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Guest management is the foundation of every wedding on Weddingkart. You add guests, organize them into groups, send targeted WhatsApp announcements, and track every response — all from a single place.

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How guest management works

The workflow follows four steps:
  1. Add guests — manually one at a time, from your phone contacts, through a joining link guests fill in themselves, or by importing an Excel file
  2. Organize into groups — segment guests by side, family, event, or any criteria you need
  3. Send targeted announcements — send WhatsApp messages to one or more groups
  4. Track responses — monitor delivery, RSVP, travel ticket, and ID card status per guest

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What you can do

Add guests your way Add guests by hand for small lists, pick them from your phone contacts, share a joining link so guests add themselves, or import hundreds at once from an Excel file. Weddingkart reads your existing spreadsheet columns and maps them automatically. Auto-create groups from Excel columns When you import an Excel file, Weddingkart suggests groups from your sheet names (for example, separate “Brideside” and “Groomside” sheets) and from the values in your other columns. Pick the ones you want and they’re created during the import — you don’t need to build groups separately. Store custom attributes per guest Attach any custom data to a guest — hotel name, pickup point, meal preference, bus number. These attributes can be inserted into WhatsApp messages so each guest receives a message with their own specific details. If you plan rooms on the Rooming screen, the hotel name is filled in automatically for every guest you place. Track guest status at a glance For each guest you can see:
  • Delivery status — whether their last message was sent, delivered, or read
  • RSVP status — attending, not attending, or no response
  • Travel ticket status — collected or pending
  • ID card status — collected or pending
Export to Excel or Google Sheets Open Export Guest Data to get your guest list and everything you’ve collected out of Weddingkart. Guest data like RSVP responses, ID cards, and travel tickets is organized into a Google Sheet that you refresh with Sync Now. You can also sync travel ticket and ID card files to a Google Drive folder, or use Push to Your Excel to fill your own Excel file with Weddingkart data and download the enriched copy.

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How Weddingkart tells guests apart

A guest in Weddingkart is one name with up to three phone numbers, and phone numbers are how Weddingkart tells guests apart:
  • Two different people aren’t put on one number by accident. When you add a guest manually or from your phone contacts and the number already belongs to a different guest (a different name) in your wedding, the new guest isn’t created. Search your guest list for the number to see who already has it.
  • Adding the same person again doesn’t create a duplicate. If the name and number match a guest you already have, Weddingkart updates that guest instead of adding a second copy — so adding the same contacts twice is safe.
  • Excel re-imports match by phone number too. See Excel Import for exactly what changes when you upload a file again.
A guest often stands for a whole household (for example, “Sharma Family” on one phone). The RSVP headcount on that guest tells you how many people are coming.

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Who can manage guests

What you can do depends on your access role in the wedding team (see Team Collaboration): If a View Only member tries to change something, the change is refused.

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Deleting a guest vs removing them from a group

These are two different actions, and the app asks you to confirm each one:
  • Remove from group — “Are you sure you want to remove this guest from the group?” The guest stays in your wedding and in any other groups they belong to.
  • Delete — “Are you sure you want to permanently delete this guest?” The guest is removed from your whole wedding.
Tick the guests in the list, then use the icons at the top of the screen. The remove-from-group icon isn’t shown while you’re viewing All Guests, because every guest is always part of All Guests — use delete there instead.

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Messages you might see

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Next steps

Adding Guests

Add guests manually or import from a spreadsheet

Excel Import

Import your entire guest list from an Excel file in one step

Guest Groups

Organize guests into groups for targeted announcements

International Guests

Add and message guests outside India

Hotel rooms & rooming list

Plan who stays where, night by night, and share the list with the hotel

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Common questions

Use Excel Import. Weddingkart finds the name and phone columns on its own, suggests groups from your sheet names and columns, and imports everyone in one go.
Yes — up to three. In the app, fill in Alternate Number and Alternate Number 2. In Excel, add a second phone column, or put several numbers in one cell separated by a comma, semicolon, or slash.
Most often the number already belongs to a different guest in your wedding, so Weddingkart didn’t create a second guest on it. Search your guest list for the number — you’ll find the guest who already has it.
No. Deleting a group only removes the group. The guests stay in your wedding. To remove a guest completely, select them and use delete.
Yes. A guest can be in as many groups as you like, and when you send to several groups at once they still get the message only once.
No. View Only members can see the guest list and groups but can’t add, edit, import, or delete.
No. Browsers can’t read your phone’s contact list, so picking contacts works only in the Android and iOS apps. On the web, use Add Manually or Import from Excel.
No. Groups are internal to Weddingkart — they aren’t WhatsApp groups and guests never see them.