Sådan administrerer du din gæsteliste

Fanen Gæster i dit RSVP-dashboard er det sted, hvor du tilføjer, administrerer og følger alle deltagere til dit event. Uanset om du tilføjer gæster én ad gangen eller importerer hundredvis fra et regneark, gør Fotify det nemt at holde din gæsteliste organiseret.

Sådan får du adgang til gæstelisten

1. Gå til dit event-dashboard på dashboard.fotify.app
2. Vælg dit event, og klik på "RSVP" i sidepanelet
3. Klik på fanen "Guests"

Hvis du ikke har oprettet en RSVP-invitation endnu, kan du først se Sådan opretter du din RSVP-invitation.

Du vil se din komplette gæsteliste med svarstatusser og handlingsknapper.

Understanding the Guest List

Filtering Guests

All filtering lives in one filter bar at the top of the Guests tab. Every filter combines (AND), so you can stack them to answer precise questions like "VIPs who haven't answered and have a phone number."

Status is a set of chips, and it's multi-select — click as many as you like:

Chip	Shows
All	Every guest on your list (clears the status filter)
Accepted	Guests who confirmed they're attending
Declined	Guests who can't attend
Not Answered	Guests who haven't responded yet
Attended	Guests who checked in at the event (when QR attendance is enabled)

Because status is multi-select, you can show Accepted + Attended together (everyone who's coming) or Not Answered + Declined together (everyone still to chase). Each chip shows a live count.

More filters (the slider button) opens extra dimensions:

• Source — Added by me (you added them) vs Self-registered (they signed up through a registration link)
• Party size — Solo (just the one person) vs Group (2+ people with plus-ones)
• Has email / Has phone — only guests you can actually email or message, handy right before a send

Every active filter shows as a removable chip on a summary row, with a Clear all button and a live "X of Y matching" count, so you always know exactly what slice you're looking at.

Guest Information Columns

The table displays key information for each guest:

• Name - Guest's full name
• Email - Email address (if provided)
• Cellphone - Phone number for SMS/WhatsApp
• Guests - Number of people in their party (including plus-ones)
• Confirmed - How many people they confirmed are attending
• Status - Their RSVP response (Accepted, Declined, Not Answered)
• Tags - Colored chips showing the guest tags applied to this guest. Click the + Add tag button on the row to attach or remove tags inline
• Registered - When the guest was added or self-registered
• Actions - Quick action buttons

Sorting and Searching

• Search - Use the search bar to find guests by name, email, phone, or — when Collect Guest Names is on — a plus-one's name. If a plus-one matches, that invitation auto-expands and the matched name is highlighted
• Sort - Click any column header to sort the list (e.g., by name, status)

Viewing Plus-One Names (when Guest Names is on)

When you've enabled Collect Guest Names (or Table Management, which includes it), parties of 2 or more show a chevron next to the main name. Click it to expand the row and reveal each plus-one as an indented sub-row beneath the main invitation:

• Every named guest shows with a "+1" badge (or "Main guest" for the primary)
• A pencil icon on each sub-row jumps straight to editing that specific name
• If a party has fewer names than its declared size, you'll see a "N names not provided yet" placeholder with an Add names link
• During search, rows containing a matching plus-one auto-expand so the match is visible at a glance — you can still collapse manually and your choice is remembered until you clear the search

Filtering & Tagging Guests

Fotify's tag system lets you label guests (e.g., "Family", "VIP", "Work") and filter on them. Full details live in the Guest Tags article; here's how tags show up in the guest list.

The tag filter row

The filter bar includes a Tags row. It contains:

• A chip for every tag you've created (click to toggle it on/off as a filter)
• A dashed "+ New tag" chip that opens the tag manager so you can create one inline
• A "Manage tags" button on the right (rename colors, edit, or delete existing tags)
• When two or more tag chips are active, an Any / All segmented toggle controls whether the filter matches guests with any of the selected tags or all of them

When a tag filter is active, the guest list only shows matching guests. Click the same chip again to remove that one tag, or use Clear all to reset every filter at once. Tag filters stack with the status chips, search, and the More filters dimensions.

