Så här hanterar du din gästlista

Fliken Guests i din RSVP-instrumentpanel är där du lägger till, hanterar och följer upp alla deltagare till ditt event. Oavsett om du lägger till gäster en och en eller importerar hundratals från ett kalkylblad gör Fotify det enkelt att hålla gästlistan organiserad.

Öppna gästlistan

Gå till din event-instrumentpanel på dashboard.fotify.app
Välj ditt event och klicka på "RSVP" i sidofältet
Klicka på fliken "Guests"

Om du inte har skapat en RSVP-inbjudan ännu, se först How to Create Your RSVP Invitation.

Du ser hela din gästlista med svarsstatusar och åtgärdsknappar.

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:

Select guests using the checkboxes on the left of each row
In the selection toolbar that appears, click "Apply tags"
Pick a mode — Add, Remove, or Replace
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

Lägga till gäster individuellt

Så här lägger du till en enskild gäst:

Klicka på knappen "Add Guest"
Fyll i gästuppgifterna:
- Name - Gästens förnamn (obligatoriskt)
- Last Name - Gästens efternamn
- Email - E-postadress för digitala inbjudningar
- Cellphone - Telefonnummer i internationellt format med + (t.ex. +14155551234)
- Number of Guests - Hur många personer som ingår i sällskapet (standard: 1)
- SMS Language - Åsidosätt standardspråket för den här gästens SMS-meddelanden
Klicka på "Add Guest"

Telefonnummerformat

För att SMS- och WhatsApp-funktionerna ska fungera måste telefonnummer vara i internationellt E.164-format:

Börja med + följt av landskod
Inga mellanslag, bindestreck eller parenteser
Exempel: +14155551234 (USA), +34612345678 (Spanien), +4915112345678 (Tyskland)

Importera flera gäster (CSV-uppladdning)

För stora gästlistor kan du importera alla på en gång med en CSV-fil.

Så här importerar du

Klicka på "Upload Guest List"
Förbered din CSV-fil i det format som krävs (se nedan)
Dra och släpp din fil, eller klicka för att välja den
Klicka på "Upload Guest List"

CSV-format

Din CSV-fil måste innehålla dessa kolumner:

Column	Required	Description
Name	Yes	Gästens förnamn
LastName	No	Gästens efternamn (kan lämnas tomt)
Email	No	E-postadress (kan lämnas tomt)
Phone	No	Telefonnummer i E.164-format med + och landskod
Guests	No	Antal gäster i sällskapet (standard: 1)
Locale	No	Språkkod för SMS och e-post (en, es, fr, de, it, pt, osv.). `SmsLocale` och `MessagingLocale` accepteras fortfarande för bakåtkompatibilitet
Tags	No	Taggnamn som ska appliceras på gästen, separerade med `\|` (pipe). Saknade taggar skapas automatiskt
DisplayAlias	No	Visningsnamn som används i meddelanden i stället för `Name + LastName` (t.ex. "Adam & Susan", "The Smith Family"). Praktiskt för par, familjer och grupper
IsPlural	No	Ange `true` (eller `yes` / `1`) när inbjudan gäller flera personer så att meddelanden använder pluralform i språk som stöder det (svenska, spanska, franska, italienska, portugisiska, nederländska, polska, arabiska, hebreiska, danska). Standard är `false`

Exempel 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 för CSV-import

Klicka på "Download Example" för att hämta en mallfil
E-post och telefon är valfria – lämna tomt om det inte finns
Meddelandespråk som stöds: en, es, fr, de, it, pt, nl, pl, ru, tr, ar, he, hi, ja, ko, zh, da, sv
Om Locale är tomt får gästen SMS och e-post på ditt evenemangs standardspråk
Kolumnen Tags: separera flera taggar med | (t.ex. Family|VIP). Alla taggnamn som inte redan finns för evenemanget skapas automatiskt med en standardfärg — du kan ändra färgen senare under Manage tags
DisplayAlias: om angivet används detta namn i SMS, e-post och på OSA-sidan (ersätter även {{FIRSTNAME}}, {{LASTNAME}} och {{FULLNAME}} i anpassade meddelandemallar). Lämna tomt för att använda vanliga Name + LastName
IsPlural: är bara relevant i språk som skiljer på singular/plural i andra person — till exempel svenska "du är inbjuden" (singular) blir "ni är inbjudna" (plural). För engelska, tyska, ryska och andra språk utan den skillnaden ignoreras fältet

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

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 1b: Copy Just the Link

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

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

Exportera din gästlista

Klicka på "Download" i verktygsfältet på fliken "Guests" och välj ett format: Excel (.xlsx) för sortering och redigering, CSV (.csv) för import till andra verktyg, eller PDF (.pdf) för ett utskriftsklart dokument.

