Guests and RSVPs

Manage the guest list, RSVPs, and seating for this event.

1. Open the event and go to the Guests tab. It opens on a hub: an index of everything guest-related, grouped into "Your guests", "Planning", and "On the day".
2. Pick "Guest list" for everyone invited, their replies, and their tables. Once you are inside a row, a strip across the top moves you between them without going back to the hub.
3. On the guest list, use "Add Guest" for one person or "Import from File" to bring in a spreadsheet, PDF, or photo of a list.
4. Search and filter the list, then tick guests to run bulk actions: group them, assign a table, send invites, mark attending, declined, or pending, waitlist, or delete.
5. Use "Share & Invite" to hand out the event link, its QR code, or an invitation, and "Message Guests" to email or text them.
6. The other hub rows are "Guest Notes" for what guests wrote when they replied, "RSVP" for plus-ones, capacity and reminders, "Seating and floor plan" for tables and the room layout, "Menu" for meal choices, "Check-in" for scanning guests in on the day, and "Seat finder" so guests can look up their own seat.
7. Rows you do not have access to are left out rather than greyed out, so a shorter hub means fewer permissions, not a missing feature.

You will need an event exists first.

Send a message to everyone, the hosts, the vendors, or one group.

Find it: Guests tab, the "Message Guests" button

You will need an event exists first.

Add people you have recorded before, or everyone from a past event, with their dietary and access needs.

1. Open the event and go to the Guests tab.
2. Click "Add Guest", then "From Contacts".
3. Search by name, or use the picker beside the search box to narrow the list to one of your past events.
4. Click each person you want. Anyone already on this guest list is marked "On the list" and cannot be added twice.
5. Click Add. What they cannot eat, what they need to get around, and whether they are an adult or a child come with them. Their reply, table and meal do not, because those belonged to the last event.

You will need an event exists first.

One link, one reply, and a separate yes or no for every day of the celebration.

1. A guest invited to more than one day gets ONE link, and it opens a card for each day they are invited to.
2. They choose a reply on each card, so they can accept some days and decline others in a single visit.
3. Days you set to collect no RSVPs are not shown to them at all. There is nothing to answer, and they are still expected.
4. A day whose replies you have closed is still shown, read-only, with the reason and whatever they had already answered. They are told to contact you directly.
5. After replying, each day they accepted offers its own link for that day's menu, seating and other details, because those stay per day.
6. Their replies land on each day's own guest list exactly as a single-event RSVP does, so seating, meals and check-in are unaffected.
7. The same link keeps working if they change their mind, for as long as that day is still taking replies.

You will need the event is part of a multi-day celebration first.

One switch that stops every automated message to your guest list for this event, and starts them again where they left off.

1. Open the event, go to Guests, then RSVP.
2. Find "Send messages to guests", just above the reminder list.
3. Turn it off. Every scheduled reminder, guest card and queued message for this event stops straight away.
4. Nothing is cancelled. Anything scheduled goes out when you turn it back on, so this is a pause and not a delete.
5. Replies to something a guest just did, like the confirmation after they RSVP, still send. So do messages to your vendors: this only covers your guest list.
6. It saves on the switch, and the line underneath tells you when you paused it.

You will need an event exists first.

Schedule when guests are nudged for a meal choice, and ask for a reply and a dish in the same message.

1. Open the event, go to Guests, then RSVP, and find Guest reminders.
2. Press "Add reminder", or the pencil on one you already have.
3. Set how many days before, then pick what it chases: a reply, a meal choice, or both.
4. "Chase both" sends one message to a guest who owes you a reply and a dish, rather than two.
5. A meal reminder needs no message from you. The wording is written for you, so the message box does not appear.
6. If you want the whole meal sequence at once, press "Add meal selection sequence": a week out, a few days later, and a nudge the day before.
7. You can have five reminders on an event. Nothing goes to your guests unless a reminder here says so.

You will need a menu exists and guests are asked to choose first.

Subscribe to a daily or weekly email summary of new RSVP responses for this event.

