What is your Itinerary?

Food and Drink

Table Plans

Adding Suppliers

Add Ons

Creating your Invites

Sending your invites

Share Link

Accommodation - How to View & Book Rooms

Accommodation - Payment for rooms

Accommodation - Viewing rooms

My Gift List

Budgets & Costs

Event Documents

Notes

Milestones & Tasks

Setting up Guest Meal Selection

My Event - Your Homepage

Welcome to Guest Management

Welcome to Hostology - Start your planning journey

Creating a Guest List

Welcome

Planning

Itinerary

Add-Ons

Suppliers

Guests

Guest List

Create Invites

Send Invites

Accommodation

Gift List

Venue

Budget

Payments

Venue Details

Documents

&nbsp;Now that you are ready to invite your guests go to the Send Invites page.Once here, select the invite from&nbsp; the drop down menu and select which invitation you would like to send out.&nbsp;<figure class="image"><img src="https://cdn-assets.productfruits.com/8fe007d8-40ac-4598-9c77-fb5fe81dcb26"></figure>&nbsp;Now you can see the list of your guests and the meals that are included in this invitation. You can see if your guests are:<ul><li>"Invited", &nbsp;all guests will be invited to your default invite but you can move them to "uninvited" if you want to</li><li>"Uninvited", guests will not see this invite or be able to find their names in the share link</li></ul>Any guest in the invited column will see the selected invite with they login, even if you didn't click on "send invite". (Only important if you're sending share links and then guests create accounts"<img src="https://cdn-assets.productfruits.com/bef1bf32-3fa9-467c-b180-623a1516dd49"> You can also search for guest names and tags and select the guests you want to send the invite to <img src="https://cdn-assets.productfruits.com/95dfcd2e-f566-4292-8240-c62b3058e057"> Once you've organized the guests in the columns, you can decide to send the invite via email or with a link. To send the invite via email, please add guest emails in the guest list. The only difference is that to view the invite they'll have to create an account, while with the share link they can RSVP without creating an account.<img src="https://cdn-assets.productfruits.com/44f1a06b-fa9c-45e7-a6c8-42586269d42f"> The email will have their name, the invitation name, and the name of the venue so they will have all the information they need. From this they'll create an account, see the invite, RSVP to the event and update their dietaries for you. They can also access any accommodation (if available), or see your gift list if you have added it.<img src="https://cdn-assets.productfruits.com/d27bc831-1b29-4250-8f7a-706fc5c91143"> &nbsp;To find out more about the share link please go to the share link support page

Plan your event together, sharing the key details in one easy to manage space. Discover what's possible at your venue, save time and hundreds of emails or calls! For a quick overview watch our short introduction below<figure class="media"><div data-oembed-url="https://vimeo.com/1041131381"><div style="position: relative; padding-bottom: 100%; height: 0; padding-bottom: 56.2493%;"><iframe src="https://player.vimeo.com/video/1041131381" style="position: absolute; width: 100%; height: 100%; top: 0; left: 0;" frameborder="0" webkitallowfullscreen="" mozallowfullscreen="" allowfullscreen=""></iframe></div></div></figure> How does the collaboration work? &nbsp;Who can see what?To simplify the planning journey Hostology helps the key people involved in your event to see, edit and respond to information; suppliers, guests and your venue - saving you masses of time.Who can you share information and collaborate with on Hostology?<ul><li>You&nbsp; - It's your event, or you are planning it for someone!</li><li>Your Venue - They invite you to the platform and can see all details other than your private tasks, notes and guest contact info - unless you choose to share with them.</li><li>Your Suppliers - Can see your event details, any notes or documents you add to them as well</li><li>Your Guests - Can see the invitation you share, RSVP and update their dietary requirements and meal selection, view accommodation you assign to them or that is available at the venue, and see your gift list (have you set on up yet?). &nbsp;Check out the guest welcome video <a href="https://vimeo.com/797339281">here</a>.</li></ul><h3><a href="https://hostology.zendesk.com/hc/en-gb/articles/8099159568412-Welcome-to-Hostology-Start-your-planning-journey#What_is_Hostology">Top Tips to get started</a> &nbsp;</h3>Planning an event, from a big wedding to a small private party can sometimes feel daunting. Watch this video to guide you through navigating the the key areas of Hostology To start your journey and get the most out of your Hostology experience:1. Add your photo and check all your event details are correct&nbsp;2. Check out your event itinerary and the running order of the day&nbsp;3. Start creating your Guest list - There are lots of reasons to add guests into your event early! You can tag and share an invite, track RSVPs, dietaries and meal selections, create table plans and allocate rooms.&nbsp;Make sure you check out some of the other key features, including:<ul><li>Notes and Documents store, to keep all your thoughts and documents in one place&nbsp;</li><li>Suppliers - view venue suggested suppliers or add your own (+their boring legal/ insurance documents!)&nbsp;</li><li>Create your Table plan</li><li>Invite Guests to RSVP &nbsp;Request Meal selections and send out beautiful personalised invitations</li><li>Gift list - everyone loves a present. Add a link to your Gift-List or sign up to one of our special partner offers&nbsp;</li></ul>

