Guest Management Guide

The guest management system helps you build and maintain your guest list, track RSVPs, manage dietary requirements, and import guests in bulk using CSV files.

Adding Guests Manually

To add a guest to your event:

1. Navigate to the Guests tab of your event.
2. Click Add Guest or the + button.
3. Fill in the guest details:
   • Name (required) — The guest’s full name.
   • Email — Their email address (useful for sending invitations).
   • Phone — A contact phone number.
   • RSVP status — Their current response: Pending, Confirmed, Declined, or Maybe.
   • Dietary requirements — Any food allergies or preferences (e.g., vegetarian, vegan, gluten-free, nut allergy).
   • Plus one — Whether this guest is bringing a plus-one.
   • Notes — Any additional information (e.g., “Needs wheelchair access”, “Staying at the hotel”).
4. Click Save.

CSV Import

For larger events, you can import your guest list from a CSV file instead of adding guests one by one.

How It Works

1. Navigate to the Guests tab.
2. Click Import CSV.
3. Select your CSV file.
4. Review the preview to make sure the data looks correct.
5. Confirm the import.

CSV Format

Your CSV file should include the following columns:

name,email,phone,dietary,notes
"Jane Smith","jane@example.com","+44 7700 900000","Vegetarian","Table 3"
"Tom Brown","tom@example.com","","Gluten-free",""
"Alice Johnson","alice@example.com","+44 7700 900001","",""

Required columns:

• name — The guest’s full name.

Optional columns:

• email — Email address.
• phone — Phone number.
• dietary — Dietary requirements or restrictions.
• notes — Any additional notes.

Tip: You can import up to 500 guests at once using CSV import. For larger lists, split them into multiple files.

Import Tips

• The first row must be the column headers.
• Wrap values in quotes if they contain commas.
• Empty fields are fine — just leave them blank or use empty quotes.
• Imported guests default to Pending RSVP status.
• Duplicate names are allowed (in case you have guests with the same name).

RSVP Status Tracking

Every guest has an RSVP status that you can update at any time:

To update a guest’s RSVP status:

1. Find the guest in your guest list.
2. Click on their name or the edit button.
3. Change the RSVP status dropdown.
4. Save the change.

The guest list summary at the top of the page shows a breakdown of RSVP responses so you can quickly see your confirmed headcount.

Dietary Requirements Summary

Dream Planner automatically generates a dietary summary from your guest list. This is especially useful when coordinating with caterers.

The summary shows:

• A count of each dietary requirement (e.g., “5 Vegetarian, 3 Gluten-free, 2 Vegan”).
• A percentage breakdown of the total guest list.

This information is invaluable when briefing your catering vendor on meal requirements.

[Screenshot: dietary requirements summary]

Filtering and Searching

With large guest lists, finding specific guests is easy:

Search

Use the search bar at the top of the guest list to find guests by name. The list filters in real-time as you type.

Filter by RSVP Status

Use the status filter to show only guests with a specific RSVP status. This is useful for:

• Seeing who has not responded yet (Pending).
• Getting a confirmed headcount (Confirmed).
• Checking who declined so you can follow up.

Sort Options

Sort your guest list by:

• Name — Alphabetical order.
• RSVP status — Grouped by response.
• Date added — Most recent first or oldest first.

Tip: Use the dietary filter when preparing catering orders. Filter by a specific requirement to see exactly which guests need special meals.