Filtering, sorting and exporting your guest list

What this covers

Working with the whole guest list rather than one guest. Everyone can view and filter; exporting needs its own permission, held by Owners and Managers only.

The list

Guests shows everyone, alphabetically by last name, in pages. Each row shows the name, contact details, and the VIP and blacklisted flags.

Combine the search box with the filters — VIP, blacklisted, tag — to answer most questions: every VIP, everyone tagged "corporate", everyone blacklisted.

Exporting to a spreadsheet

Export CSV downloads the list as a file you can open in Excel, Numbers or Google Sheets. The export follows the filters currently on screen, so filter first, then export — that is how you get "just the wine club" rather than everybody.

The columns you get

ID · First Name · Last Name · Email · Phone · Tags · VIP Status · Blacklisted · Blacklist Reason · Notes · Created At

Note what is not in it: visit counts and spend are not exported. For those, use the guest report, which has its own export of segments like top spenders and at-risk guests. See Guest analytics and segments.

Why exporting is a separate permission

Viewing one guest is part of the job. Downloading every guest's contact details in one file is a different act — it is your entire customer list leaving the building in one click. That is why hosts and servers cannot do it, and why you should think before you do.

What people use it for

  • Inviting a tagged group to an event.
  • Loading contacts into an email newsletter tool.
  • Giving an owner or head office a count.
  • Keeping a copy of your own data.

Handling the file responsibly

  • It is personal data. Names, emails, phone numbers, and any notes you have written about people. Do not email it around or leave it in a shared folder. See Your guest data and privacy.
  • Delete it when you are done. An export is a snapshot; the live list is the real record.
  • Marketing to it has rules. Someone giving you a phone number to confirm a booking has not agreed to receive advertising. Check what applies where you operate.
  • Opening it safely. Spreadsheets often mangle phone numbers by dropping the leading + or zero. Import the file rather than double-clicking it, and set the phone column to "text".
Previous Blacklisting a guest Next Your guest data and privacy