PM How to Import an Event Guest List in Proptia
Before You Begin
Make sure you have:
A prepared guest list in Excel
First name, last name, email, and phone number for each guest
Step 1: Open the Visitor Directory
In the left menu, select Directories
Click Visitors
Select the Add button in the top right
You are now creating a new visitor record.
Step 2: Switch to Event Mode
Locate Registration Type
Change the dropdown from Individual to Event
New event setup options will appear on the screen.
In Select Event Visitor, choose Import List from Excel
This tells the system you are uploading a group.
Step 3: Download and Prepare the Template
Scroll to the Guest Details section
Select Template Download to save the Excel file to your computer
Open the file and fill in your guest information
Important rules for formatting
Do not edit or rename the column headers
Remove any blank rows
Double check emails and phone numbers
Save the file somewhere easy to find
The system depends on correct formatting for a successful upload.
Step 4: Upload the Guest List
In Proptia, click the Browse button
Select your saved Excel guest list file
Confirm you see the file name next to the button
Click Import List
The system will upload every guest from your spreadsheet into your event.
Step 5: Confirm Your Event
After the import completes:
Check the list of guests shown on screen
Make edits if needed
Publish the event when ready
Your check in team will now see your guests during the event.
Tips for Success
Use one spreadsheet per event
Keep a record of the original list for tracking
Test with a small upload if this is your first time using the feature
You Are All Set
You have successfully created an event and imported your full guest list into Proptia. Future uploads will be even faster now that you have the template ready.
PM How to Import Event Guests List FAQ
Q: How do I add an event with multiple guests in Proptia?
A:
Navigate to Directories → Visitors → Add, then change the Registration Type from Individual to Event. This enables event-specific options, including bulk guest import.
Q: Can I upload a full guest list instead of adding guests one by one?
A:
Yes. Select “Import List from Excel” under the Event setup. This allows you to upload an entire guest list in seconds.
Q: Where do I get the Excel template for uploading guests?
A:
In the Guest Details section, click “Template Download.” This will download a pre-formatted Excel file you can use to enter your guest information.
Q: What information do I need to include in the Excel file?
A:
The template includes the following fields:
- First Name
- Last Name
- Phone Number
- Notes (optional for gate attendants)
Q: Can I customize or change the column headers in the template?
A:
No. The column headers must remain exactly as provided. Changing them may cause the import to fail.
Q: What are common mistakes to avoid when preparing my guest list?
A:
- Do not modify column headers
- Double-check email addresses for typos
- Remove any blank rows between entries
- Ensure all required fields are filled out
- Save the file in an easy-to-find location before uploading
Q: How do I upload my completed guest list?
A:
Click the Browse button, select your saved Excel file, then click “Import List.” Once uploaded, all guests will be automatically added to the event.
Q: How do I know if my guest list uploaded successfully?
A:
After selecting your file, its name will appear next to the Browse button. Once you click Import List, the system processes the file and adds all guests to the event.
Q: What happens after I import the guest list?
A:
All guests are immediately added to the event, enabling a faster, more seamless check-in experience for both attendees and on-site staff.
Q: Why should I use the Excel import feature instead of manual entry?
A:
Using Excel import:
- Saves significant time
- Reduces manual errors
- Scales easily for large events
- Creates a more professional and efficient check-in process