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Keep one list of who is invited, who has replied and what each person needs. Every guest has their own reply (Accepted, Declined or No reply yet), a seat and a meal need, and a meal choice, and the counts at the top show seats, guest meals and vendor meals separately.
How to use it
Add guests one person per row with “Add a guest”, or import a spreadsheet, or press “Try with a sample list”
to look around with made-up names first. Put people who share an invitation into the same household.
Record replies as they come in. A new guest starts as No reply yet unless you pick a reply in the add form;
a plus-one always starts as No reply yet.
Check seat and meal needs in each guest’s Edit form. An infant on a parent’s lap needs no seat; a guest who
leaves before dinner needs no meal.
Set up meal choices in Import & backup → Settings (“Manage meal choices”), then pick one for each guest. Add
vendor meals for the photographer or band in the same place (“Manage vendor meals”).
Use Show to find what still needs work: No reply yet, Not seated, Unnamed plus-ones or Duplicate names.
Worked example
You invited 14 people in 6 households. 10 accepted, 2 declined and 2 have no reply yet.
Count
Number
Why
Accepted
10
Declined guests and guests with no reply yet are not counted
Seats needed
9
One accepted guest is an infant who needs no seat
Guest meals
8
The infant and one guest who leaves after the ceremony need no meal
Vendor meals
2
Photographer and DJ
Meals
10
Shown as “10 (8 guests + 2 vendors)”
The guest count stays 10: vendor meals are added to the meal total, never to the guests. Each number is shown on its
own, because “how many guests” means something different to the venue, the caterer and the stationer.
No. A reply is Accepted, Declined or No reply yet. Guests with no reply yet have their own count at the top and are left out of seats needed and meals until you set them to Accepted. Nothing unclear is ever read as Accepted, including in an imported file; the CSV import guide lists which reply words are recognized.
How do I add a plus-one whose name I do not know yet?
Press Edit on the host’s row, then “Add plus-one”. The plus-one starts as No reply yet, so they need a seat and a meal only once you set them to Accepted. Until you type a name they show as “Guest of” the host, and the “Unnamed plus-ones” filter finds them. An accepted plus-one without a name prints as “Guest of [host]” and is listed under “Before you print” in the Print kit; printing is not blocked.
Two guests have the same name. Will they be merged?
No. Every guest has their own internal ID, so two people called Alex Kim stay two people, even after you rename one. The “Duplicate names” filter shows them side by side so you can delete a real duplicate yourself.
What is the difference between a household and a seat?
A household is one invitation or address, for example a couple with two children. It is not a number of seats or meals and not a table: each person in it has their own reply, seat and meal. Four people in one household can need three seats if one of them is an infant.
Where do I set up the meal choices and vendor meals?
In Import & backup → Settings. The “Manage meal choices” and “Manage vendor meals” links on the Guests tab take you there. Add the menu once (for example Chicken, Fish, Vegetarian), then pick a choice for each guest in their Edit form. Vendor meals (photographer, band) are a count with an optional meal choice; they are added to the meal total, never to the guests.
Why are dietary notes off by default?
Allergies and dietary needs are health information, and most couples only need a meal choice per guest. Turn them on in Import & backup → Settings → Dietary notes only if your caterer needs them. They are never printed on cards or signs, only on the caterer’s detail pages when you check them there. Turning dietary notes off again deletes every dietary note in the list, after asking.
Where is my guest list stored?
Only in your browser, on this device. By default it lives in the open tab and is gone when you close it; check “Keep on this device” to save it in this browser. Download a backup in Import & backup now and then, because browser data can be cleared. The backup covers the guest list, seating and print kit; the budget, checklist, day timeline and vendor comparison each have their own backup.