1. Open the event and go to the Guests tab.
2. Pick the RSVP row.
3. Under "Capacity and reminders", find "RSVP Response Digest" and choose a daily or weekly summary.
4. The summary lands in your inbox, so you do not have to check the guest list to know who replied.

You will need an event exists first.

Cap the total guests allowed in any single RSVP party.

1. Open the event and go to the Guests tab.
2. Pick the RSVP row.
3. Under "Party size", set "Max party size" to the total any one reply may bring. Leave it blank for no cap.
4. It saves as you change it.

You will need an event exists first.

Let guests add extra adults, and optionally children, to their RSVP.

1. Open the event and go to the Guests tab.
2. Pick the RSVP row.
3. Under "Party size", turn on "Allow plus-ones".
4. "Allow children" appears underneath once plus-ones are on. Turn it on to let guests bring kids too.
5. It saves as you change it.

You will need an event exists first.

Add a single guest to the event.

Find it: Guests tab, the "Add Guest" button (or "Add One" inside it)

You will need an event exists first.

Upload a guest list as a spreadsheet, PDF, or photo and we read it for you, including seating charts laid out table by table. Review what we found, then add them.

1. Open the event, go to the Guests tab, then pick "Guest list" from the hub.
2. Click "Add Guest", then pick "Import from File".
3. Drop your file on the box or click to browse. A spreadsheet, a PDF, or a photo of a printed list all work.
4. We read the file and show you what we found. Names and tables are editable right there, and any phone, email, group, type, or RSVP columns we picked up are shown alongside. A partner named in the same row comes in as their own guest, grouped with them.
5. A spreadsheet is quick. A PDF or a photo has to be read page by page, so it can take a few minutes on a big seating chart, and guests appear as we find them.
6. Fix anything that came through wrong and remove rows you do not want. A table label that does not exist yet is created for you, so watch for typos.
7. Click "Add" to bring them onto the guest list.

You will need an event exists first.

Send an email or text to your guests.

1. Open the event, go to the Guests tab, and click "Message Guests".
2. Choose who it goes to. The count underneath tells you how many are reachable on the channel you picked.
3. Click that count to see every recipient by name, with a masked email or phone number, and untick anyone who should not get this particular message.
4. Pick email, text, or both, then write your message. Merge tags drop in the guest name, event name, host name or date.
5. Send it. The first time you message guests on an event you are asked to confirm you may contact them; confirming sends the message.
6. To send later, schedule it instead. A scheduled message is re-checked against your guest list when it fires, so guests added in between are included if you said they should be.

You will need an event exists first.

Every send names the people it will reach, so you can check the list and leave someone out before it goes.

1. Start any send: an invitation, "Message Guests", a save the date, or guest cards.
2. Under the choice of who it goes to, a line reads how many people are reachable. Click it.
3. The list names every recipient, with a masked email or the last four digits of their number, so you can tell two guests apart and spot a wrong one.
4. Untick anyone who should not get this message. The count and the send button follow what you ticked.
5. A guest with no email and no phone number is listed as "No contact" rather than hidden, so a missing detail is visible before you send rather than after.
6. The change applies to this send only. It does not remove anyone from your guest list.

You will need an event exists first.

A one-time confirmation, per event, that the people on your list agreed to hear from you.

1. The first time you send anything to guests on an event, a confirmation appears before the send goes out.
2. It says what you are confirming: these are people you invited, they gave you permission to contact them, and Bazaar sends on your behalf about this event only.
3. It also tells you what your guests will see: the first text names who it is from and how to stop, and replying STOP stops messages from Bazaar entirely rather than only this event.
4. Confirm, and the message you just asked for is sent. You are not asked again for this event.
5. You may be asked once more if the wording changes, so what is on file always matches what you actually read.
6. Privacy and Terms are linked in the confirmation if you want the longer version.

You will need an event exists first.

Send RSVP invitations to your guests.

Find it: Guests tab, the invite controls

You will need an event exists first.

Set a guest as attending, declined, or pending on their behalf.

