest data in multiple formats: