Help centreI’m hosting an event
Sending us your guest list
What to put in the spreadsheet you send us, how to write phone numbers, and the small mistakes that stop an invitation from going out.
Updated 2 October 2026
The columns we need
Send us an Excel or CSV file with one guest per row and these headings in the first row. Our team imports it and checks every row before anything is sent.
| Column | Needed | Notes |
|---|---|---|
| First name | Yes | Used to greet the guest by name. |
| Last name | Yes | Lets the door team find them on the night. |
| Email or mobile | One address per cell. | |
| Mobile | Email or mobile | Needed for WhatsApp invitations. See the format below. |
| Company | Optional | Kept with the guest for your reference. |
| Guests allowed | Optional | How many extra guests this person may bring, from 0 to 4. Leave it out if nobody brings anyone. |
Every guest needs at least an email address or a mobile number, or we have no way to reach them. Any other columns you have, such as a table number, region or dietary note, are welcome. We keep them with the guest.
Send a separate list for each event, even when the same people are invited to more than one.
Phone numbers
Write mobile numbers in full international format, starting with the country code: +27 82 123 4567 rather than 082 123 4567. WhatsApp needs the country code, and guests outside South Africa can only be reached this way.
Spaces inside the number are fine. One number per cell, and only mobile numbers, because a landline can’t receive WhatsApp.
Mistakes that stop a send
These come up on almost every list. Each one means a guest never receives their invitation.
- Two addresses in one cell.“john@company.co.za; pa@company.co.za” can’t be sent to. Put the second person on their own row.
- Phone numbers in the email column, or the other way round. Usually the result of columns shifting when lists are merged.
- Typos in the domain.“gmial.com”, “.co.za” written as “.za.co”, or a company domain that changed after a rebrand.
- Stray characters. Spaces, quote marks or invisible characters copied in from Word or Outlook. We clean what we can, but check addresses pasted from other documents.
- People who have left. An address for someone no longer at the company bounces. If you know of changes, update the list before sending it.
If any rows can’t be used, we’ll tell you which ones and why, so you can send corrections.
Adding people later
Send us the extra names in the same format. We invite only the new people. Everyone already invited doesn’t receive a second invitation.
Before the invitations go out
If most of your guests work at a few large companies, ask their IT departments to allow our invitations about two weeks before the send. Corporate filters are the most common reason a guest never sees an invitation. The allowlist request has the text to forward to them.