Guest & Room Management
Wedding Guest Management and Room Allocation Software
Wedding guest management software and wedding room allocation software on one record per guest: the list, the WhatsApp RSVP status, meal preferences, travel details, and which room they are staying in, with real check-in and check-out tracked as it happens.
A guest list scattered across three phones is not a guest list.
Meal preferences, plus-ones, travel details and WhatsApp RSVP status end up split between whoever last spoke to the family, a shared Excel file, and someone’s memory. As a wedding guest management software, Lighter keeps the guest record and the WhatsApp RSVP status behind it in one place per function, so “how many are confirmed for the sangeet” has an answer instead of a phone call.
One guest record, not five spreadsheets
Event guest management usually means a file per function and a headcount nobody trusts. Here a guest belongs to the event, and the functions they are attending are a field on the record.
Add guests one at a time, or import the list you already have from a spreadsheet using your own column headings.
Segment the list the way the event is actually organised
The categories that matter at an Indian wedding are not the ones a generic tool ships with.
- Side bride, groom, or other
- Group name, for the family, office or friends block
- Attending functions, per guest
- Meal preference
- Plus-ones, each with their own name, age and relation not just a number
- Accommodation required
Age and ID proof, for the guests who need it on record
As a wedding guest registration software, every member of a guest’s party not just the primary guest can carry an age and an identity document on their record, for the hotels and venues that ask for it at check-in.
Travel, arrivals and departures
For a destination wedding the guest list is also a logistics list. As a wedding guest travel management software, each guest can carry how they are arriving and leaving, the flight or train number, the city they are coming from, and the exact arrival and departure date and time.
That is the difference between knowing three hundred people are coming and knowing who lands at 6am on Thursday.
WhatsApp RSVP status and reminders, from the same list
Responses update the guest record, whether they came from a WhatsApp reply or the public RSVP form. Filter to pending, select, and send a reminder no export, no second tool.
How WhatsApp RSVP and Communication works
Guest lists, RSVP forms and WhatsApp reminders are available on the Enterprise plan.
Wedding room allocation software, built on the same guest list
Rooms belong to the same event as the guests who will stay in them. As a wedding room management software, rooms are organised by category Deluxe, Suite, or whatever the venue uses with a floor and a room number assigned automatically.
Import a room inventory from a spreadsheet the same column-mapped way the guest list imports, with a downloadable template so the format is never a guessing game.
Assign a family to a room, then split it, without retyping anyone
As a wedding room assignment software, a whole family goes onto a room first, then splits by guest with a drag-and-drop move or a dropdown whichever is faster in the moment. Occupancy, category and floor are visible while assigning, so a room is never double-booked without someone seeing it happen.
Know who has actually arrived, not just who was assigned a room
A planned check-in date is not the same as a guest who has actually arrived. As a wedding guest check-in software, each room carries a single check-in button that becomes a check-out button once pressed, recording the real time either happened not the date that was planned weeks earlier.
Both the planned and the actual check-in and check-out times export together in the room report, so reconciling the stay plan against what really happened does not mean cross-referencing two systems.
Blog on this
- How to Manage a Wedding Guest List Across Multiple FunctionsWedding guest list management across Haldi, Mehendi, Sangeet and reception needs one master record with attendance tracked per function, not four separate lists.
- Wedding Room Allocation: How to Assign Guest Rooms Without a WhiteboardWedding room allocation usually lives on a whiteboard or a separate spreadsheet from the guest list. Here is a process for assigning rooms by category and family that stays in sync with who is actually coming.
- What to Record for Every Guest: Age, ID Proof and Check-In ComplianceHotels and venues often ask for ID proof at check-in for every guest in a room, not just the one who booked it. Here is what to collect ahead of time instead of at the front desk.
See it on your own work
Bring one real enquiry to a 30-minute demo and we will set it up live, using your own numbers.