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How to Import Your Guest List

Whether you have a handful of VIPs or a few thousand invitees, RSVPify gives you three flexible ways to build out your guest list - and once they're in, everything about your event's attendance lives in one place.

Adding guests to your event before registration opens gives you more control over who can register and how RSVPs are tracked.

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Where to find it

From your event's left-hand navigation menu, click Guest list, then select Add guest in the top right corner.

You'll see three options to choose from:

  1. Manually

  2. Import from spreadsheet

  3. Import from contacts

1. Adding guests manually

Best for smaller guest lists or adding a few last-minute invitees one at a time.
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When you select Manually, the Add Guest window opens. Here you can choose whether you're adding an Individual, Couple, or Group, then fill in:

  • Full name

  • Email

  • CC Email Recipient - useful if someone else (like an assistant) should also be copied on this guest's communications

  • Additional guests allowed - set how many +1s this invitee can bring

  • Tags - categorize guests (VIP, sponsor, session type, etc.) to help with filtering, segmentation, and conditional logic later on

Click More to reveal additional optional fields, then select Save & Close, or Save & add another if you're entering multiple guests back to back.

2. Importing from a spreadsheet

The best option if you're uploading a large guest list all at once.nSelecting Import from spreadsheet opens the Import Guests window.
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We strongly recommend clicking Download spreadsheet template first - using our pre-built template ensures your columns map correctly and gives you the smoothest import experience.

Once your spreadsheet is ready, you can either:

  • Drag and drop your file directly into the upload area, or

  • Click Browse computer to select it manually

A few things to keep in mind:

  • Accepted file types are CSV, XLSX, and XLS, with a max file size of 25 MB

  • Each invitee must have a name and/or email address

  • Only include an email address if you plan to send email invitations or want guests to be able to locate their invitation by email

  • Use the Group ID field to link guests who should RSVP together, like couples or families

  • Use the Additional Guests Allowed field to control how many +1s each invitee can bring

  • Be sure your spreadsheet includes column headers in the first row

Once your file is uploaded, click Upload to complete the import.

3. Importing from contacts

If you've previously added people to your RSVPify contacts, you can pull them straight into your guest list without re-entering their information.
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Selecting Import from contacts opens the Add from Contacts window. From here you can:

  • Browse All contacts, or filter by Tags

  • Search by name or email to quickly find who you're looking for

  • Select guests and use the arrow buttons to move them into the Added guests panel on the right

Once you've selected everyone you'd like to add, click Add guests to bring them into your event's guest list.

👉 Want to learn more about managing your contacts? Check out our Contacts article.

Everything lives in one place

Once your guests are uploaded - by any of the three methods above - you'll see all their details reflected directly in your Guest list, including names, emails, tags, and any custom fields you've added.

As your event opens up for registration, every RSVP and response your guests submit is automatically captured in this same view.

That means your invitees and your respondents/registrants are never split across separate lists - your Guest list is always your single source of truth for who's been invited and who's responded.

Need more help? Get support from our Community Forum.
​Find answers and get help from the RSVPify Support team and our community.

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