Q: Is there an excel template I can use as a guide to help format my file?
A: Yes. You can download our sample template from the Import Guest List page:
Q: Do I need to use all of the fields on the default template?
A: No. Any default fields not being used for the specific event does not need to be used or filled out with data. Set up the excel with only the fields needed for the event.
Q: How many guest lists can I add?
A: zkipster allows the user to add as many guest lists as needed and an unlimited amount of Main Guests. Please note we do not recommend adding over 10,000 Main Guests for any event in zkipster. For tips and best practices on how to import and manage large guest lists check the article here.
Q: Can I add guests on top of an existing list?
A: Yes. Adding additional guest names to your excel or manually adding guests to a list is possible at any time. Just click 'Add Guests' at the top right of the Guest's screen.
Q: Does zkipster deduplicate guest data?
A: No. Be sure to remove all duplicates before importing or adding them to an existing list.
If using multiple lists for different days or sessions, each guest will be treated as a unique guest entry and will appear as many times and in as many separate lists as you have included the guest on before importing into zkipster.
Here are the steps on how to deduplicate your guest data using Microsoft Excel:
- First, be sure to make a separate copy of your file in case you make any mistake
- Highlight/Select all the sections
- Click 'Data' from the menu bar then click 'Remove Duplicates' (uncheck the columns that you will not include) and hit 'OK'
Q: How do I account for multiple-day events or multiple sessions within an event?
A: For multiple-day events, use zkipster's sessions feature. You can create a session for each day of the event and register guests using zkipster's RSVP form. Learn how to create, register guests, and manage event sessions.
Q: I don't have the names of my guests, can I still upload a list?
A: Yes you can definitely still upload a guest list. zkipster needs to have something in the First Name or Last Name fields for the upload to be accepted but this can be anything. We suggest just putting the company name in the First Name & Last Name fields or simply an * will do the trick.
Q: How do I account for additional guests/+1s?
A: Account for any additional guests by adding a 'Total Guest' column to your excel file. The number value in that column corresponds to the Main Guest and any additional guests they can or will bring.
- 1 Total Guest = Main Guest only
- 2 Total Guest = Main Guest +1
- And so on from here.
Please Note: If only allowing for Main Guests and no additional guests, it is still a good idea to have the 'Total Guest' column and mark 1 for all of the guests. Otherwise, they may count as NO RSVP and create an inaccurate guest count.
When accounting for +1s and additional guests, we also recommend creating a custom field for 'Guest's Name'. This will enable your check-in team to search those additional guests by name on the day of the event.
This article will explain in more detail how this works.
Q: What if I forgot to assign a total guest value to my guests?
A: Once a guest list is uploaded and guest fields are matched, a prompt window will notify how many of your guests do not have a total guest value assigned. You will then have the option to choose the value for all unassigned guests from the drop-down menu.
Q: What guest status should I assign to my guests?
A: 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 as 'Confirmed' or 'Unconfirmed' status:
- Unconfirmed - This 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.