How to Manage Your Guest List
The Guests tab in your RSVP dashboard is where you add, manage, and track all your event attendees. Whether you're adding guests one by one or importing hundreds from a spreadsheet, Fotify makes it easy to keep your guest list organized.
Accessing the Guest List
- Go to your event dashboard at dashboard.fotify.app
- Select your event and click "RSVP" in the sidebar
- Click the "Guests" tab
If you haven't created an RSVP invitation yet, see How to Create Your RSVP Invitation first.
You'll see your complete guest list with response statuses and action buttons.
Understanding the Guest List
Status Filters
Filter your guests by response status using the tabs at the top:
| Filter | Description |
|---|---|
| All | Every guest on your list |
| 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) |
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)
- Actions - Quick action buttons
Sorting and Searching
- Search - Use the search bar to find guests by name or email
- Sort - Click any column header to sort the list (e.g., by name, status)
Adding Guests Individually
To add a single guest:
- Click the "Add Guest" button
- Fill in the guest details:
- Name - Guest's first name (required)
- Last Name - Guest's last name
- Email - Email address for digital invitations
- Cellphone - Phone number in international format with + (e.g., +14155551234)
- Number of Guests - How many people in their party (default: 1)
- SMS Language - Override the default language for this guest's SMS messages
- Click "Add Guest"
Phone Number Format
For SMS and WhatsApp features to work, phone numbers must be in international E.164 format:
- Start with + followed by country code
- No spaces, dashes, or parentheses
- Examples: +14155551234 (US), +34612345678 (Spain), +4915112345678 (Germany)
Importing Multiple Guests (CSV Upload)
For large guest lists, import them all at once using a CSV file.
How to Import
- Click "Upload Guest List"
- Prepare your CSV file with the required format (see below)
- Drag and drop your file, or click to select it
- Click "Upload Guest List"
CSV Format
Your CSV file must include these columns:
| Column | Required | Description |
|---|---|---|
| Name | Yes | Guest's first name |
| LastName | No | Guest's last name (can be empty) |
| No | Email address (can be empty) | |
| Phone | No | Phone in E.164 format with + and country code |
| Guests | No | Number of guests in party (default: 1) |
| SmsLocale | No | Language code for SMS (en, es, fr, de, it, pt, etc.) |
Example CSV
Name,LastName,Email,Phone,Guests,SmsLocale
John,Doe,john@example.com,+14155551234,2,en
Maria,Garcia,maria@example.com,+34612345678,3,es
Hans,Mueller,,+4915112345678,1,de
Yuki,Tanaka,yuki@example.com,,2,ja
Ahmed,Hassan,ahmed@example.com,+201234567890,4,ar
Tips for CSV Import
- Click "Download Example" to get a template file
- Email and phone are optional - leave empty if not available
- Supported SMS languages: en, es, fr, de, it, pt, nl, pl, ru, tr, ar, he, hi, ja, ko, zh, da
- If SmsLocale is empty, the guest receives SMS in your default event language
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 personalized invitation with guest's name and unique RSVP link |
| Envelope | Open email client with pre-filled invitation (if email provided) | |
| Open WhatsApp Web with pre-filled message (if phone provided) | ||
| Trash | Delete | Remove guest from list (requires confirmation) |
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
- Click the Copy icon for a guest
- The personalized message (with their name and unique link) is copied
- Paste into email, text message, or messaging app of your choice
Option 2: WhatsApp Direct
- Click the WhatsApp icon (only visible for guests with phone numbers)
- WhatsApp Web opens with a pre-filled invitation message
- 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
Exporting Your Guest List
Download your complete guest list as a CSV file:
- Click "Download CSV" in the top right
- The file includes all guest information and their responses
- Open in Excel, Google Sheets, or any spreadsheet application
This is useful for:
- Creating seating charts
- Sharing the list with vendors (caterers, venue)
- Backing up your guest data
- Analyzing response rates
Managing Guest Responses
Editing a Response
If a guest contacts you to change their RSVP:
- Click the Edit (pencil) icon for that guest
- Update their status (Accepted, Declined)
- Adjust the number of confirmed guests if needed
- 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:
- Click the Delete (trash) icon
- Confirm the deletion
To delete multiple guests:
- Select guests using the checkboxes
- Click "Delete all (X)" to remove selected guests
Tips for Guest List Management
Before Your Event
- Add all guests before sending invitations
- Double-check phone numbers are in international format
- Use CSV import for large lists to save time
- Set appropriate SMS language for international guests
Tracking Responses
- Check the Not Answered filter regularly to follow up
- Use WhatsApp tracking to see who received invitations
- Export the list periodically to track progress
Following Up
- For guests who haven't responded, use the Copy or WhatsApp buttons to send reminders
- Consider using the SMS feature for bulk reminders
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: 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.
Was this article helpful?