Tagging guests inline

On any guest row (desktop table or mobile card), click the + Add tag button in the Tags column. A dropdown appears with every tag for the event; click to toggle, then Save. Existing tags on the guest show as colored chips next to the button.

Bulk-tagging selected guests

To tag (or untag) many guests at once:

1. Select guests using the checkboxes on the left of each row
2. In the selection toolbar that appears, click "Apply tags"
3. Pick a mode — Add, Remove, or Replace
4. Tick the tags you want, then click the green Save button

• Add attaches the selected tags to every guest, on top of their existing ones
• Remove strips the selected tags from every guest
• Replace wipes their current tags and sets exactly the selected list

Tilføj gæster enkeltvis

Sådan tilføjer du én gæst:

1. Klik på knappen "Add Guest"
2. Udfyld gæsteoplysningerne:
   • Name - Gæstens fornavn (påkrævet)
   • Last Name - Gæstens efternavn
   • Email - E-mailadresse til digitale invitationer
   • Cellphone - Telefonnummer i internationalt format med + (f.eks. +14155551234)
   • Number of Guests - Hvor mange personer der er i deres gruppe (standard: 1)
   • SMS Language - Tilsidesæt standardsproget for denne gæsts SMS-beskeder
3. Klik på "Add Guest"

Telefonnummerformat

For at SMS- og WhatsApp-funktioner kan virke, skal telefonnumre være i internationalt E.164-format:

• Start med + efterfulgt af landekode
• Ingen mellemrum, bindestreger eller parenteser
• Eksempler: +14155551234 (US), +34612345678 (Spain), +4915112345678 (Germany)

Import af flere gæster (CSV-upload)

Til store gæstelister kan du importere dem alle på én gang ved hjælp af en CSV-fil.

Sådan importerer du

1. Klik på "Upload Guest List"
2. Forbered din CSV-fil i det krævede format (se nedenfor)
3. Træk og slip din fil, eller klik for at vælge den
4. Klik på "Upload Guest List"

CSV-format

Din CSV-fil skal indeholde disse kolonner:

Kolonne	Påkrævet	Beskrivelse
Name	Ja	Gæstens fornavn
LastName	Nej	Gæstens efternavn (kan være tomt)
Email	Nej	E-mailadresse (kan være tom)
Phone	Nej	Telefon i E.164-format med + og landekode
Guests	Nej	Antal gæster i selskabet (standard: 1)
Locale	Nej	Sprogkode til SMS og e-mail (en, es, fr, de, it, pt osv.). SmsLocale og MessagingLocale accepteres stadig af hensyn til bagudkompatibilitet
Tags	Nej	Tagnavne, der skal anvendes på denne gæst, adskilt med | (pipe). Manglende tags oprettes automatisk
DisplayAlias	Nej	Vist navn, der bruges i beskeder i stedet for Name + LastName (f.eks. "Adam & Susan", "The Smith Family"). Nyttigt til par, familier og grupper
IsPlural	Nej	Sæt til true (eller yes / 1), når invitationen er til flere personer, så beskeder bruger flertalsform i understøttede sprog (svensk, spansk, fransk, italiensk, portugisisk, hollandsk, polsk, arabisk, hebraisk, dansk). Standard er false

Eksempel på CSV

Name,LastName,Email,Phone,Guests,Locale,Tags,DisplayAlias,IsPlural
John,Doe,john@example.com,+14155551234,2,en,Family|VIP,,
Adam,Smith,adam@example.com,+34612345678,2,sv,Family,Adam & Susan,true
Maria,Garcia,maria@example.com,+34612345678,3,es,Family,The Garcia Family,true
Hans,Mueller,,+4915112345678,1,de,Colleagues,,
Yuki,Tanaka,yuki@example.com,,2,ja,,,
Erik,Andersson,erik@example.com,+46701234567,2,sv,Family,,

