Adding Guests Into the Guest Manager & Managing Guest List Details
Christina Farrow avatar
Written by Christina Farrow
Updated over a week ago

There are two ways that you can add guests to your guest manager: either manually, or by uploading your guest list with our guest list templates. In this article, we'll go over manually adding your guest list into the guest manager.  

Setting Up Your Guest Manager

Before adding your guests into the guest manager, take a few minutes to be sure that you're guest manager is properly set up for your specific needs.  

Step 1:  Set Up All The Events You'll Need to Track The Guest List For

While we'll pre-populate events like the wedding (ceremony+reception), brunch, rehearsal dinner and engagement party, if there are other events that you'd like to track a guest list for, you'll want to add these events in now.   

Learn how to add new events to your guest manager here.

Step 2:  If You Need To Track Meal Selections, Add In Your Meal Options.

Will you be serving a plated meal and offering guests a few entrees to choose from? You'll want to add meal options to the guest manager so that you can easily track each guest's meal selection. Don't know your meal options just yet?  Totally fine, you can add them in at anytime.

Learn how to add meal options here.

Adding Guests Into the Guest Manager

Now that your guest manager is all set up, let's dive into adding in your guests.

Step 1:  Add Guests To Determine Your Guest Count

To add guests directly into Aisle Planner, head on over to your Guests tab and click on the gold Add Guest button that you see towards the top left of your screen. 

Enter in the names of the primary guests, as well as the number of children (or additional guests) in this guest party. This will give us a head count for each family invited. 

To help you keep your guest list organized, we also recommend assigning each guest party (or family) to a guest group.  While we pre-populate a few options (Family of the Bride, Family of the Groom, Friends of the Bride, Friends of the Groom) you can add or customize your guest list groups as needed.  

Learn how to add custom guest groups here.

The idea here is to JUST get a good head count of how many guests are on your guest list, and then return to the guest manager later to add in additional information such as mailing addresses, email addresses, whether they're from out of town (OOT), or whether they're invited to other wedding-related events (to name a few other thing that can be tracked in Aisle Planner's guest manager)

Step 2: Determine Your Guest Count

Now that you've added in all of your guests into the system, let's determine how many guests are you on your guest list. Click on the Event Info & Options button.

From this menu, you'll see the total number of guests that you've added into the guest list, including all guests that are on the A list (these are the guests you're definitely going to invite) AS WELL AS all guests that are on waitlist B or C. 

To determine the total number of guests that are currently on the A list (those that you're definitely inviting), take the total "Considering" and subtract any counts shown on the waitlist, just below. 

Step 3:  Adjust the Guest List As Needed

Now that you've determined how many guests you'll be inviting, If you need to adjust your guest list for whatever reason, whether you need to pair down your guest list, you can either delete guests from the guest manager OR move them to a waitlist. 

Step 4: Add in Each Guest Party's Address Book & Additional Information

Once your guest list is good to go, it's time to start adding in any remaining information that you'd like to track. The easiest way to add in information is to click into each guest party's RSVP ID to open up their guest record. 

Here you can double check the names of primary guests, add titles, add in names for any children OR add place holders for any additional guests, even if you don't have their names - these place holders are critical for an accurate guest count. 

You can track each guest's role, which will help us automatically pull together a downloadable VIP list for you, AND help you seat guests when it comes to assigning seats at tables down the road.

Scroll down to the Contact Information section and you can include an address, email address and phone number, edit or assign a guest group and track things like whether they're from out of town, if you've received a gift from them, and if you got your thank you note sent. If you plan on using the Guest Messaging feature, you will want to be sure to add the group's email address as well.

Back in list view, you can also add and view information here for each guest party.  Scroll to the right to view additional columns where you can type in more information, keeping in mind that if you're in the View by Guest Parties, you'll only see data fields that are associated with each Guest Party, such as the address, whether they're from out of town, and the email address and phone number for the point person in this guest party. 

To view and track information that's related to each GUEST, you have the option to view your guest list by Individual Guests. In this view, you'll be able to add in first names for any children attending or plus ones.  You'll also see columns to track things like Role, whether you'll need to accommodate for a wheel chair, or whether certain guests will need a high chair. There's even a place for general notes for each guest (such as the song they want to hear during the reception, or the gift they sent to you). AND if you're tracking meals for this event, once you've added meals to track, you'll also see the meal selections in this view. 

Already have a guest list started in excel or a spreadsheet? 

It may be faster to upload your guest list into Aisle Planner. Learn how to upload your guest list here.  

Adding Guests to an Event from the RSVP Summary Page

Learn how to add guests to an event from the RSVP Summary Page here and scroll to Option 2.

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