Exporter respekterar dina aktiva filter och sorteringsordning. Det gästtabellen visar just nu är exakt det som hamnar i filen — samma rader, samma ordning — så du kan ladda ner bara Accepted VIPs eller Self-registered-gäster utan telefonnummer. Vill du ha hela listan? Klicka på Clear all först.

Filerna namnges efter ditt event och exportdatumet (t.ex. my-wedding-guests-2026-07-09.xlsx), så flera nedladdningar skriver aldrig över varandra.

Ladda ner som Excel (rekommenderas för kalkylblad)

Klicka på "Download" → Excel (.xlsx)
Bladet Guests innehåller all gästinformation, svar, varje anpassat fält från ditt registreringsformulär (t.ex. roll, organisation, kostbehov) som en egen kolumn, samt en Tags-kolumn — med rubrikraden fastlåst och kolumnfilter redan aktiverade, så du kan sortera och dela upp direkt efter valfritt kriterium
Ett andra blad, Summary, visar dina svarsstatistik på ett ögonblick: totalt antal inbjudningar, accepterade, avböjda, ej svarat, närvarade, samt antal bekräftade gäster
Öppnas korrekt i Excel, Google Sheets och Numbers oavsett datorns regioninställningar

Ladda ner som CSV

Klicka på "Download" → CSV (.csv)
Filen innehåller all gästinformation, svar, värden för anpassade fält samt en Tags-kolumn (taggnamn separerade med pipe — samma format som accepteras vid import, så du kan gå fram och tillbaka med datan)
När Collect Guest Names är aktiverat får CSV-filen även en Plus Ones-kolumn direkt efter Guests — varje plus en-gäst separerad med pipe (t.ex. John Doe | Jane Doe | Kid Smith). Kolumnen utelämnas när namninsamling är avstängd, så CSV-filens struktur förblir förutsägbar för event som inte använder funktionen. Samma kolumn finns även med i Excel-exporten
Om CSV-filen öppnas med allt i en enda kolumn i Excel, använd Excel (.xlsx)-formatet istället — det påverkas inte av regionala inställningar för listavgränsare

Ladda ner som PDF

Klicka på "Download" → PDF (.pdf)
En formaterad PDF skapas med ditt eventnamn, datum och en sammanfattning av svarsstatistiken
PDF-filen innehåller alla gästuppgifter i en ren tabellayout, med en Tags-kolumn som visar varje gästs taggnamn som kommaseparerad text

Obs: anpassade registreringsfält (t.ex. roll, organisation) ingår inte i PDF-filens fasta layout — ladda ner Excel- eller CSV-formatet när du behöver de kolumnerna.

När Collect Guest Names är aktiverat innehåller PDF-filen även:

Indragna underrader för varje plus en-gäst under huvudinbjudan, med respektive persons namn

När Table Management också är aktiverat visar varje underrad dessutom personens tilldelade bord i en ny Table-kolumn.

Det gör PDF-filen idealisk för att:

Skriva ut en gästlista till lokalen eller entrépersonalen
Dela med leverantörer (cateringfirmor, eventplanerare) som inte använder kalkylblad
Ha en fysisk backup på plats under eventet
Snabbt kolla bordsplaceringar

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

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 för hantering av gästlistan

Före ditt event

Lägg till alla gäster innan du skickar inbjudningar
Dubbelkolla att telefonnummer är i internationellt format
Använd CSV-import för stora listor för att spara tid
Ställ in lämpligt SMS-språk för internationella gäster

Följa upp svar

Kontrollera filtret Not Answered regelbundet för att följa upp
Använd WhatsApp-spårning för att se vem som har fått inbjudningar
Exportera listan med jämna mellanrum för att följa utvecklingen

Påminnelser

För gäster som inte har svarat, använd knapparna Copy eller WhatsApp för att skicka påminnelser
Överväg att använda SMS feature för masspåminnelser

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.