1. Use a small set of clear columns

An import file does not need to reproduce every detail from the invitation. Include only information required for RSVP tracking and seating. A predictable structure makes both import and manual review easier.

The Name column is essential. RSVP, Category, Age group, and Notes are useful for planning. If you already have a draft, you may keep a Table column, but treat it as a proposal rather than the final arrangement.

  • Name — one person per row.
  • RSVP — confirmed, pending, or declined.
  • Category — family, friends, colleagues, or another useful group.
  • Age group — adult or child.
  • Notes — only short details that affect planning.
Tip: Keep names and proposed tables in separate columns whenever possible. Separate data is easier to validate and update.

2. Clean names and values before export

Remove blank rows, spaces at the beginning or end of names, and duplicate variants. “Alex Morgan” and “Morgan Alex ” may represent the same person, but an automated import will usually treat them as different records.

Use one value for every status and category. Do not mix “Confirmed”, “Yes”, “coming”, and “OK” in the same RSVP column. Choose a short vocabulary and apply it consistently.

  • Sort alphabetically and look for identical or very similar names.
  • Convert important formulas to values before export.
  • Remove decorative headers, merged cells, and subtotal rows.
  • Check names containing accents, hyphens, or apostrophes.

3. Export CSV without damaging names

Choose UTF-8 when exporting CSV so accented letters remain correct. In Excel, the option is usually labelled “CSV UTF-8”. Google Sheets CSV downloads normally use a compatible encoding.

The separator may be a comma or semicolon depending on regional settings. Inspect the file in a simple editor before import: each guest should occupy one row and every column should use the same separator.

  • Save an XLSX copy before converting the file.
  • Use UTF-8 encoding for CSV.
  • Do not manually remove quotation marks around notes containing commas.
  • Avoid password-protected files for import.
Tip: After export, search the CSV for a name containing an accent. If it displays correctly, the encoding is probably suitable.

4. Import first, then validate before seating

After import, compare the total in the planner with the number of valid source rows. Spot-check several names, RSVP statuses, categories, and notes before assigning anybody to a table.

When the application reports invalid rows, fix the source and repeat the import only after removing incorrect records. Avoid importing the same file several times without checking the result, as this may duplicate the list.

  • Compare the guest total before and after import.
  • Filter each RSVP status and check the resulting count.
  • Search for several names with accents and special notes.
  • Keep the source file as a backup until after the event.

5. Keep only the personal data you need

A guest list may contain private information. Do not include addresses, identification numbers, detailed medical information, or anything else that is not necessary for the event.

Share the file only with people directly involved in planning and avoid public links. After the event, remove unnecessary copies and keep only the documents you genuinely need.

  • Use neutral and strictly operational notes.
  • Control who can open the source file.
  • Do not post the full list in public messaging groups.
  • Delete temporary copies after the plan is complete.

Guest-list import questions

Is XLSX or CSV better?

XLSX preserves spreadsheet structure, while CSV is simple and widely compatible. Use a format supported by the application and always keep the original source file.

Can I place a couple on one row?

One row per person is safer. It lets you manage each guest's RSVP, menu, and seat independently.

Why did duplicate guests appear?

Common causes include importing the same file more than once or using slightly different versions of one name. Sort and clean the source before importing.

Can I edit guests after import?

Yes. Import is only the starting point; names, groups, RSVP statuses, and notes can be corrected as new information arrives.