Find it: Guests tab, a guest’s row

You will need an event exists first.

Add or remove guests from the waitlist.

Find it: Guests tab, a guest’s row

You will need an event exists first.

We look over the whole list and point out likely duplicates, households that are not grouped yet, names typed in one case, and guests we cannot reach. You approve each one.

1. Open the event and go to the Guests tab. If there is anything worth looking at, a band above the list says how many suggestions there are.
2. Click anywhere on that band to open the review.
3. Each row says what would happen before you act. A merge names the guest that is kept and the one that is removed, along with the email and phone that survive.
4. Choose Merge, Group, or Fix on the ones you agree with, and Dismiss the rest. Nothing changes until you do.
5. Tick several rows and use Apply to do them all at once.
6. A guest with a table assignment is always the one kept, so merging never costs anyone their seat. If two guests are seated at different tables we will not choose between them, so unassign one first.

You will need guests exist first.

Group guests into a household or party.

Find it: Guests tab, select guests to group

You will need an event exists first.

Narrow the guest list by RSVP status, table, or type.

Find it: Guests tab, the Filters control

You will need an event exists first.

Remove a guest from the event.

Find it: Guests tab, a guest’s row

You will need an event exists first.

Mark guests as arrived, by name, household, several at once, or QR scan.

1. Open the event and go to the Guests tab, then Check-in.
2. Use the scanner to read a guest's Bazaar Card QR, or find them in the list.
3. Select the guests you want and use "Check in" to admit them together.
4. "Undo check ins" reverses a mistaken check-in for whoever is selected.
5. Search and the tiles narrow the list, and selecting only ever acts on what is currently shown.

You will need an event exists first.

Build the layout, create tables, and assign guests to seats. Assignments are never final: any guest can be moved to another table or unassigned again.

1. Open the event, go to the Guests tab, then pick "Seating and floor plan" from the hub.
2. Switch to "Table view" to work from the guest lists rather than the floor plan.
3. Hover the guest you want to change and open the "..." menu on their row.
4. Pick "Move to table" to send them somewhere else, or "Unassign" to take them off tables entirely. They drop into the "Unassigned guests" bar at the bottom, ready to be placed again.
5. You can also drag a guest between tables, or drag them onto the unassigned bar.
6. To move several at once, tick them on the Guests sub-tab and use "Assign table"; choose "Unassigned" there to clear all of their tables in one go.
7. When a table has seat numbers turned on, "Change seat" on the same menu moves them within the table, and "No seat" clears just the seat.

You will need an event exists first.

Turn on seat numbers for a table, then place each guest in a specific seat.

1. Open the event’s Guests tab and pick "Seating and floor plan" from the hub.
2. Flip "Assign seats" in the toolbar to turn on numbered seats for every table, or use the switch on a single table’s card in Table view. Leave it off for tables where any seat will do.
3. In Table view, open a guest’s "…" menu and pick "Change seat", or use the seat pickers on the table’s Assignments tab in the Layout builder.
4. On the layout canvas you can also select one guest and click an empty seat to place them there. The empty seats show a bronze ring while a guest is selected.
5. Turning seat assignment off clears the seat numbers (guests stay at their tables), and you’ll be asked to confirm first.
6. Guests see "Table 4 · Seat 7" when they look themselves up in the seat finder, and the seat shows on their guest card.

You will need a table exists first.

By default a table’s seats spread evenly around the whole table. On rectangle, long farm, and square tables you can instead say how many go on each side: three across on both long sides, everything on one side against a wall, or any split you like.

1. Open the event’s Guests tab and pick "Seating and floor plan" from the hub.
2. Click the table on the canvas so its Table Properties panel opens on the right.
3. Find "Seat arrangement" just under Seats. "Around" is the default and spreads seats evenly around the whole table.
4. Pick "Long sides" to split them across the two long edges. That is the usual banquet look, so a 6-seater becomes 3 across.
5. Pick "Custom" to set Top, Right, Bottom and Left yourself. The four numbers have to add up to the table’s seat count; until they do, the change is not applied and the running total is shown.
6. The table resizes to suit the new arrangement. If you had set a custom width or height, that is kept as-is.
7. Round and sweetheart tables do not have this, because their seats go evenly around by design.

