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Creating or Importing Guests

Updated

IMPORTANT NOTE ABOUT THE GUEST QUOTA

⚠️ Handle guest creation carefully.
Every newly created record – including test guests – will automatically be deducted from your booked guest quota.

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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