1. Understand what the planner imports

This import is designed for a draft assignment: every line contains a guest name and a table number. The planner creates the guest, creates or reuses Table 1, Table 2, and every other detected table, then fills the first available seat.

The file does not directly import RSVP status, group, age category, or notes. Imported guests initially use the default confirmed-adult values, and you can edit those details afterwards.

  • The guest name and table number are imported.
  • Missing tables are created automatically.
  • Guests are seated at the specified table automatically.
  • RSVP, group, age, and notes are edited after import.
Tip: If tables have not been assigned yet, add guests manually. The fast import needs a table number on every line.

2. Prepare the Name, Table format

Place one person on each line, followed by a comma and table number: “Alex Morgan, Table 1”. A tab separator is also accepted, which is convenient when copying two spreadsheet columns.

The table number must appear at the end of the line. Blank lines are skipped, but a guest without a table number cannot be processed by this feature.

  • Alex Morgan, Table 1
  • Jane Smith, 1
  • Sam Taylor, Table 2
  • Chris Lee, 2
Tip: Do not add a Name, Table header, and check for duplicate versions of the same guest before processing.

3. Paste the text or upload a CSV/TXT file

Open Import in the planner. Paste the list into the large text field and process it, or select Upload File to read a .csv or .txt source.

.xlsx files are not imported directly. If your source is a spreadsheet, keep only the Name and Table columns, then paste them into the text field or save a UTF-8 CSV copy that uses a comma separator.

  • Upload formats: .csv and .txt.
  • Fast alternative: paste text directly into the form.
  • Accepted separator: comma or tab.
  • Use UTF-8 to preserve accented names.
Tip: A semicolon-separated CSV may not be detected correctly. Open the file and confirm that the name and table are separated by a comma.

4. Check the tables and seats created automatically

For every detected number, the planner creates a round table with at least six seats and expands it to an even capacity when the group is larger. An existing table with the same number is reused and enlarged when necessary.

After processing, compare the guest total with the source lines. Open several tables and confirm that people were assigned correctly before adjusting the room layout.

  • Compare the guest total with the original list.
  • Check every table that was created or reused.
  • Look for missing names and incorrect table numbers.
  • Do not process the same list again without removing the previous result.

5. Complete guest details and adjust the plan

The import provides a starting point, not the final version. Edit each guest's RSVP, group, adult or child status, and useful notes, then move people with drag and drop when assignments change.

Keep only planning-related information in notes and limit access to the source file. A guest list may contain private data even when the import format itself includes only names and tables.

  • Update guests who are not confirmed.
  • Add useful groups and notes.
  • Move guests or resize tables after the review.
  • Export the completed plan to Excel after the data is correct.

Guest-list import questions

Can I import an Excel .xlsx file directly?

No. The feature accepts .csv and .txt files or pasted text. From Excel, copy the Name and Table columns or save a UTF-8 CSV copy.

Can I import guests before assigning tables?

Fast import needs a table number on every line. Guests who are not assigned yet can be added manually and seated later.

What happens when Table 1 already exists?

The planner reuses the existing table and increases its capacity when the imported group requires more seats. Check occupancy after processing.

Why did duplicate guests appear?

The feature creates new records every time it runs. Processing the same list twice creates duplicates, so review the result before repeating the import.