Tips til CSV-import

• Klik på "Download Example" for at hente en skabelonfil
• E-mail og telefon er valgfrie – lad dem stå tomme, hvis de ikke er tilgængelige
• Understøttede beskedsprog: en, es, fr, de, it, pt, nl, pl, ru, tr, ar, he, hi, ja, ko, zh, da, sv
• Hvis Locale er tom, modtager gæsten SMS og e-mail på dit events standardsprog
• Tags-kolonnen: adskil flere tags med | (f.eks. Family|VIP). Ethvert tagnavn, der ikke allerede findes for eventet, oprettes automatisk med en standardfarve — du kan ændre farven senere i Manage tags
• DisplayAlias: når det er angivet, bruges dette navn i SMS, e-mails og på RSVP-siden (erstatter også {{FIRSTNAME}}, {{LASTNAME}} og {{FULLNAME}} i tilpassede beskedskabeloner). Lad feltet være tomt for at bruge den normale Name + LastName
• IsPlural: betyder kun noget i sprog, der skelner mellem ental/flertal i 2. person — f.eks. svensk "du är inbjuden" (ental) bliver til "ni är inbjudna" (flertal). For engelsk, tysk, russisk og andre sprog uden den skelnen ignoreres feltet

Guest Action Buttons

Each guest row has action buttons for quick management:

Icon	Action	Description
Pencil	Edit	Modify guest details (name, email, phone, guests, status)
Eye	View	See all guest information without making changes
Copy	Copy Message	Copy the personalized invitation message (guest's name + unique RSVP link, from your template)
Link	Copy Invite Link	Copy just the guest's RSVP link — no message text — ready to paste anywhere
Envelope	Email	Open email client with pre-filled invitation (if email provided)
WhatsApp	WhatsApp	Open WhatsApp Web with pre-filled message (if phone provided)
People	Manage Names	Add or edit plus-one names (shown when Guest Names or Table Management is on)
Trash	Delete	Remove guest from list (requires confirmation)

Copy Message vs. Copy Invite Link: Copy gives you the full personalized message (greeting + link + any template text), ideal for pasting into a chat. The Link icon copies only the bare URL, perfect for a calendar invite, an Instagram story, or anywhere a full message would be too much.

Mobile View

On mobile devices, action buttons are accessible through a menu (three dots) at the bottom right of each guest card.

Sending Invitations to Guests

After adding guests, you need to send them their personalized RSVP links.

Option 1: Copy and Paste

1. Click the Copy icon for a guest
2. The personalized message (with their name and unique link) is copied
3. Paste into email, text message, or messaging app of your choice

Option 1b: Copy Just the Link

1. Click the Link icon for a guest
2. Only the bare RSVP link is copied — no message text
3. Paste it into a calendar invite, an Instagram story, a group chat, or anywhere a full message would be overkill

Option 2: WhatsApp Direct

1. Click the WhatsApp icon (only visible for guests with phone numbers)
2. WhatsApp Web opens with a pre-filled invitation message
3. Send the message directly

WhatsApp Tracking

• Guests you've messaged on WhatsApp will have a subtle green background
• This helps you track who has received their invitation
• Use "Reset All Sent" to clear this tracking history and start fresh

Eksport af din gæsteliste

Klik på "Download" i værktøjslinjen på fanen Gæster, og vælg et format: Excel (.xlsx) til sortering og redigering, CSV (.csv) til import i andre værktøjer, eller PDF (.pdf) til et printklart dokument.

Eksporter respekterer dine aktive filtre og sorteringsrækkefølge. Det, gæstetabellen viser lige nu, er præcis det, der havner i filen — samme rækker, samme rækkefølge — så du kan downloade netop Accepterede VIP'er eller Selvregistrerede gæster uden telefonnummer. Vil du have hele listen? Klik på Clear all først.

Filer navngives efter dit event og eksportdatoen (f.eks. my-wedding-guests-2026-07-09.xlsx), så flere downloads aldrig overskriver hinanden.

