There are two ways to import guests into zkipster:
- Importing via XLSX or CSV file
- Manually adding a guest
This article will cover on how to import a spreadsheet file (XLSX or CSV format) into zkipster.
Watch our tutorial video for a quick overview:
Find the step-by-step information in the sections below.
Important Information Before Uploading
Before importing your excel document into zkipster, we recommend checking out this article on Tips and FAQs on how to format your spreadsheet and errors to avoid when setting up your guest list file.
To download the example template file, click 'Download Template File' located at the bottom of the 'Import From File' page in zkipster.
Please note: When downloading the template file, it will show all the default and custom fields of the specific event you are currently working on inside of zkipster. This also means that the fields displayed on the template will change depending on which event plan you purchased, and which features you have switched on.
(For example: Professional Events with the Seating feature enabled will have Table Label and Seat Label columns show up on the template file, etc.)
Uploading a Spreadsheet File into zkipster
1. Click on the orange 'Add Guest List' button (located on the upper right corner)
2. Name the Guest List and click 'Add'
Please note: You are able to have multiple guest lists within the same event. Make sure to give each one a clear naming convention to keep your different lists organized.
3. Inside your Guest List, Click on 'Add Guests'
4. Select 'Import from File'
5. Confirm your Guest List Selection and click 'Next'
6. Select your XLSX or CSV file (or drag and drop it straight into the box)
Next, you will be prompted with a Matching Screen where you will match your file's spreadsheet columns to the guest fields in zkipster.
The Matching Screen
Matching Guest Fields Automatically
Any default fields and additional custom fields that have already been set up on your zkipster event or account ahead of time will automatically appear as 'Matched' (for example: First Name, Last Name, etc.) as long as you have followed the exact guest field naming convention on the columns of your spreadsheet, as pointed out in this article.
Matching Guest Fields Manually
You are able to manually match any of the remaining unmatched fields via the dropdown menu on the right. You can also create new custom fields straight from the dropdown menu for any fields that are specific to your event. This article explains how to create custom fields in zkipster in more detail.
A green check mark will indicate that the fields have been matched. You are also able to 'Skip a Column' via the dropdown menu if you decide that you don't want to upload this specific information after all.
Click 'Continue' once all fields had been matched and the green check mark has appeared next to them:
Pro Tip: Familiarize yourself with zkipster's default fields ahead of time in the 'Guest Fields' tab located on the left-hand menu. Follow the same naming convention with the columns of your spreadsheet in order to speed up your guest list upload process.
Assigning Guest Status (When Using the Invitations Feature)
If you are using zkipster's Invitations feature, a pop-up window will prompt you to assign a Guest Status to all guests who have not been assigned one on your spreadsheet. The pop-up window will ask you to assign your guests either as 'Confirmed' or 'Unconfirmed' status:
- Unconfirmed - Allows you to track guest attendance when planning on sending
online invitations with zkipster
- Confirmed - Guests who have already confirmed their attendance to you outside of zkipster
Please note: By making your selection via the pop-up window, the system will automatically apply the chosen status (i.e. Confirmed or Unconfirmed) to ALL guests on your guest list. If you already know the Guest Status of all or some of your guests prior to importing your list, it is recommended that you indicate this on your spreadsheet accordingly with an additional 'Guest Status' column. Assign each individual guest one of the following statuses:
You can see an overview of the number of Total Guests, Unconfirmed, Confirmed and Declined guests on the main page of the 'Guests' section on your browser.
Asynchronous Guest List Uploader
zkipster uses an asynchronous guest list importer for large guest list uploads, which gets triggered at the 2000 guests mark for a more stable import and better user experience.
When a list with 2000+ names gets uploaded, the system will internally break it down into smaller chunks, add it to a queue and import each bit one after the other. A pop-up notifies you when an asynchronous import is underway and informs you about the progress:
You would additionally be able to follow the progress of the import via the 'View Progress' button in the notification alert bar at top of your screen:
Once an asynchronous import is underway, another file import cannot be initiated until it has been completed. However you would be able to still add guests individually.
zkipster will notify you via email if successful or failed to upload. If successful, all imported guests will automatically appear inside your guest list.
Please note: As a general guideline, we do not recommend exceeding the threshold of 5000 guests within one single event. For guest lists with 2000+ guests, please refer to this article here for best practices and tips.