You will need a rectangular table exists first.

Rename one table, or renumber a whole block at once with a name and a starting number. You see every before and after before anything is saved.

1. Open the event’s Guests tab and pick "Seating and floor plan" from the hub.
2. Switch to "Table view". To rename a single table, open the "…" menu on its card and pick "Edit table".
3. To do several at once, tick the tables you want. Numbers are applied in the order they are listed, so the top one gets the starting number.
4. Click "Renumber" in the bar at the bottom.
5. Set the name and the starting number, for example "Table" starting at 1. Leave the name blank if you want plain numbers.
6. Check the before-and-after list, then click Rename. Tables trading numbers with each other is fine, it all happens at once.
7. If a number is already taken by a table you did not tick, you are told before anything is saved. Tick that table too, or pick a different starting number.
8. Guest assignments, seats and the floor plan follow the new names automatically, so nobody has to be re-seated.

You will need a table exists first.

Download the floor plan as a PDF, with roster pages listing every table’s guests and their seats.

1. Open the event’s Guests tab and pick "Seating and floor plan" from the hub.
2. In the Layout builder, open the "…" menu at the top right of the toolbar and pick "Export PDF".
3. Choose Landscape or Portrait for the floor plan page.
4. Leave "Include guest names" on to append roster pages listing each table’s guests, with seat numbers where assigned. Turn it off for a clean floor plan only.
5. Click Download. Declined and waitlisted guests are left off the roster automatically.

You will need seating assigned first.

More than one planner can work the same floor plan at once, and you can see who is doing what.

1. Open the event, go to the Guests tab, then pick "Seating and floor plan" from the hub.
2. Anyone else in the layout right now appears as a circle at the top right of the toolbar. Hover one to see who it is.
3. While someone is moving a table, it is held by them and you cannot drag it. It frees up as soon as they let go.
4. Their changes arrive on your canvas as they make them, so you do not need to refresh.
5. On iPad the same thing works in the native floor-plan editor. On a phone the plan is view only, so open it on a tablet or on the web to edit.

You will need an event exists first.

Turn a photo, PDF, or sketch of the room into an editable layout instead of placing every table by hand.

1. Open the event, go to the Guests tab, then pick "Seating and floor plan" from the hub.
2. Click "Import with AI".
3. Upload the floor plan as an image, PDF, or Word document, up to 10MB.
4. Review what came back before committing. Adding it replaces the current layout.
5. Everything lands editable, so drag, rename, and resize tables in the builder afterwards.
6. On mobile this lives in the tablet floor-plan editor, where you can photograph the plan directly. Set the room size first, since a photo carries no scale.

You will need an event exists first.

Publish the seating layout so guests can find their seats.

Find it: Guests tab, the Seating sub-tab

You will need seating assigned first.

Read, filter and keep the notes guests wrote to you when they replied.

1. Open the event, go to the Guests tab, and pick "Guest Notes".
2. Every guest who wrote something when they RSVPed appears as a card, newest first.
3. Narrow it with the relationship chips, or search by a guest’s name or by something they wrote.
4. Use Export for a keepsake copy: PDF for something to print or keep, CSV for a spreadsheet. You can export everything, just what your filters are showing, or only the notes you have ticked.
5. Only hosts, owners and planner or coordinator admins can see this. Other vendors and staff never do, so a note to the couple stays with the couple.

You will need a guest has RSVPed and left a note first.

Send guests their event card, with the QR the door scans and their wallet pass. Automatically the day before, all at once, or to one guest who has lost theirs.