Download som Excel (anbefales til regneark)

1. Klik på "Download" → Excel (.xlsx)
2. Arket Guests indeholder alle gæsteoplysninger, svar, hvert brugerdefineret felt fra din tilmeldingsformular (f.eks. rolle, organisation, kostbehov) som sin egen kolonne samt en Tags-kolonne — med overskriftsrækken fastgjort og kolonnefiltre allerede aktiveret, så du straks kan sortere og opdele efter ethvert kriterie
3. Et andet ark, Summary, viser dine svarstatistikker på et øjeblik: samlede invitationer, accepteret, afvist, ikke besvaret, deltog og bekræftet gæsteantal
4. Åbner korrekt i Excel, Google Sheets og Numbers uanset din computers regionale indstillinger

Download som CSV

1. Klik på "Download" → CSV (.csv)
2. Filen indeholder alle gæsteoplysninger, svar, brugerdefinerede feltværdier og en Tags-kolonne (tagnavne adskilt med lodrette streger — samme format som accepteres ved import, så data kan gå frem og tilbage uden problemer)
3. Når Collect Guest Names er aktiveret, får CSV-filen også en Plus Ones-kolonne lige efter Guests — hver ikke-hovedgæst adskilt med lodrette streger (f.eks. John Doe | Jane Doe | Kid Smith). Kolonnen udelades, når navneindsamling er slået fra, så CSV-formatet forbliver forudsigeligt for events, der ikke bruger funktionen. Den samme kolonne findes også i Excel-eksporten
4. Hvis CSV-filen åbner med alt i én kolonne i Excel, skal du bruge Excel (.xlsx)-formatet i stedet — det påvirkes ikke af regionale listeseparator-indstillinger

Download som PDF

1. Klik på "Download" → PDF (.pdf)
2. Der genereres en formateret PDF med dit eventnavn, dato og en oversigt over svarstatistikker
3. PDF'en indeholder alle gæstedetaljer i et pænt tabellayout, med en Tags-kolonne, der viser hver gæsts tagnavne som kommaseparet tekst

Bemærk: brugerdefinerede tilmeldingsfelter (f.eks. rolle, organisation) er ikke inkluderet i PDF'ens faste layout — download Excel- eller CSV-formatet, når du har brug for disse kolonner.

Når Collect Guest Names er aktiveret, inkluderer PDF'en også:

• Indrykkede underrækker for hver plus-one-gæst under hovedinvitationen, med angivelse af deres individuelle navn

Når Table Management også er aktiveret, viser hver underrække derudover den pågældende persons tildelte bord i en ny Table-kolonne.

Dette gør PDF'en ideel til:

• At printe en gæsteliste til stedet eller dørpersonalet
• At dele med leverandører (cateringfirmaer, eventplanlæggere), der ikke bruger regneark
• At have en fysisk backup til eventet
• At tjekke bordtildelinger med et øjeblik

Managing Guest Responses

Editing a Response

If a guest contacts you to change their RSVP:

1. Click the Edit (pencil) icon for that guest
2. Update their status (Accepted, Declined)
3. Adjust the number of confirmed guests if needed
4. Save changes

Viewing Response Details

Click the View (eye) icon to see:

• Full guest information
• Their RSVP response
• Any comments they submitted
• Custom field responses

Deleting Guests

To remove a guest:

1. Click the Delete (trash) icon
2. Confirm the deletion

To delete multiple guests:

• Select guests using the checkboxes
• Click "Delete all (X)" to remove selected guests

Acting on a filtered list across pages? When more guests match your filters than fit on the current page, the selection toolbar shows a "Select all N matching" button. It selects every matching guest across all pages, so bulk Apply tags or delete acts on the whole filtered set, not just the page you can see.

Tips til administration af gæstelisten

Før dit event

• Tilføj alle gæster, før du sender invitationer
• Dobbelttjek at telefonnumre er i internationalt format
• Brug CSV-import til store lister for at spare tid
• Indstil passende SMS-sprog for internationale gæster

Følg svar

• Tjek filteret Not Answered regelmæssigt for at følge op
• Brug WhatsApp-sporing til at se, hvem der har modtaget invitationer
• Eksportér listen med jævne mellemrum for at følge udviklingen

Følg op

• For gæster, der ikke har svaret, kan du bruge Copy- eller WhatsApp-knapperne til at sende påmindelser
• Overvej at bruge SMS-funktionen til masse-påmindelser

Frequently Asked Questions

Q: Is there a limit to how many guests I can add? A: Guest limits depend on your Fotify plan. Check your plan details for specific limits.

