Weddingkart + Excel: The Perfect Partnership for Guest Management
Who This Is For
This guide is for event managers who love using Excel for guest management and want to understand how Weddingkart can automatically collect guest information via WhatsApp and fill your existing Excel files with real-time data—without disrupting your current workflow.
What You'll Achieve
Understand how Weddingkart complements your Excel workflow
Learn how Weddingkart collects guest data automatically via WhatsApp
Discover how to keep using Excel while getting automated data collection
See how RSVP statuses, travel tickets, and ID cards flow into your Excel files
Make informed decision about enhancing your Excel workflow with Weddingkart
Why Excel + Weddingkart Work Together
Excel Is Perfect For:
Storing and organizing guest data (names, phone numbers, groups)
Analyzing data with formulas, pivot tables, and charts
Vendor coordination (sharing data with caterers, hotels)
Record-keeping and archival
Your existing workflows and processes
Weddingkart Complements Excel By:
Collecting guest responses via WhatsApp automatically
Filling your Excel files with RSVP statuses, travel tickets, and ID cards
Handling WhatsApp communication complexity
Tracking delivery status and follow-ups
Syncing data back to your existing Excel/Google Sheets
The Partnership: You keep using Excel exactly as you do now. Weddingkart handles the data collection from guests via WhatsApp and automatically updates your Excel files with the information you need.
How Weddingkart Fills Your Excel with Guest Data
1. Automated RSVP Collection → Excel
Your Current Excel Workflow:
Send RSVP requests manually
Wait for responses via phone, WhatsApp, or email
Manually enter responses into Excel
Track who responded vs who didn't
How Weddingkart Helps:
Weddingkart sends RSVP requests via WhatsApp with interactive Yes/No buttons
Guests click buttons to respond (no typing needed)
Responses are automatically tracked
Weddingkart exports RSVP statuses directly to your Excel file
What Gets Added to Your Excel:
✅ RSVP status column (Yes/No/Not Answered)
✅ Response timestamp
✅ Delivery status (sent/delivered/read)
✅ Automatic updates as guests respond
Your Excel Stays the Same: You continue using Excel for vendor coordination, analysis, and record-keeping. Weddingkart just fills it with accurate RSVP data automatically.
2. Travel Ticket Collection → Excel
Your Current Excel Workflow:
Request travel tickets from guests
Receive tickets via WhatsApp, email, or photos
Manually extract flight/train details
Enter travel information into Excel for logistics planning
How Weddingkart Helps:
Weddingkart sends automated requests for travel tickets via WhatsApp
Guests share ticket photos directly in WhatsApp chat
Weddingkart automatically extracts travel details (flight numbers, dates, times, cities)
Travel information is automatically added to your Excel file
What Gets Added to Your Excel:
✅ Travel ticket status (Collected/Not Collected)
✅ Flight/Train number
✅ Departure city and date
✅ Arrival city and date
✅ Travel time
✅ Passenger details
Your Excel Stays the Same: You continue using Excel for travel coordination with hotels and transport vendors. Weddingkart just fills it with structured travel data automatically.
3. ID Card Collection → Excel
Your Current Excel Workflow:
Request ID card photos from guests for security/entry management
Receive ID cards via WhatsApp or email
Manually extract ID details (name, ID number, photo)
Enter ID information into Excel for security coordination
How Weddingkart Helps:
Weddingkart sends automated requests for ID cards via WhatsApp
Guests share ID card photos directly in WhatsApp chat
Weddingkart automatically extracts ID details (name, ID number, photo)
ID card information is automatically added to your Excel file
What Gets Added to Your Excel:
✅ ID card status (Collected/Not Collected)
✅ ID card number
✅ ID card type (Aadhaar, PAN, Passport, etc.)
✅ ID card photo link
✅ Collection timestamp
Your Excel Stays the Same: You continue using Excel for security coordination and entry management. Weddingkart just fills it with ID card data automatically.
4. Automated Follow-ups → Better Excel Data
Your Current Excel Workflow:
Manually identify guests who haven't responded
Create follow-up lists
Send reminders manually
Update Excel as responses come in
How Weddingkart Helps:
Weddingkart automatically identifies non-responders
Sends follow-up reminders only to those who haven't responded
Tracks follow-up effectiveness
Updated responses automatically sync to your Excel file
What Gets Added to Your Excel:
✅ Follow-up status (First Request/Sent Reminder/No Response)
✅ Response rate improvements over time
✅ Complete response history
Your Excel Stays the Same: You continue using Excel for analysis. Weddingkart just ensures your Excel has complete, up-to-date data by automatically following up with guests.
5. Delivery Status Tracking → Reliable Excel Data
Your Current Excel Workflow:
Send messages and hope they're delivered
No way to verify if guests received messages
May miss guests with incorrect phone numbers
How Weddingkart Helps:
Weddingkart tracks message delivery status (sent → delivered → read)
Identifies phone number issues automatically
Delivery status is included in your Excel export
What Gets Added to Your Excel:
✅ Message delivery status per guest
✅ Phone number validation status
✅ Last message read timestamp
Your Excel Stays the Same: You continue using Excel for coordination. Weddingkart just ensures your Excel has reliable data by tracking delivery and identifying issues.
