This article explains how to create or import guests manually—by pasting, as a CSV file, or as an Excel file.
| Important: Every newly created record, including a test guest, permanently counts toward the booked quota. Archiving does not free up the quota again. Permanently deleting a guest only frees up the quota for guests who have never been contacted (have not received an email and have not checked in). |
INITIAL SITUATION
After creating an event, you arrive in the cockpit. Your guest list already contains your own entry, which you can use to test registrations, emails, and tickets. This entry also counts toward the quota.
OPTION 1
CREATE A GUEST MANUALLY
- Open the guest list.
- Click Add new guest.
- Complete the fields and click Save.
Available statuses: Imported (default), Invited, Requested, and Waitlist (each with the required setting), Confirmed, Cancelled.
Fields available by default: Gender, first name, last name, address line 1 and 2, postal code, city, country, email address, telephone number, company, job title.
| Note: The system checks the email domain (e.g. @example.com). If the domain is invalid or contains unsupported characters (e.g. @äksample.com), the record cannot be saved. |
OPTION 2
IMPORT GUESTS
- Open the guest list.
- Click Import guests to start the import wizard.
Select an import method
You have two options:
- Paste import data (recommended): Copy and paste data directly from Excel or a CSV file.
- Upload import data: upload an Excel file (.xlsx) or a CSV file (UTF-8 encoding).
Excel files (.xlsx) can be uploaded anywhere that previously supported only CSV files—including imports in the guest manager. Date and number values are reliably detected and converted.
You can specify whether the first row contains column headings and should not be imported.
For Excel files, this option is permanently enabled.
Use an import template
A generated import template is available for each event. Each template contains the complete set of fields, as well as a field directory sheet in the language of your backend.
| Template | Use |
|---|---|
| Guest list without accompanying persons | Standard import without accompanying persons |
| Guest list with accompanying persons | Import including accompanying persons |
| Guest manager import | Import via the guest manager |
| Note: Generated templates do not contain example rows. If a recognized template is uploaded, the system displays a corresponding note during the mapping step. |
Automatic file check
When you leave the upload step, the system automatically checks the file. If everything is in order, the import continues without interruption; if anything unusual is detected, you will receive a notification before proceeding.
| Important: Files are rejected if they cannot be read, contain no data rows, or contain more than 5,000 rows. |
Field mapping
- If column names match system fields, the mapping is performed automatically.
- Different names must be assigned manually.
- Unassigned fields are ignored.
- The status after import is also specified.
- Required custom fields should be created beforehand.
| Note: You can find a complete overview in the article “Columns and field assigment during import”. |
Validation and completion
If a record violates a rule, it is not imported. You will receive an Excel file with the errors highlighted.
If the import list exceeds your subscription limit, a warning is displayed. You can then check the number of guests or consider upgrading.
Before starting, you will see the number of guests, the booking status, and the field mapping. After confirmation, the import starts immediately and may take several minutes for large amounts of data.
DO YOU HAVE QUESTIONS?
If you have any questions, our Customer Service Team is available to assist you.