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Export Guest List and Registration Data

In this guide, you'll learn how to customize your Guest List, export guest data, and export specific groups of guests.

Whether you're sharing a final guest list with your venue, providing meal counts to your caterer, printing name badges, or building a custom report, you can export your guest data at any time directly from your Guest list.

Before you start

Think about how you'll use your guest data before exporting. Common reasons planners export their Guest list include:

  • Sharing a final guest list with the venue

  • Providing meal counts to the caterer

  • Creating seating assignments

  • Printing name badges

  • Reviewing registration responses

  • Building custom reports

  • Sharing guest information with internal stakeholders

Since exported files often contain personal information, only share them with people who need access.

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Customize your guest list (optional)

Before exporting, you can customize which columns appear in your Guest list.

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Customize visible columns

Click the Customize table columns icon to choose which columns appear in your Guest list. If you later choose Export visible columns only, only the columns currently displayed will be included in your export.

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Export your guest list

  1. Open your event and navigate to Guest list.

  2. (Optional) Apply filters to display only the guests you want to export.

  3. Click Export.

  1. Configure your export options:

    • Include filtered results only - Turn this on to export only the guests matching your current filters. Leave it off to export your entire Guest list.

    • Export visible columns only - Exports only the columns currently displayed in your Guest list.

    • Export all columns - Exports every available guest data field collected for your event, including fields that aren't currently visible.

  2. Your export will begin processing in the background.

  3. Click the 🔔 bell icon in the upper-right corner to download the file once it's ready.

💡 Note: Large exports are processed in the background and may take a few minutes to complete. Exports are only available in .csv format.

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Export a specific group of guests

By default, the Guest list contains all guests, including those who are attending, not attending, invited, no response, and checked in.

To export only a specific group:

  1. Apply the appropriate filter to your Guest list and click Apply.

  2. Click Export.

  3. Turn on Include filtered results only.

  4. Choose whether to export Visible columns or All columns.

  5. Download your export.

You can filter and export by:

  • Attending or not attending guests

  • Invited guests

  • Checked-in guests

  • Ticket Type

  • Tags

  • Custom registration responses

💡 Coming from RSVPify Classic? In Classic, the Guest List and RSVP List were separate reports - exporting the RSVP List returned only guests who had responded.
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In the current RSVPify experience, there is a single Guest list containing all guests regardless of status. To export only a specific group, apply the appropriate filter and enable Include filtered results only before exporting.

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Next steps

After exporting your Guest list, you may also want to:

Together, these tools help you manage your event from registration through event day.

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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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