1. Open the event, go to the Guests tab, and open the guest cards panel.
2. Turn on "Enable guest cards". Everything else on the panel appears only once it is on.
3. With it on, every guest who has a phone number or an email is sent their card automatically the day before the event.
4. To send sooner, use "Send Now". The line above it names how many it will reach; open it to see them by name and untick anyone you want to leave out. It reaches everyone who has not had one yet, so pressing it again after adding guests only sends to the new ones.
5. "Send Test Card" sends one to a phone number or email you type, so you can see what guests get before they get it.
6. A card goes by email, by text, or both, depending on what is on the guest’s row and what they have asked for in their own notification settings.
7. A guest with neither an email nor a phone number cannot be sent one. Add a way to reach them first.
8. If guest messages are paused for this event, sending is refused and says so. Resume them first.

You will need an event exists first.

Switch the guest list to a full screen grid: sort and filter by column, edit cells inline, select rows for bulk actions, group by household or table, and export.

1. Open the event, go to the Guests tab, then pick "Guest list" from the hub.
2. Click "Spreadsheet" on the Cards / Spreadsheet switch, to the right of the search box. It is desktop only, so the switch is hidden on phones and small screens.
3. Click a cell to select it, then double-click or press Enter to edit. Enter saves, Escape cancels, and blank cells are skipped. Table and Relationship cells open pickers; drag the selected cell’s corner to fill the value down.
4. Click a column header to sort, or its funnel icon to filter that column. Every column filters: pick "Blank" to find everyone still missing that detail (or "No household" / "No meals" on those columns), "Not blank" for the opposite, and on Phone, Email, Nickname and Accessibility you can also type to match part of a cell. Relationship and Dietary list their values to pick from. Filters stack across columns and stay in the page link, so you can share or bookmark a filtered view.
5. Use "Group by" to fold rows into households or tables, and "Columns" to hide, show, or rearrange columns.
6. Tick the checkboxes to select rows, then run bulk actions (assign a table, send invites, mark RSVPs, delete) from the actions bar.
7. Paste a range copied from a spreadsheet to update many guests at once, then confirm the changes. Use the quick-add row at the bottom to add a guest by name, and press Cmd/Ctrl+Z to undo an edit.
8. "Export" downloads the current view as a CSV. "Reset view" clears sorting, grouping, filters, and column layout.
9. Click a guest name to open their full record, and pick "Cards" on the same switch to go back.

You will need an event exists first.

Groups guests by how they know you and fits them onto your tables. You see the plan before anything moves.

1. Open the event, go to Guests, then "Seating and floor plan".
2. Click "Suggest seating" beside the table summary.
3. Tick who to include. Only the answers your list actually has are offered.
4. Choose whether to keep who is already seated, or clear every assignment and start over.
5. The plan is shown before anything moves: which table each group lands on, and anyone who did not fit. Apply it, or go back and change what you included.
6. It groups by how guests know you, so capture that on the guest list first. Without it there is nothing to group by and you are told so.

You will need tables on the event, and guests with a relationship set first.

Send the meal selection link to the guests you pick, and nobody else. Useful when close family should choose before the rest of the list.

1. Open the event and go to Guests, then the Guest list.
2. Tick the guests you want to ask. One tick per person is fine; a guest in a party is reached through their lead guest, whose single link covers everyone with them.
3. Choose "Ask to choose a meal" in the actions bar that appears. For a single guest you can use the "..." menu on their row instead.
4. Confirm. You will be told how many were asked, and why anyone was skipped: they have already chosen, they were asked in the last 24 hours, or there is no email or phone on their row.
5. Turn on "Ask again anyway" only if you need to reach someone already asked today. It is off by default so nobody gets the same message twice.
6. Picking guests by hand overrides who is normally asked, so someone who declined, or who you had set to be skipped, is still asked when you name them.
7. It also opens their meal choices straight away, even if the window on the Menu tab has not opened yet. They and everyone in their party can answer; the rest of your list still waits for the window. This is how the couple's family choose before anyone else hears about it.
8. You can see who was let in early, and take it back, under "When to collect" on the Menu tab while the window is still shut.
9. The send appears in Message history under the guest list, alongside every other message that has gone out.
10. To chase everyone who has not answered instead of naming people, use "Ask guests to pick" on the Menu tab.

You will need a menu exists and is not reference only first.