Guest Management
Manage your guest list, RSVPs and seating in one place
Import the list you already have, collect RSVPs online, organise groups and tables, and give every guest a unique QR pass ready for the gate.
Most events do not start with a clean guest list they start with a spreadsheet, a ticketing export or a stream of RSVPs. PrivePas brings all of that into one place, turns each guest into a unique QR pass, and keeps everything in sync right up to the gate. It scales from an intimate wedding to a 1,000-plus person conference or a ticketed event.
Bring the guest list you already have
You do not have to rebuild your list from scratch. Import from Excel or CSV, or paste straight from Google Sheets. Columns like name, email and phone are detected and mapped for you, and everything else you typed is kept, not discarded.
- Import from Excel (.xlsx), CSV, or paste from a spreadsheet
- Automatic column detection and mapping for name, email, phone and more
- Already exported guests from a ticketing or registration tool? Import that file and continue
- Extra columns are preserved, never dropped
Sensible handling of duplicates and shared numbers
Real guest lists are messy. When the same phone number appears on more than one person which is common when a family shares a line PrivePas shows you exactly who is affected and lets you decide per group: keep everyone separate, merge them, or skip the duplicates. It never silently collapses people into one.
Collect RSVPs with guest self-registration
Share an RSVP link and let guests register themselves. Their responses flow straight into your guest list, and each confirmed guest is issued their own QR pass so RSVP and check-in are the same pipeline, not two disconnected tools.
Organise groups, tables and zones
Group guests the way your event actually works Bride’s Family, Groom’s Friends, VIP, Staff assign tables to groups, and place tables in front, middle or back zones so the right people sit in the right place.
- Custom guest groups
- Tables assigned to groups, with capacity
- Front / middle / back seating zones for VIP control
Find anyone in seconds, on the day
At the event, staff can search the whole list by name or phone to check in a guest manually or add a walk-in and it works offline, so a weak venue signal never stops the door.
Frequently asked questions
Can I import my existing guest list?
Yes. Import from Excel or CSV, or paste from Google Sheets. PrivePas detects and maps the columns and keeps any extra data you included. If you exported guests from a ticketing or registration tool, you can import that file too.
What happens when two people share a phone number?
PrivePas shows you the affected people and lets you choose per number: keep everyone as separate guests, merge them into one, or skip the duplicates. It never merges people silently.
Can guests RSVP themselves?
Yes. Share an RSVP link and guests register themselves. Confirmed guests are added to your list and issued a unique QR pass automatically.
Can I organise seating?
Yes. Create guest groups, assign tables with capacity, and place tables in front, middle or back zones so VIPs sit where you want them.
Does guest search work at the gate without internet?
Yes. Searching the list, checking guests in manually and adding walk-ins all work offline and sync when the connection returns.
How big a list can it handle?
From a small private event to a conference or ticketed event with well over a thousand guests. Large imports are processed in the background.
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