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Updated Oct 14, 2024Here's How to Use The Knot Guest List Manager (With Video)
We can't help convince your mom not to invite her entire Zumba class, but we can keep you organized.
Photo: Aster & Olive Photography
We know, wedding planning is supposed to be fun (and it is!). But creating a guest list can be time consuming and frustrating. Fortunately, The Knot Guest List Manager simplifies the process so you can enjoy the rest of your planning journey. This free tool allows you to seamlessly organize your guest list, gather addresses, collect and track RSVPs, share your list with other VIPs and more. Oh, and did we mention it's all free? While The Knot Guest List Manager (aka the best wedding guest list manager) is as user-friendly as it gets, we're here to break down exactly how to use it.
In this story:
- How to Use The Knot Guest List Manager
- How to Add a Guest on The Knot
- How to Edit Your Guest List on The Knot
- How to Add a Plus-One on The Knot
- How to Export a Guest List From The Knot
- Frequently Asked Questions About The Knot Guest List
How to Use The Knot Guest List Manager
Ready to start your guest list? If you haven't created an account with The Knot, it's time to get on that—just click the pink "Sign Up" button on the upper right corner of our homepage. If you have (and hopefully started your wedding website too!), check out this video from Keri on our Consumer Experience Team with step-by-step instructions (we'll go through everything in this article too, so you won't be left asking: How does The Knot guest list work?).
THE KNOT ORIGINAL VIDEO
Once you've logged in, head to the Guests & RSVPs section in the navigation bar. Now it's time to add guests and their info to your The Knot guest list—and there are three easy ways to do it.
Design: Natalie Romine
How to Add a Guest on The Knot
Wondering how to add a guest list on The Knot after determining who to invite to your wedding? You've got options. There are a few ways you can upload your invitees' names to the Guest List Manager on The Knot. Learn more about each here.
- Add guests one by one: To add people to your free online guest list, simply fill in the guest's name, address, phone number, email address and any notes to the form, and save it. Though, this is the most time-consuming method, so if your guest list count is high and a small wedding guest list is not your thing, you might consider one of the other two options provided in the wedding guest list manager.
- Use a spreadsheet: Download The Knot guest list spreadsheet for either Excel or Google Sheets. Fill it in with all of your guests' information and then copy and paste it into the wedding guest list manager. This allows you to add multiple guests to your guest list on The Knot, rather than entering them one by one. If you're already working with the best wedding planning spreadsheet, this is a great choice when it comes to how to import your guest list on The Knot.
- Collect addresses: Let your guests do all the work! All you have to do is copy and paste the provided link to The Knot address collection form into an email to your loved ones and your guests will be able to fill in their address and contact information. After they've submitted all their info, it will be automatically added to your wedding guest list manager so you don't have to lift a finger.
As soon as you've added one guest's information, you'll be able to view your online wedding guest list (and add more guests using the pink "Add Guest" button on the top right, which will come in handy if you're handling A- and B-list wedding guests on The Knot). You can also create events such as rehearsal dinner or postwedding brunch and add guests to those lists as well. The system will always default to showing the guests for all of your wedding-related events combined.
Note that you can easily alphabetize guests' names by clicking on the arrows next to the word "Name." You can also sort by number of guests ("Party Size"), so you can easily see who's bringing 10 people vs. two people.
How to Edit Your Guest List on The Knot
Now that you've figured out how to make a wedding guest list and how many people to invite to your wedding, you can concern yourself with editing your guest list. As you're adding guests to the list, you can edit each person's profile to include more information, such as number of guests in their party (and their names), if their gift was received (and what it was) and if you sent a thank-you note in the Notes section that appears once you click on their name. To delete a guest from your list on The Knot, simply click the empty checkbox beside their name—you'll then see a tiny trash can and text that reads "Delete selected guests" at the top of your The Knot guest list template. Click it.
Once you've sent your invitations, you can edit every guest's RSVP status by clicking on each guest's name, then RSVP responses and the pencil icon to update their response. You can do this manually if you're receiving paper RSVPs. If you have a wedding website with The Knot and you've set up online RSVPs, your guests' RSVPs will be automatically populated to your guest list as they send in their responses (how easy is that?), along with their meal choice and any other information you've requested. You can also add any notes about the guest, such as if they have dietary restrictions or need to be seated in a certain spot.
How to Add a Plus-One on The Knot
Once you've decided which guests will be invited with dates (plus-one wedding etiquette is a debate in itself as you try to ballpark the average wedding guest list size), you can easily add plus-ones to your The Knot guest list (or what we like to think of as the leading online guest management tool for weddings).
- Locate the guest who you'd like to assign a plus-one.
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Click on their name. You'll then see a menu appear on the right side of your screen.
Under the Guest name section, you'll see a blue plus sign and clickable text that reads: "Add a Guest to this Party." Click it. - If you know the plus-one's name, you can add it, and if not, simply click on "Name unknown?" and it'll automatically designate the person as [guest name]'s guest.
- Choose which events the plus-one is invited to (just the wedding or the rehearsal dinner too?). Click "Save" and the plus-one will be officially added to your guest list.
How to Export a Guest List From The Knot
As you approach your wedding day, you'll likely need to share your guest list with others, such as your wedding planner, caterer, venue and more. You can download your guest list from The Knot by doing the following:
- Click the "Download List" button on the top right-hand side of your guest list.
- Select what medium you'd like your guest list to download as. There are three options here: download your entire list as a table, create address labels or receive a table of guests' RSVP responses so you can get an accurate final headcount.
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Pick your preferred option and continue on with your wedding guest list management—you can then print your guest list too, if you'd like.
Frequently Asked Questions About The Knot Guest List Manager
Now that we've covered the basics of the best way to manage your wedding guest list, we can dive a little deeper into a few Qs you might have. Look below for more info on our online wedding guest list manager.
How to Collect Guests' Addresses on The Knot
You can collect guests' addresses through The Knot by sending them the link to the custom guest address collection form, which compiles their information into your The Knot Guest List Manager. If you haven't yet added guests to your list, you'll see the prompt once you click into the Guests & RSVPs tab. If you've already added some placeholder names, you will see the directive after you click on (NOT into) the Guests & RSVPs tab. It's under the "keep guests organized" text. From here, it'll automatically compose an email in your WWS theme or an SMS you can send to guests to collect their addresses with a click.
How to Upload Your Guest List to The Knot
To upload your guest list to The Knot, you can add names one at a time, add multiple guests at once using a spreadsheet template or let guests handle the task themselves by sending out a guest address collection form. All options are found under the Guests & RSVPs section.
Can Guests See Couples' Guest Lists on The Knot?
Your guest list on The Knot is part of your password-protected account and will not be able to be viewed by your guests. As mentioned, you can download your guest list and share it with VIPs, such as your parents and wedding vendors, but only those with access to your account on The Knot will be able to view and edit your guest list in real time.
How to Print Your Guest List From The Knot
If you'd like to print your guest list, it's absolutely doable. Simply download your guest list or RSVP responses following the directions above, and then print the .csv file. You can then share it with loved ones or vendors who prefer to go the hard copy route.
Can You Alphabetize Your Guest List on The Knot?
You can alphabetize guests' names by clicking on the arrows next to the word "Name." This will shift the list to alphabetical order instead of chronological.
Can You Have A List and B List Wedding Guests on The Knot?
While you can't officially separate A- and B-list guests on The Knot, you can simply add your second wave of guests afterwards to fill out a lopsided wedding guest list. That's where digital RSVPs are especially handy when inviting B-list wedding guests. You can also add all guests at once and mention the B list in the Notes second under their individual names.
Additional reporting by Cathryn Haight.
