Bulk update guests

The Bulk Update Guests feature is designed to simplify managing your event guest lists. Administrators can seamlessly export and update guest information via an XLSX document. Here’s everything you need to know to get started.

Where to Find the Bulk Update Guests Feature

The Bulk Update Guests feature is located on the Guest Management page. Simply navigate to the 'Bulk update guests' in the upper right corner, as shown below:

Clicking this button will take you to the main Bulk Update Guests screen:

Key Features and How They Work

1. Export Guests

The first function, Export Guests, allows administrators to create a customised guest list export based on event and status filters.

• Filter by Event: Select the events you want to include in the guest list.

• Filter by Guest Status: Choose from a variety of statuses, such as Not Yet Invited, Invited, Registered, and more.

Once your filters are set, click the Export Guests (XLSX) button at the bottom. An XLSX file will be generated with your specified parameters.

2. Update Guests

The second function, Update Guests, allows admins to make bulk changes to guest information by directly editing the exported XLSX document and re-uploading it into the platform. The module includes:

• A file upload button (accepting only XLSX files)

• Update and Close buttons for quick functionality

Rules for Exported Documents and Updates

The exported document contains all relevant guest information for the selected events, adhering to these rules:

• Guest Inclusion: Only guests with data present in the Guest Management Module are included. Guests who have not accepted or declined will not appear.

• Status Range: The export will include various statuses, such as Invited, Registered, Declined, and more.

• Editable Fields: Columns in the XLSX file are colour-coded:

  • Red Columns: Non-editable fields (e.g., Guest ID, Additional Guest ID). Any changes here will not affect anything and may cause upload validation to fail.

  • Green Columns: Fully editable fields, including Guest List items and Admin Notes. Ensure all edits conform to valid data formats (e.g., accurate dropdown or checkbox selections).