Q: Can I add guests after sending invitations? A: Yes! You can add new guests at any time. Just remember to send them their invitation link.

Q: What happens if I delete a guest who already responded? A: Their response is permanently removed. If they try to use their old RSVP link, it will no longer work.

Q: Can I change a guest's RSVP status manually? A: Yes, use the Edit button to manually update any guest's status, such as when they call to confirm instead of using the online form.

Q: Why can't I see the WhatsApp button for some guests? A: The WhatsApp button only appears for guests who have a phone number saved. Add their phone number to enable this feature.

Q: What's the difference between "Guests" and "Confirmed" columns? A: "Guests" is how many people you invited in that party. "Confirmed" is how many the guest said are actually attending when they responded.

Q: Can I import guests from Google Contacts or another app? A: Export your contacts as a CSV file from your contact app, then format it to match Fotify's CSV requirements and import it.

Q: What's the difference between the CSV and PDF export? A: CSV is best for spreadsheet work — editing, filtering, and importing into other tools. PDF is a formatted, printable document with your event header and summary stats, ideal for sharing with vendors or printing for door staff at the event.

Q: Does the PDF include table assignments and plus-one names? A: Plus-one names appear as indented sub-rows beneath the main invitation whenever Collect Guest Names is enabled. When Table Management is also on, the PDF adds a Table column showing each person's individual seat assignment.

Q: Can I search by a plus-one's name? A: Yes — when Collect Guest Names is on, the search bar matches plus-one names too. The matching invitation auto-expands so you can see which party member matched, with that name highlighted. This is handy when a guest contacts you and you only remember the name of who's coming with them, not the main invitee.

Q: Does the CSV export include plus-one names? A: When Collect Guest Names is enabled, the CSV adds a Plus Ones column right after Guests, listing each non-main party member pipe-separated. When name capture is off, the column is omitted so the CSV shape stays consistent.

Q: How do I know which guests I've already sent invitations to? A: Guests contacted via WhatsApp show a green background. For other methods, consider using the SMS Language or a notes system to track.

Q: Can guests RSVP without being added to the list first? A: For personalized invitations, guests must be added to your list first to receive their unique RSVP link. However, if you enable the Registration Form feature, guests can self-register using a public link - they'll be automatically added to your guest list when they complete the form.

Q: What happens if I upload a CSV with duplicate guests? A: The system will notify you of duplicates. You can choose to skip them or update existing entries.

Q: Can I import guests with tags already applied? A: Yes. Add a Tags column to your CSV with pipe-separated tag names (e.g., Family|VIP). Any tag that doesn't already exist for the event is created automatically with a default color. Full workflow: see the Guest Tags article.

Q: Are tags included when I export guests? A: Yes — both the CSV export (pipe-separated names) and the PDF export (comma-separated list in a Tags column) include every tag applied to the guest. You can re-import the CSV to restore tags.

Q: How do I tag many guests at once? A: Use the checkboxes to select the guests you want, then click "Apply tags" in the selection toolbar. You can Add, Remove, or Replace tags across all selected guests in one click.

Q: Can I filter by more than one status at once? A: Yes. The status filter is multi-select — click as many chips as you want. For example, select Accepted + Attended to see everyone who's coming, or Not Answered + Declined to see everyone still to chase. Status combines with tags, search, and the More filters dimensions.

Q: How do I copy just a guest's link without the whole message? A: Click the Link icon in the Actions column. It copies only the bare RSVP URL — no greeting or template text — so you can paste it into a calendar invite, story, or chat. The regular Copy icon still copies the full personalized message.

Q: Can I filter by whether a guest has an email or phone? A: Yes. Open More filters and toggle Has email or Has phone. This is handy right before an email or WhatsApp send, so you only look at guests you can actually reach.

Q: Can I tell self-registered guests apart from ones I added? A: Yes. In More filters, set Source to Self-registered (signed up through a registration link) or Added by me.

Q: Does the CSV/PDF export only include the guests I've filtered to? A: Yes — exports respect your active filters, so the file contains exactly what the list is showing. Click Clear all first if you want to export everyone.