There are two ways to import guests into zkipster:
- Importing via a CSV or XLSX file
- Manually adding a guest
This article will cover how to import a spreadsheet file (XLSX or CSV format) into zkipster.
Watch our tutorial video for a quick overview:
Find 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 an example template file, click 'Download Template File' located at the bottom of the 'Import From File' page in zkipster. A generic example template is also attached at the bottom of this article for use if needed, and visual instructions can be found in the short clips below.
Please note: Keep in mind that if you download the template file from within your own zkipster account, it will show all of the default and custom fields of the specific event you are currently working in. 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.
Uploading a Spreadsheet File into zkipster
1. Click on the orange 'Add Guest List' button located in the upper right corner of your screen
2. Name the Guest List and click 'Add'
- Please note: You are able to have multiple guest lists in zkipster. Make sure to give each one a clear naming convention, which will help to keep your different lists organized.
3. Inside your Guest List, Click on 'Add Guests'
4. Select 'Import from File' from the dropdown
5. Browse and select your CSV or XLSX file (or drag and drop it straight into the box)
Matching your Spreadsheet Columns to zkipster's Guest Fields
Next, you will be prompted with a Matching Screen where you will be to match your file's spreadsheet columns to the guest fields in zkipster.
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 on the right. You can also create new custom fields straight from within 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 if you decide that you don't want to upload this specific information after all.
Click 'Continue' once all fields have been matched and appear with the green check mark next to them.
Pro Tip: Familiarize yourself with zkipster's default fields ahead of time in the 'Guest Fields' tab located in the left-hand menu. Follow the same naming convention on 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 of your guests (if you have not already done so on your spreadsheet). The pop-up will ask you to assign your guests either a '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
Please note: By making your selection via the pop-up, 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. Give each individual guest one of the following statuses on your file and the system will recognize and assign the status information for each guest accordingly:
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.