How to add guests: one by one or imported from Excel or CSV

You can add guests two ways: one by one with the Add Guest button in the Guests tab, or in bulk via Import Guests from an Excel or CSV file. The import recognises Polish and English column headers, skips duplicates, and accepts up to 2,000 rows at a time.

Adding a single guest

Open Guests and click Add Guest. The dialog requires three things: first name, last name, and assigning the guest to an invitation (the Assign to Invitation field). If you have no invitations yet, you can create one without leaving the dialog - pick Create New Invitation from the list.

Everything else is optional: email, phone, RSVP status, meal choice, dietary notes, group, table and notes. A guest is marked as an Adult by default; uncheck that to enter a child's age (0 to 17) - handy for counting portions and settling up with the venue.

Importing a guest list from Excel or CSV

1. In the Guests tab, click Import Guests - this opens the Import Guest List dialog.
2. Drop your file onto the Drag a file here or click to browse area.
3. Check the Preview of the first rows - it shows whether the columns were recognised correctly.
4. Click Import - the dialog shows how many people were recognised (e.g. “45 guests to import”).

The file rules:

• Formats: CSV, TXT, TSV, XLSX and XLS; the maximum size is 5 MB.
• Required columns: First Name and Last Name. Optional: Email, Phone, Group, Table, Notes, Age.
• Headers can be in Polish or English, and the separator (comma, semicolon or tab) is detected automatically - a file saved from a Polish Excel works without any fixes.
• We read up to 2,000 rows at a time; for a longer file you will see Only the first 2,000 rows were imported.

No file ready? Click Download template - you get a spreadsheet with the right headers, where only the First Name and Last Name columns are required.

What the duplicate notice means

After an import you may see {count} duplicates skipped (guest already on the list). Duplicates are detected like this:

• if a row has an email address, we compare only the email,
• if a row has no email, we compare first and last name.

This way two different people who share a name (say, two John Smiths) both make it onto the list, as long as their emails differ. We check both guests already on the list and earlier rows in the same file. Duplicates never block the import - repeated rows are simply skipped and everything else comes in normally. It also means you can safely re-import a corrected file: new people are added and existing ones are not doubled.

Why some rows were skipped

The message {count} rows skipped (missing first/last name or a field was too long) means a row had no first or last name (an empty cell, for example) or a field exceeded its length limit: first and last name 100 characters each, email 200, phone 50, group 100, table 50, notes 1000. Fix those rows in the file and import it again - thanks to duplicate detection, the rest of the list will not be doubled.

What happens to guests after the import

• Every imported guest gets the RSVP status “pending” and their own invite code.
• Imported guests are not attached to any invitation. If you want to group them into invitations (whole families, for example) and track delivery, do that in the Invitations tab - see Invitations and QR codes.
• When guests fill in the RSVP form on your page, their responses attach to the existing entries (matched by email, or by first and last name when there is no email) - the list does not get doubled. More in Configuring RSVP.

Working with a large list

The Guests page has search (by name, email, phone, table, invite code or invitation), Filters, and bulk actions: select multiple people to set an RSVP status, assign a table or delete entries in one move. The Export Excel button downloads the current list to a file - useful for conversations with the venue or the caterer.