Export Your Guest List as CSV for Your Caterer

Your caterer needs a headcount. Your venue wants a guest list for place cards. Your event planner is asking for contact details in a spreadsheet. Manually retyping names and responses from your RSVP dashboard into a document is tedious and error-prone. JustInvite lets you export your guest list as a CSV file with exactly the columns you need -- pick from 14 available fields covering contact info, dietary restrictions, guest counts, response timestamps, and more. Hand the file directly to your caterer, venue, or planner without retyping a single name.

JustInvite offers 14 columns organized into three groups. You choose which ones to include in your export. Basic Info (included by default): Name, Email, Phone, and RSVP Status. These four columns are checked by default when you open the column picker. They cover the essentials: who was invited, how to reach them, and whether they are coming. Event Planning: Dietary Restrictions, Adults, Kids, Total Guests, and Message. These columns are invaluable for caterers and venue coordinators. Export dietary restrictions directly to your caterer so they can plan the menu without a single phone call. Use Adults, Kids, and Total Guests for accurate headcounts that include plus-ones and children. The Message column captures anything your guests wrote when they responded. Tracking and Admin: Responded At, Source, Invited At, Last Reminder, and First Viewed. These columns are useful for event organizers who want to understand engagement. See when each guest responded, whether they came from a direct link or a QR code, when their invitation was sent, when they last received a reminder, and when they first opened the invitation.

When you click the export button on your dashboard, a column picker opens instead of downloading immediately. This lets you tailor the export to exactly what you need. Defaults. Four columns are checked by default: Name, Email, Phone, and RSVP Status. For many exports, these are all you need -- just click Download CSV and you are done. Customizing. Check or uncheck any column to add or remove it from the export. Need dietary restrictions for the caterer? Check that box. Do not need phone numbers? Uncheck it. The preview updates so you can see exactly what will be in the file. Quick actions. Use Select All to check every column at once, Deselect All to start from scratch, or Reset to go back to the four defaults. These shortcuts make it fast to build exactly the export you want. Download. Once your columns are set, click Download CSV. Your browser saves the file to your Downloads folder with a file name that includes your event name and the export date.

Step 1: Open your event dashboard. Sign in to JustInvite at justinvite.app on your desktop or laptop browser. Navigate to the event you want to export. Your RSVP dashboard shows the current status of every guest. Step 2: Click export and select your columns. Click the export button on your dashboard. The column picker opens showing all 14 available fields. Check the columns you need -- the four basics are already selected, so add dietary restrictions, guest counts, or tracking fields as needed. Then click Download CSV. Step 3: Open and review. Double-click the file to open it in Excel, Google Sheets, Numbers, or any spreadsheet tool. Review the data, apply any filters you need, and it is ready to share.

Send it to your caterer. Export with Dietary Restrictions, Adults, Kids, and Total Guests checked. Your caterer gets an exact headcount and a complete list of dietary needs in one file -- no more back-and-forth phone calls trying to figure out who is vegetarian, who has a nut allergy, and how many kids need a separate menu. Share it with your venue. Export with Name, RSVP Status, and Total Guests. Venue coordinators need a headcount for seating arrangements, table layouts, and parking. Some venues ask for a guest list with names for place cards or check-in at the door. Filter to show only accepted guests and forward the file. Hand it to your event planner. If you are working with a planner or coordinator, export all columns to give them a single source of truth. They can sort by status to see who is confirmed, use the email or phone columns for direct guest communication, and reference dietary needs for catering decisions. Keep it for your own records. Even if you do not have a caterer or venue, the export is a useful snapshot of your event. After the party, you can refer back to it for thank-you notes, to remember who attended, or to plan the next gathering.

Filter before you send. Your caterer does not need to see declined guests or people who never responded. Open the CSV in a spreadsheet, filter the RSVP Status column to show only "Accepted," and save that filtered view as a new file. This gives your vendor a clean, focused list. Include the event date in the file name. If you are planning multiple events or exporting at different times, rename the file to something like "Birthday-Party-Guest-List-2026-05-15-FINAL.csv." This avoids confusion when your caterer receives attachments from multiple clients. Convert to PDF for formal sharing. Some venues prefer a formatted document over a raw spreadsheet. Open the CSV in Google Sheets or Excel, apply basic formatting -- bold headers, alternating row colors -- and export as PDF. This gives the file a polished look without losing any data.

After the RSVP deadline is ideal. If you set an RSVP deadline, wait until it passes before doing your final export. Once the deadline hits, responses are locked and your headcount will not change. This is the number you give your caterer for the final plate count. A preliminary export is useful too. There is nothing wrong with exporting early to give your caterer an estimate. Just make it clear that the number is not final. Label the file "PRELIMINARY" so nobody places a final order based on an incomplete count. Export again the day before. Even after the deadline, it is good practice to do one last export the day before the event. This captures any last-minute changes you made manually and gives you the freshest possible data. Compare it with your earlier export to spot any differences.