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▶Guest list management

Your whole guest list,
actually organized.

Import from CSV or CRM. Segment by anything. Filter in real time. RSVPingo turns a messy spreadsheet of 800 names into a single, searchable, segmented list — with live RSVP status against every guest.

Import your list free → See how it works

CSV, XLSX, Sheets, Airtable CRM sync included 30-second import

Guest list · Berlin Summit340 guests

Alice MercierComing ✓

Ben KowalskiPending…

Clara SatoComing ✓

David OseiCan’t make it

Eva LundgrenComing ✓

3 teammates editing · live sync

Why this matters

The spreadsheet was fine in 2014.

A guest list isn’t really a list — it’s a living, changing source of truth that needs to know who’s coming, who needs reminding, who’s bringing a plus-one, and which seat they’re sitting in. The moment three teammates start editing the same row, you’ve lost.

RSVPingo gives every guest a record, every change a history, and every team member a real-time view. No version conflicts. No “is this the latest one?” Slack threads.

11 hrs

avg. time spent maintaining a spreadsheet per event

23%

of guests duplicated across rows in manual lists

∞

custom fields, tags, and segments per guest

<30s

avg. time to import a 500-row CSV and map fields

Every guest, every detail

A list that actually works.

Import what you have. Segment any way you want. Capture exactly what each event needs. Work as a team without stepping on toes.

01 — Import from anywhere

Drop in a CSV. Done.

Drop in a CSV, paste a column of emails, sync from your CRM, or pull directly from your existing event platform. Our import engine matches columns automatically, flags duplicates, and validates emails before a single invite goes out.

CSV, XLSX, Google Sheets, Airtable, and Notion imports
Native CRM sync — HubSpot, Salesforce, Pipedrive, Attio
Smart deduplication and typo correction on import
Field mapping you only set up once

CSVcustomers-2026.csv✓

HSHubSpot · VIP list✓

SFSalesforce contacts✓

812 rows imported · 3 duplicates merged

02 — Segments & smart filters

Slice your list any way.

Build segments out of any field — ticket type, RSVP status, company, dietary preference, last opened. Save them, reuse them, and trigger different invitations or reminders for each one. Segments update themselves as your list changes.

Combine multiple conditions with AND / OR logic
Saved segments auto-update as guests RSVP
Trigger different reminder cadences per segment
Bulk actions — message, tag, export — on any filtered view

VIPs · 24 guests

ticket_type = VIP · company contains Inc

Speakers · 12 guests

tag = speaker

Not responded · 87 guests

rsvp_status = pending · invited > 7d ago

Vegetarian · 38 guests

dietary = vegetarian OR vegan

03 — Custom fields & team

Plus-ones, dietary, anything else.

Plus-one tracking, dietary restrictions, accessibility needs, t-shirt size, arrival flight — every event asks slightly different questions. Build the fields you need, capture them at RSVP, and they’re attached to each guest forever.

Plus-one handling with separate guest records
Conditional questions based on RSVP answer
Role-based permissions — admin, editor, view-only
Full audit trail and live sync across teammates

Clara Rousseau · attending

Plus-oneYes · Jonas R.

DietaryVegetarian

AccessibilityNone

T-shirt sizeM

Arrival flightLH 4002 · 16:25

“We had four spreadsheets, two CRMs, and a Notion page. RSVPingo turned it into one list. The first time my team didn’t ask ‘wait, which version is right?’ was honestly emotional.”

Tobias Ng

Head of Operations, Forta Labs

FAQ

Guest lists, answered.

What’s the largest guest list RSVPingo can handle?

Enterprise customers regularly run lists of 50,000+ guests in a single event. Pro accounts handle up to 500 guests per event, with unlimited events.

Can I import from my existing CRM?

Yes. Native integrations cover HubSpot, Salesforce, Pipedrive, Attio, and Notion. For anything else, our CSV importer maps fields automatically.

Is the guest list GDPR-compliant?

Yes. RSVPingo is hosted in the EU, supports per-guest data export, supports right-to-be-forgotten deletion, and includes a DPA on request.

Can I export my guest list at any time?

Always. Export to CSV, XLSX, or sync back to your CRM with a single click. Your data is your data — no lock-in.

Import your guest list
in the next 60 seconds.

Free forever for up to 3 events a month. Bring your CSV, your CRM, or just paste a list of emails.

Start free → Book a demo

Trusted by 12,000+ event organizers in 40+ countries

Your whole guest list,actually organized.