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Excel import is the fastest way to add a large number of guests to Weddingkart. Upload your existing spreadsheet and Weddingkart reads your columns, adds every guest, and creates groups automatically — all in a single step. Admins and Members can import. View Only team members can’t.

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Prepare your file

Weddingkart imports .xlsx files. If your list is a .csv, .xls, or Google Sheet, save or download it as .xlsx first — the file picker only accepts .xlsx. Your file needs at minimum a name column and a phone number column — column headers can be anything, and Weddingkart detects which column is which. Every other column is optional and can be imported as a guest attribute, used to create groups, or both. Put column headers in the first row and avoid merged cells. If your file has more than one sheet, you choose which sheets to import; hidden sheets are skipped unless you tick them.

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Example file

For this file, Weddingkart suggests groups such as brideside=yes and groomside=yes from the Yes/No columns, and offers each guest’s hotel name as an attribute you can use in WhatsApp messages.
Columns with only a few distinct values (up to 5, like Yes/No or a couple of hotel names) have their groups pre-selected for you. Columns with many values, like room numbers, are still offered as groups but not pre-selected. The same column can be used both as a group and as a guest attribute.Another way to split your list is by sheet: put bride’s-side guests on a “Brideside” sheet and groom’s-side guests on a “Groomside” sheet, and each sheet becomes a group.

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How Weddingkart reads your columns

  • Header row — Weddingkart looks for the header in row 1 and, if it isn’t there, in the next few rows, so a title line above the headers is fine. Headers like “Name” or “Members” are read as the name; “Phone”, “Mobile”, “Contact Number”, “Phone 2”, “Alternate Mobile”, or “Spouse Phone” are read as phone numbers. A header like “Contact Name” or “Emergency Contact” is not treated as a phone column, because it usually holds a person’s name.
  • No header row at all — if a sheet is just two columns (names and numbers) with no headers, Weddingkart reads every row as a guest and tells you which columns it used, for example: “Sheet ‘Guests’ had no header row — we read every row as a guest (Name = column 1, Phone = column 2). If that’s wrong, fix the column mapping.” If that guess is wrong, add a header row and re-upload. If it can’t tell which column is the name, the sheet isn’t imported and you’ll see a warning asking you to add a ‘Name’ and ‘Phone’ header row and re-upload.
  • Several numbers for one guest — use separate phone columns, or put the numbers in one cell separated by a comma, semicolon, or slash (98765 43210 / 91234 56789). Notes next to a number, such as 9876543210 (office), are fine. A guest can have up to three numbers; the first number (in column order) is their main number.
  • Group names — groups made from columns are named column=value in lowercase (for example, brideside=yes, hotel_name=the leela). Groups made from sheet names are the sheet name in lowercase. If you already have a group with the same name in your wedding, the guests are added to that group rather than a new one, and it’s pre-selected for you.
  • Per-guest info names — each attribute is named after its column in lowercase with underscores, so “Hotel Name” becomes {{hotel_name}}.

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Import steps

1

Navigate to Guests

Open the wedding in the Weddingkart app and go to Guests.
2

Tap Import from Excel

Tap Add Guest → Import from Excel, then tap Select Sheet from Device and choose your .xlsx file. The same screen has a Sample Excel Template you can download to get started.
3

Upload your file

Wait for Weddingkart to process the file. It detects names, phone numbers, and groups, and shows progress as it works through each sheet — “Opening workbook”, “Processing sheet 2/5 — …”, “Validating guest names”, then “Finishing up”. Large files can take a minute; if it runs long you’ll see “This is taking longer than usual. Your file is still being processed — give it another minute, or close and try again with a smaller sheet.” To pick a different file, tap Change File.If your file has more than one sheet, you’re asked to choose which ones to import: “We found more than one sheet in this file. Choose which ones to import.” Row counts next to each sheet are approximate. Tap Import 1 sheet → (or Import N sheets →); you must keep at least one sheet ticked.
  • If there are errors in your sheet, the import stops — fix the errors and import the file again.
  • If some rows have issues (for example, a missing phone number, a duplicate number, or a name that doesn’t look right), you’ll see warnings with a summary. Warnings don’t block the import, and Weddingkart also sends them to you on WhatsApp so you can fix them later.
  • If there’s nothing to fix, you’ll see “N guests found, no issues — ready to import.”
Tap Next: Choose Groups to continue.
4

Review groups

On Review Groups, Weddingkart shows the groups it found. Use Select all, Suggested, or Clear all, or tick groups one by one. You don’t need to import every group — only select the ones you’ll use for sending announcements. Groups are optional: tap Continue without groups to import guests ungrouped.If you started the import from inside a group, you can also add every imported guest to that group by ticking Add all guests to - (group name).
5