6. Phone Number Normalization → Clean Excel Data
Your Current Excel Workflow:
Phone numbers in various formats (with/without country code, spaces, dashes)
Manual normalization needed
Import/export errors due to format issues
How Weddingkart Helps:
Weddingkart automatically normalizes phone numbers during import
Converts to standard E.164 format
Detects and flags duplicates
Exports clean, normalized phone numbers to your Excel
What Gets Added to Your Excel:
✅ Standardized phone number format
✅ Duplicate detection flags
✅ Validation status
Your Excel Stays the Same: You continue using Excel for coordination. Weddingkart just ensures your Excel has clean, properly formatted phone numbers.
7. Real-Time Updates → Updated Excel Data
Your Current Excel Workflow:
Send time-sensitive updates manually during live events
Copy-paste phone numbers from Excel
Hope messages deliver to all guests
How Weddingkart Helps:
Weddingkart sends just-in-time updates instantly during live events
Tracks delivery to ensure all guests receive critical updates
Updates and responses automatically sync to your Excel file
What Gets Added to Your Excel:
✅ Real-time update delivery status
✅ Guest response timestamps
✅ Complete communication history
Your Excel Stays the Same: You continue using Excel for coordination. Weddingkart just ensures your Excel stays updated in real-time during live events.
How Weddingkart Respects Your Existing Workflow
Weddingkart is designed to complement your Excel workflow, not replace it. We understand that event managers have established processes, vendor relationships, and Excel files that work for them. Weddingkart simply automates the data collection from guests and fills your existing Excel files with the information you need.
Three Ways to Export Data to Your Excel/Sheets
Weddingkart offers three export options that respect how you already work:
1. 📊 WK Google Sheet (New Sheet Created by Weddingkart)
Best For: Event managers who want a Weddingkart-managed sheet with all guest data
How It Works:
Weddingkart creates a new Google Sheet for you
All guest data is automatically synced (RSVP statuses, travel tickets, ID cards)
Sheet is shareable with your team
Auto-updates as guests respond
What You Get:
✅ Complete guest data with all Weddingkart-collected information
✅ RSVP statuses, travel tickets, ID cards in separate sheets
✅ Shareable link to share with vendors
✅ Auto-updated in real-time
Your Workflow: Use this sheet for vendor coordination, or copy data to your existing Excel files.
2. 📋 EM Google Sheets (Sync to Your Existing Sheets)
Best For: Event managers who already use Google Sheets and want Weddingkart to sync data into them
How It Works:
You share your existing Google Sheet with Weddingkart
Weddingkart automatically syncs guest data into your sheet
You can link multiple sheets (e.g., Main Guest List, Backup Sheet)
Weddingkart adds new columns/sheets for Weddingkart data (RSVP, travel, ID cards)
What You Get:
✅ Your existing Google Sheets stay exactly as they are
✅ Weddingkart adds a "WK RSVP" sheet with RSVP data
✅ Weddingkart fills WK columns in your existing sheets
✅ Automatic sync every few hours (or manual sync on demand)
Your Workflow: Continue using your Google Sheets exactly as you do now. Weddingkart just adds the collected data to them.
3. 📄 EM Excel (Upload Your Excel, Download with WK Data)
Best For: Event managers who prefer Excel files and want Weddingkart to fill them with data
How It Works:
You upload your existing Excel file
Weddingkart processes it and adds:
New "WK RSVP" sheet with RSVP statuses
WK columns filled with travel ticket data
WK columns filled with ID card data
WK columns with delivery status and timestamps
You download the updated Excel file via WhatsApp
What You Get:
✅ Your Excel file structure stays the same
✅ Weddingkart adds new sheets/columns with collected data
✅ File delivered to you via WhatsApp
✅ Ready to use with vendors
Your Workflow: Upload your Excel, get it back with all Weddingkart-collected data filled in. Use it exactly as you do now.
What Data Gets Added to Your Excel/Sheets
When Weddingkart exports data, it adds:
RSVP Data:
RSVP status (Yes/No/Not Answered)
Response timestamp
Follow-up status
Response rate metrics
Travel Ticket Data:
Travel ticket status (Collected/Not Collected)
Flight/Train number
Departure and arrival cities
Departure and arrival dates/times
Passenger details
ID Card Data:
ID card status (Collected/Not Collected)
ID card number
ID card type (Aadhaar, PAN, Passport, etc.)
ID card photo links
Communication Data:
Message delivery status (sent/delivered/read)
Last message read timestamp
Phone number validation status
Communication history
All of this data flows into your existing Excel/Google Sheets files automatically.
Is This Right for You?
Here's the simple truth: Excel works great for small weddings where you have time for manual tracking. But once you're managing 50+ guests, collecting travel tickets, or need high RSVP response rates, that's when Weddingkart becomes valuable.
The workflow is straightforward:
Create your guest list in Excel (as you always do)
Import it to Weddingkart (one-time setup)
Weddingkart handles all the WhatsApp communication and data collection
Export everything back to Excel when you need it
You keep using Excel for what you're good at—vendor coordination, analysis, record-keeping. Weddingkart just fills it with accurate data automatically, so you don't spend hours manually entering RSVP responses or extracting flight details from ticket photos.
The bottom line: If you're happy with Excel and manual tracking works for you, stick with it. But if you're spending too much time on data entry or missing responses because guests don't reply, that's where Weddingkart helps—without asking you to change how you work.
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