Add or import event guests

Adding guests to an event can be done manually one by one, by importing from Excel, CSV, or text files, or by copying and pasting text.

To add guests, you need the Add guests permission. Learn more about Permissions.

For collecting RSVPs, use Invitations. You can also add guests by linking Passes.

After adding guests, you can quickly send confirmations using Guest confirmations.

Steps to add guests

1. Go to Events (main menu) > your event > Guests
2. Select Add guests (below the list, or ➕ button on mobile)
3. Select your preferred method using the tabs

Single tab: Adding one guest at a time

Add individual guests using the form:

• First & last name (required)
• Guest list - select existing or add new
• Total guests - number of guests for this name (defaults to 1)
• Free guests - number of free guests included in total (defaults to 0), shown when Track free guests is on (see below) or the name already has free guests
• Custom fields - add or fill in any custom fields

Example: For John Smith and two friends, where John enters free but his friends pay, enter Total guests: 3, Free guests: 1.

Select Add when complete.

Import tab: Importing from files

1. Select your Excel, CSV, or text file
2. The importer shows your data and asks which columns to import
3. Map columns to predefined fields (name, total guests, guest list, email, etc.)
4. Select "Custom field" for data that doesn't match a predefined field, or "Skip" for unwanted columns
5. For Excel files, use one sheet per file with column titles in the first row, and keep Row 1 is title selected
6. Optionally, select Correct name case to fix names written in capitals or lowercase, and All guests free to add every guest as a free guest (when Track free guests is on, see below)
7. Select Import

Text tab: Copy and paste

Paste names directly from emails, WhatsApp messages, or other text sources:

1. Select the guest list
2. Paste or write names, one per line
3. Select Import
4. Check the guests in the importer and then select Import again

Steps to extract guests with AI

NoteAI guest import: available on the Lite, Starter, and Professional plans.

When the text isn't one name per line, such as an email or a chat conversation, let AI find the guests in it:

1. Select the guest list
2. Paste the text and select Extract with AI
3. Select Extract
4. Check the guests AI found. The text each guest came from is highlighted. Correct a value directly in the list, or select Looks wrong and then Try again, Edit input or Discard
5. Select Looks right, import

Text format examples

One name per line:

John Smith +2

Free guests in parentheses (when Track free guests is on, see below):

Katy Perry +1 (2)
Hugo Smith (free)

Note after a colon:

Jon Snow +2 : King of the north

Email after the name:

John Smith john@attendium.com

Duplicates

The importer checks for duplicates within the import and against the guests already in the event, and asks what to do before anything is added. For names that appear more than once in the import, select Keep last one of each or Keep all. For names that already exist in the event, choose for each one whether to add it anyway, skip it or replace the existing guest, or select Skip all.

Track free guests

Free guests enter free while others under the same name pay, for example at the door. To show the free guest fields, go to Settings (main menu) > Account, select Track free guests and then Save. To change the setting, you need the Admin permission on the account. Learn more about Permissions. When Track free guests is off, an event's free guest fields and hints, including the free guest options on the Text and Import tabs, only show where free guests already exist.