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Creating or Importing Guests

Updated

IMPORTANT NOTE ABOUT THE GUEST QUOTA

⚠️ Every newly created record — including test guests — is permanently counted against your booked guest contingent. 

Archiving does not release the contingent.
Only permanent deletion releases it, and only for guests who were never contacted (no email received and not checked in).

After creating an event, you will be redirected to the cockpit.
Your guest list already contains one entry by default: yourself.
This allows you to immediately test registrations, emails, and tickets.

ℹ️ Your own entry also counts towards the guest quota
(e.g., in the free plan: remaining guests = 49).
You can find your subscription details under Settings → Subscription & Billing.

OPTION 1
MANUALLY CREATE A NEW GUEST

Proceed as follows:

  1. Open the guest list.
  2. Click on Add New Guest.
  3. Fill in the available fields with the existing information and click Save.

STATUS OPTIONS

  • Imported (Default)
  • Invited
  • Requested (Setting required)
  • Waiting List (Setting required)
  • Confirmed
  • Cancelled

DEFAULT AVAILABLE FIELDS

  • Gender
  • First Name
  • Last Name
  • Address Line 1
  • Address Line 2
  • Postal Code
  • City
  • Country
  • Email Address
  • Phone Number
  • Company
  • Job Title

EMAIL VALIDATION

ℹ️ The system automatically checks whether the domain (e.g., @airlst.com) of the entered email address is valid.
Saving is not possible if the domain is invalid or contains unsupported characters – an appropriate notification will appear.

OPTION 2
IMPORT GUESTS

Proceed as follows:

  1. Open the guest list.
  2. Click on Import Guests to start the import wizard.

IMPORT METHODS

The import wizard supports two methods:

  • Paste import data (Recommended): 
    Copy data directly from Excel or a CSV file and paste it.
  • Upload import data: 
    Upload a CSV file (UTF-8 encoding) from your drive.
ℹ️ Choose whether the first row of your data contains column headers and should therefore not be imported.

ASSIGN FIELDS & SET DEFAULT VALUES

In the next step, assign the columns of your file to the fields in the system:

  • If column names match system fields, the assignment is done automatically.
  • Different field names must be assigned manually.
  • Unassigned fields will be ignored and not imported.

Additionally, you can specify the status guests should receive after import.

⚠️ Note:
Create all required custom fields before the import.
This ensures a smooth import.

IMPORT RULES & VALIDATION

Defined validation rules apply to certain fields:

  • Email fields require a valid domain in the email address.
  • Fields with specific formats must contain appropriate values.

A complete overview can be found in the article Columns and Field Assignment When Importing.

⚠️ If a record violates a rule, it will not be imported.
You will receive an Excel file with the marked errors for correction.

SUBSCRIPTION LIMIT

⚠️ If your import list contains more guests than your current subscription allows, a warning message will appear.
Please check your planned number of guests or consider upgrading your subscription.

COMPLETE IMPORT

Before the final start, you will receive an overview:

  • Number of guests to be imported
  • Assigned booking status
  • Field assignments

After your confirmation, the import will start immediately.

ℹ️ Processing may take a few minutes for larger data sets.

FURTHER INFORMATION

If you have any questions, our Customer Service Team is always available.
A test file for upload is attached to this article.

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