Choose per-guest info

On Per-guest info, pick which columns to import as guest attributes so you can use them in messages. Every column Weddingkart found is ticked to start with — untick any you don’t need. If there’s nothing to pick you’ll see “We didn’t find per-guest info in your sheet”, with suggestions for columns you could add.
6

Confirm the import

Tap Import Guests. Guests are added, groups are created for every group you selected, and the chosen per-guest info is saved.You’ll see Import Successful! and an Import Summary: how many guests were added or updated (for example, “240 of 250 guests added or updated”), how many rows were skipped (“10 skipped — no valid phone or duplicate rows”), how many groups were created, how many attributes were added, and how many warnings were sent to you on WhatsApp.

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Warnings and errors, explained

Warnings point to a sheet and cell (for example, Guests:A11 -> …) so you can find the row. Errors stop the import; warnings don’t. Name checks never block the import — they’re there so a guest doesn’t receive “Hi Mausi” on WhatsApp. Casing alone (ALL CAPS or all lowercase) isn’t flagged.

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Duplicates in the same file

If the same phone number appears on more than one row, Weddingkart creates one guest, using the name from the first row it finds. Groups from the later rows are added to that guest. You’ll see “Multiple names found for phone number …” listing every name and sheet that used it, and the rows are highlighted in the report sent to you on WhatsApp.

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Re-importing an updated file

You can upload an updated version of your list at any time. Weddingkart matches each row to an existing guest by phone number — a match on any one of the guest’s numbers counts:
  • Matched guests have their name updated to the name in the sheet, and the numbers in the sheet are saved on them. Numbers are never removed from a guest by a re-import.
  • New phone numbers are added as new guests.
  • Guests missing from the new file are not deleted — remove them manually if needed.
  • Groups are only added, never taken away — with one exception: for groups made from a column (like mehendi=yes), a guest’s new value replaces the old one. Change a guest from Yes to No in the “Mehendi” column and they move from mehendi=yes to mehendi=no.
  • Per-guest info from the columns you pick overwrites the old value. An empty cell leaves the existing value alone.
  • One row that has the numbers of two different existing guests merges them: one guest is kept, updated with that row’s name and numbers, and the other is removed. Check your sheet before uploading if two family members’ numbers are on one row.
Changing a guest’s phone number to a completely new one in Excel and re-uploading adds a new guest with the new number — the old guest, with the old number, stays. Delete the old guest manually in the app if you no longer need it.

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Cleaning your file before import

If your guest list was collected from multiple sources (family WhatsApp threads, caterer lists, hotel lists), it may contain duplicate entries or inconsistent phone number formats. Weddingkart’s free Guest Excel Cleaner tool at weddingkart.co/tools/guest-excel-cleaner helps you deduplicate and standardize your file before importing.
Every upload is checked automatically before anything is imported — rows without a valid phone number, duplicate phone numbers, and names that don’t look right show up as warnings you can review.

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Common questions

Not directly — the importer takes .xlsx only. Open the file in Excel or Google Sheets and save or download it as .xlsx, then upload that.
No. Weddingkart looks for the header row in the first few rows, so a title or blank line above it is fine.
A row is skipped when it has no phone number Weddingkart can read, has no name, or has a name over 200 characters. Rows whose number already appeared earlier in the file are merged into that earlier guest instead of added again. The warnings list, and the report sent to you on WhatsApp, name every affected row.
Yes. Guests are matched by phone number, so existing guests are updated rather than duplicated, and new numbers are added. Guests you removed from the file aren’t deleted from Weddingkart.
No. On Review Groups, untick anything you don’t need, tap Clear all, or tap Continue without groups.
Weddingkart saves group names in lowercase. Groups made from a column are named column=value, like brideside=yes. You can rename any group afterwards from Manage Group.
Not unless you tick them. When a file has hidden sheets you’ll see “This file has 1 hidden sheet. Hidden sheets are usually old or draft lists, so we skip them by default.”
Numbers without a country code are read as Indian first. Add + and the country code to every non-Indian number and re-upload. See International Guests.
They’re shown in the app before you import, and Weddingkart also sends you a report on WhatsApp, so you can fix them later.
Warnings don’t stop the import, so you can go ahead. Rows with no readable phone number or no name are skipped, and name warnings (like “Mausi” or a name with numbers) are imported as written. To fix things later, correct the file and import it again — guests are matched by phone number, so nobody is duplicated. Fix names before you send anything that greets guests by name.
No. For groups made from a column, a guest has one value per column. If the same guest shows up twice with different values, the later value is kept and you’ll see a “conflicting values” warning.