Guest Management

From the first save-the-date to the last check-in at the door, the guest management tools in DreamPlan help you track every person, every dietary need, every RSVP, and every meal choice in one place.

Overview

The guest list is one of the most critical parts of event planning. DreamPlan lets you add guests manually or import them in bulk via CSV, track RSVP responses, manage dietary requirements, assign meal choices, handle plus-ones, share a public RSVP link, generate QR codes for check-in on the day, and send bulk messages to filtered groups of guests. Everything lives in a single, searchable guest list board.

The guest list board with RSVP status, dietary requirements, and search filters.

Adding Guests Manually

1. Open your event and navigate to the Guests tab.
2. Click the + Add Guest button.
3. Fill in the guest details:
   • Name (required) — the guest’s full name.
   • Email (optional) — used for sending invitations and RSVP links.
   • Phone (optional) — a contact number.
   • Dietary Requirements (optional) — select one or more: vegetarian, vegan, gluten-free, halal, kosher, nut allergy, dairy-free.
   • Special Requests (optional) — free text for anything else (wheelchair access, highchair needed, etc.).
4. Click Save.

The guest appears in your guest list with a default RSVP status of Pending.

CSV Import

For large guest lists, importing a CSV file is much faster than adding guests one by one.

CSV Format

Your CSV file should include the following headers:

Multiple dietary requirements can be separated by commas within the same cell.

How to Import

1. Go to the Guests tab.
2. Click Import CSV.
3. Select your file or drag it into the upload area.
4. Review the preview to make sure columns are mapped correctly.
5. Click Import.

Duplicate names are flagged so you can review them before confirming.

Tip: Download the sample CSV template from the import dialog to make sure your file is in the right format.

RSVP Tracking

Every guest has an RSVP status that you can track and update:

Updating RSVP Status

• Manually: Click on a guest, change the RSVP dropdown, and save.
• Via public link: Guests can RSVP themselves using the public RSVP link (see below).

Public RSVP Link

DreamPlan generates a unique public RSVP page for your event at:

portal.dreamplan.sagargandecha.dev/rsvp/[your-event-slug]

Share this link with guests via email, text message, or your wedding website. When a guest visits the link:

1. They enter their name (or look themselves up from the guest list).
2. They select their RSVP status (Attending, Declined, or Maybe).
3. They can indicate dietary requirements and special requests.
4. They click Submit.

Their response is automatically recorded in your guest list.

Tip: Include the RSVP link in your printed invitations as a QR code that guests can scan with their phone.

Dietary Requirements Summary

The guest list dashboard includes a Dietary Summary panel that aggregates dietary needs across all attending guests:

Share this summary directly with your caterer to make meal planning straightforward.

Guest List Board

The guest list board is your central hub for managing all guests. It supports:

• Search — find any guest by name instantly.
• Filters — filter by RSVP status, dietary requirements, table assignment, or meal choice.
• Sort — sort by name, RSVP status, or date added.
• Bulk selection — select multiple guests to perform actions like changing status or sending messages.

QR Code Check-In

For day-of logistics, DreamPlan provides a QR code check-in system.

Generating QR Codes

1. Go to the Guests tab.
2. Click QR Check-in in the toolbar.
3. Click Generate Codes — a unique QR code is created for each attending guest.
4. Download or print the codes to include with place cards, lanyards, or at the entrance.

Scanning at the Event

1. Open the DreamPlan planner portal on a phone or tablet.
2. Navigate to your event’s Check-in view.
3. Use the device camera to scan a guest’s QR code.
4. The guest is marked as checked in and their details (name, table, dietary needs) appear on screen.

Check-In Dashboard

The check-in dashboard shows:

• Total checked in vs total expected.
• A live count that updates as guests arrive.
• A list of guests who have not yet checked in, so you can follow up if needed.

Menu and Meal Choice Tracking

If your event includes a sit-down meal with choices, you can track each guest’s selection.

1. Open a guest’s profile.
2. In the Meal Choice section, select from the menu categories: Starter, Main, Dessert, Drinks.
3. Choose the specific dish for each category.
4. Click Save.

The guest list can be filtered by meal choice, and a summary of meal counts is available for your caterer.

Tip: Set up your menu items first under Menu Management before assigning choices to guests.

Plus-One Support

To add a plus-one for a guest:

1. Open the guest’s profile.
2. Click Add Plus-One.
3. Enter the plus-one’s name and any dietary requirements.
4. Click Save.

The plus-one appears as a linked entry in the guest list. If the original guest declines, you can update the plus-one’s status independently.

Bulk Messaging

Send messages to filtered groups of guests:

1. Apply filters on the guest list board (for example, all guests with RSVP status “Pending”).
2. Click Send Message.
3. Compose your message.
4. Click Send — the message goes to all guests matching the current filter.

This is useful for sending reminders to guests who have not yet responded, or updates to those who are attending.

Tips

• Import your CSV early — start with a rough list and refine it over time.
• Use the public RSVP link — it saves you from manually chasing every guest for a response.
• Check the dietary summary before finalising catering — it gives your caterer exactly what they need.
• Generate QR codes a few days before the event — this gives you time to print and distribute them.
• Use filters and bulk messaging to follow up with guests who have not RSVP’d, rather than contacting them one by one.
• Record meal choices as they come in — do not leave this until the last minute.

FAQ

Can guests change their RSVP after submitting? Yes. Guests can revisit the RSVP link and update their response until you close RSVPs.

What happens to plus-ones if the main guest declines? Plus-ones remain in the list with their own independent RSVP status. You can update or remove them manually.

Can I export the guest list? Yes. Use the Export button on the guest list page to download a CSV with all guest data.

Is the public RSVP link secure? The link uses a unique slug for your event. Only people with the link can access the RSVP page. No login is required for guests.

Can I add custom dietary options? The preset options (vegetarian, vegan, gluten-free, halal, kosher, nut allergy, dairy-free) cover the most common needs. Use the Special Requests field for anything not on the list.

How many guests can I add? There is no hard limit on the number of guests per event.

Can vendors see the guest list? Vendors have limited access to guest data. They can see the total guest count and dietary summary, but not individual guest details unless you explicitly share them via the seating plan.