&nbsp;Use the Guest list to add all your guests to Hostology and then send beautiful invites so they can share important dietary information with your venue. You can also manage guest meal selections in the guest list.The Guest list section is on the left hand menu (on desktop), or via the pop out menu in the top left of the screen (on mobile) under Guests.<figure class="image"><img src="https://cdn-assets.productfruits.com/7574bf51-93ec-4c1f-8d16-93c51c157acc"></figure> If you already have a guest list spreadsheet you can click on import and select the file you want to upload, remember to follow the document rules or your guests won't be imported. If you don't have a spreadsheet you can start adding your guests manually with the "Add Guest" button on the right. Your guests don't need an email to be added, but if you want them to see the invite, guest list, accommodation and add in their own dietaries an email is required.&nbsp; <img src="https://cdn-assets.productfruits.com/8037af73-4db6-42d4-8197-1b08f951336b"> In the guest list, you can tag your guests so you can group them and organize them, for example "Evening Guests". This is helpful when you're sending invites as you can filter via tags and select the "Evening Invitation" and the "Evening Guests" tag and only select those guests.&nbsp; Click on the "Tags" button or in the tags search box to create a tag and click "Set Tags" if you want to bulk tag guests.&nbsp; <img src="https://hostology.zendesk.com/hc/article_attachments/18722591231900" alt="Screenshot 2025-02-27 at 10.38.29 AM.png"> Once you send your invites and your guests start RSVPing, you can monitor what invite they are RSVPing to, if they have any dietaries and if there's meal choices, if they've selected them.&nbsp; You can also manually RSVP for your guests. This can be done by clicking the icon on the left of the guest you want to RSVP for, which will open a small box with confirm, pending and declined.&nbsp; <img src="https://hostology.zendesk.com/hc/article_attachments/18722591232540" alt="Screenshot 2025-02-27 at 10.46.29 AM.png"> &nbsp;Creating Guest GroupsTo start adding guests, you will see that you have two choices. "Add Guest", OR, "Add Group".<img src="https://hostology.zendesk.com/hc/article_attachments/9021566432284" alt="Screenshot_2023-05-31_at_13.50.36.png"><img src="https://hostology.zendesk.com/hc/article_attachments/9021538145692" alt="Screenshot_2023-05-31_at_13.50.10.png"><ul><li>Add Guest - This will add your guest as an "individual". Where if you invite them to the platform, they will be responsible for their information only. (You can always add to a group later)</li><li>Add Group - This will prompt you to add a guest (NB - the first guest will be the "Group Lead"). And then add further guests to this group. This allows the group lead to be responsible for updating their guests information, RSVP's and booking accommodation. E.g. You might create a family as a group, with a parent as a Group lead, who will RSVP for their partner + Children and make all arrangements.</li></ul>You will have the option to ‘Add another guest’ and complete the required information, then click create group - NB Children can only be part of a group.<img src="https://hostology.zendesk.com/hc/article_attachments/9048223156252" alt="Screenshot_2023-06-02_at_10.25.48.png"><img src="https://hostology.zendesk.com/hc/article_attachments/9048204094620" alt="Screenshot_2023-06-02_at_10.26.58.png">You can also create groups after you've finished adding all your guests on the platform. Click on the guest and click "+ Group Member" and you'll be able to select which guests to add to this group.<figure class="image"><img src="https://cdn-assets.productfruits.com/2b4e860b-4b45-4809-b26e-f07e11e2114d"></figure>Groups allow for one person to be responsible for updating RSVPs and other information. It also makes it &nbsp;easier for you to book in your guests to accommodation, where if you add a group to a room, it will automatically add all the guest information to the room and provide the guest lead with the details to arrange payments.&nbsp;&nbsp;What happens if I don't add an email address to my guestIf you add a guest with an email address, when you add them to a room or invitation, they will receive the above emails inviting them to create an account - RSVP and/or confirm their room. They will also be able to see things like your <a href="https://hostology.zendesk.com/hc/en-gb/articles/6485068826652">Gift List. </a>The two emails a guest will receive are:<ul><li>An invitation - If you send an invite to a guest who has an email address, they will receive this via email.</li><li>A Room Booking Confirmation - If you assign a room to a guest, they will receive an email asking them to confirm it and make payment arrangements.</li></ul>If you do not add an email address to a guest, they will not be able to login/receive any of the information above. This can be useful when you are in the early stages of your planning process! Or if you want to do all of the guest management manually. Any guest that does not have an email address will show with a "No email" tag like below:&nbsp;&nbsp;Updating and Editing your Guests + GroupsAs mentioned, when creating your guest list, you can always update, edit, or even delete a guest.To edit a guest, simply click on their name, then select the edit option when you are on their profile. This will allow you to update contact info, tags, dietary information and any notes.&nbsp;Creating an invite&nbsp; Once you have uploaded your guest list, you can create an invite. The invites link the guests to the correct itinerary items so for example if you have guests attending the whole day, you want to make sure your invite covers the whole day while if you have evening guests attending you want to create an invite that only covers that portion of the day. Dietary restrictions and meal choices will then match the timings of the day.&nbsp; You can create as many invites as you want!<figure class="image"><img src="https://cdn-assets.productfruits.com/357004a8-5d95-437e-b420-598c930908d7"></figure>

Go back to application

Was this article helpful?

You recently requested to reset your password for your account. Use the button below to reset it. This password reset is only valid for the next 24 hours.

If you’re having trouble with the button above, copy and paste the URL below into your web browser.

Please check your email for instructions to reset your password.

Check your email

Enter your email address and we will send you instructions to reset your password.

Please enter a new password below.

Set your password