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How to Manage Large Guest Lists in zkipster
How to Manage Large Guest Lists in zkipster

Recommendations and best practice for managing large guest lists within zkipster

Olivia Robinson avatar
Written by Olivia Robinson
Updated this week

Please note that we have a cap of 10,000 guests per event as this is the limit we can guarantee flawless performance and a quality experience of zkipster. This limit applies to Main Guests only and is the total across any guest lists inside one event (not including +1s). Adding your guests to various sessions will count towards the 10k guest limit for guaranteed best performance on the app.


Recommendations for Events with 2,000+ Guests 

We recommend following the steps below if you have more than 2,000 guests:

  1. Split your guests into separate, smaller guest lists (for example alphabetically, i.e. 'Guests A-M', 'Guests N-P', etc).  

  2. Import your lists into zkipster one at a time. 

Please Note: After importing your first guest list into zkipster via the browser, wait for it to sync on all devices on the app before proceeding to import the second guest list, and the third, and so on.

Additionally, beware of the following:

Use as few Custom Fields as Possible 

Using 3 or more custom guest fields containing excessive data would require more processing memory and more time to load on the app. We recommend limiting the number of required fields for your guest check-in on event day to the essentials: First Name, Last Name, +1 Guest Details, Organization, etc. 

Avoid Duplicating Guest Entries 

zkipster does not automatically de-duplicate your guests but treats each guest as a new entry. 

Test your Devices in Advance

Test device performance well before your event and also make sure that you have the latest app version installed as newer devices tend to perform better with larger guest lists. Please see our device recommendations here.

Please Note: If you are planning on using zkipster generated QR codes for your guest check-in via the Invitations feature, please make sure to import your guests into the correct event (if splitting your guest list out into several different events) from the very start before sending out your invitation emails, as the zkipster QR code values cannot be transferred across events. 


Asynchronous Guest List Uploader

zkipster uses an asynchronous guest list importer for large guest list uploads, which gets triggered at the 2,000 guests mark for a more stable import and better user experience.

When a list with 2,000+ guest 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 of the success or failure of the upload. If successful, all imported guests will automatically appear inside your guest list.


Additional Recommendations for a Seamless Check-In Process

In line with our best practice rules and performance recommendations, always make sure you:

  • Check that your device's operating system is up to date 

  • Ensure your zkipster app is of the latest version 

  • Startup your app and load your guest list(s) ahead of your event 

  • Make sure you have a stable Internet connection

  • Do not connect too many devices to the same WiFi network (Setting up WiFi hotspots is a good way to combat this - typically 2-3 devices per hotspot)

  • Avoid too many shared printers

Pro Tip: If the app processing is still slow during guest check-in despite following the above recommendations, you can switch to the Offline Mode. Your guest registrations will then be saved locally on each device. For more information on how to operate in Offline Mode, please refer to this article.


For questions and support, reach out via chat.

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