A wedding guest list template needs more than names and phone numbers. For a planner handling both families, record who contributed each guest, which events they can attend, their allowance, invitation status, RSVP and table. Keep check-in separate from confirmation. The template below gives you one working list even when names arrive from several WhatsApp conversations.
Copy the headings into a spreadsheet. The examples are fictional and show the structure, not real guest information.
Use one row per person
| Field | What it records |
|---|---|
| Guest reference | Stable identifier that does not change when the name is corrected |
| Guest name | The name the person should be recognised by at the door |
| Contact | Verified number or other agreed invitation route |
| Contributor | Couple, parent, relative or other approved list owner |
| Household reference | Links people invited together without hiding individual names |
| Event access | Introduction, traditional, reception or another named event |
| Plus-one arrangement | Named companion, agreed allowance or no plus-one |
| Invitation status | Not ready, ready, sent or correction needed |
| RSVP status | Awaiting reply, attending, declined or needs clarification |
| Table | Current table assignment where seating is allocated |
| Check-in status | Arrival recorded on the day, separate from RSVP |
| Last change and owner | Who changed the record and when |
Keep sensitive arrangements in a restricted note or separate record for the staff who need them. The door copy does not need every detail collected during planning.
Do not let a household hide extra seats
“Mr and Mrs plus children” is not a reliable headcount. Ask for the names or an explicitly agreed number, then record individuals consistently. If one invitation covers several people, connect their rows with a household reference.
For example, a fictional household might include Tola, Dele and one named child. That is three expected people, not one guest because the invitation goes to one phone. Agree how children are counted with the client and caterer instead of assuming the same treatment everywhere.
Give each contributor an allowance and a deadline
Record the number agreed with each family contributor and the date their names are due. When someone adds more, show the change to the person authorised to approve it.
Use a pending list for additions that are not yet approved. Putting an unapproved name straight into the invitation list makes an undecided request look settled. Our guide to the guest list that keeps growing covers the family coordination problem behind the sheet.
Review duplicates without deleting people by guesswork
Check similar names, repeated contacts and shared households. Two relatives can have the same name, while one person may appear under a nickname in another list. Ask the relevant contributor to confirm before merging.
Keep a short note of the resolution. If an invitation has already been issued, make sure the correct record and access arrangement remain linked afterwards.
Count each event separately
Create a summary for each event: approved guests, invitations sent, confirmed attendance, declines and unresolved replies. Do not add the traditional and reception totals together and call that the number of unique people.
Send RSVP reminders to the relevant unanswered records. Once replies settle, use the wedding seating plan to assign tables and check capacity.
Move the confirmed list to the gate
Before the event, agree who can change a guest's access and who handles exceptions. Give door staff the information and permissions they need to check arrivals, with a separate person authorised to resolve disputes.
On Comtev, the AI assistant collects guest details on WhatsApp from the contributors you nominate, invitations and QR access passes go out, and door staff scan guests in. See how it works if the spreadsheet is becoming another list you have to chase manually.
FAQs
What columns should a wedding guest list have?
Include name, contact, contributor, household reference, event access, plus-one arrangement, invitation status, RSVP, table and check-in status. Use a stable guest reference and record changes.
Should traditional and reception guests share one list?
You can keep one master record per person, but record access and attendance for each event separately. The totals and invitations may differ even where the guests overlap.
Does sending an invitation count as an RSVP?
No. Keep invitation status and reply status separate. A message sent, or even read, is not confirmation that the guest will attend.