Guest list app.Every guest. Always up to date.
AirLST is a guest list app for corporate events: invitations, RSVPs, guest data, capacity and check-in live in one shared list that updates in real time, in the browser for your team and in the check-in app at the door.
Sorry, you're not on the list? Not with AirLST.
Imports, registrations, RSVPs and check-ins all write to the same guest record.
Every RSVP, every change and every scan is visible to the whole team instantly.
Filters on every column, segments through guest groups, saved views for every team.
The list you prepare for weeks is the list at every check-in station on event day.
From spreadsheet to system. No cleanup first.
Import the lists you already have, map your fields and catch duplicates, without reformatting anything by hand.
- Import Excel & CSVUpload a file or paste your data directly.
- Map your fieldsMatch your existing columns to AirLST fields.
- Update existing recordsLater imports update guests you already have instead of creating duplicates.
- Catch duplicatesFind double entries before any invitation goes out.
- ✓Data
- 2Field mapping
- 3Settings
- 4Review
One list. Every detail.
The guest list is where your team works: every column sortable and filterable, every row a complete guest record, every view worth saving.
| Full name | Code | Guest status | |
|---|---|---|---|
| = | = | = Select status | |
| ABAnna Brooks · Northlight Events Inc. | TQ4LM8XA | Confirmed | |
| JWJames Walker · Congress Partners LLC | R7BEYDEU | Confirmed | |
| LHLaura Hayes · Belventi Group | VLWR0O47 | Requested | |
| DSDavid Stone · Tactwork Events | E27TGE1Q | Confirmed | |
| MFMaya Fischer · Riverside Forum | VPSPHLWW | Waitlist | |
| TLThomas Lane · Skyline Conventions | AIJOK0DG | Checked in | |
| SRSofia Ramirez · Alpine Meetings | Q9ZJUXFH | Declined | |
| EBEric Bennett · Harbor Live | XNZJNPGE | Invited | |
| CVClaire Vaughn · Quarter M Inc. | YWAEYRZ8 | Confirmed | |
| FAFelix Adams · Innovent Expo | R8BG9RPQ | Imported |
Dietary needs, workshop choice or travel as columns you can filter and export.
Quick search across all fields, a filter row on every column. What you see is what you export.
The door team and catering see different columns, but the same data.
Find 12 guests as fast as 12,000.
One filter combines status, guest group and any data field. The result isn't a number in a report, it's a selection you can act on right away: email everyone, set a status, create name badges, export a file for the caterer.
Combine VIP, press or Workshop A in any filter.
Send an email or SMS, set a status, create documents, export.
A filter you use often becomes a named view for the whole team.
Know who's coming. Before the doors open.
Every RSVP through a guest's personal registration link, every decline and every change to guest data goes straight into the record. The cockpit shows where the event stands; the list shows where each guest stands.
- Status per guestSet automatically from the RSVP or by hand, for one guest or a whole selection.
- Delivery on the recordWhether the invitation arrived is stored with the guest. More on event invitation emails.
- Recently updatedWhoever confirmed today is at the top of the cockpit.
| Name | Status | Last change | Changed by | |
|---|---|---|---|---|
| CVClara Vogel | Confirmed | 2 min ago | Guest or system | Details → |
| LHLea Hartwig | Requested | 11 min ago | K. Richter | Details → |
| SRSofia Reimann | Declined | 26 min ago | Guest or system | Details → |
| MFMiriam Falkner | Waitlist | 40 min ago | Workflow | Details → |
When seats are limited, AirLST keeps count.
Guest capacity is part of the event, not a number in someone's head. Imports and registrations count against it, the waitlist status holds on to interested guests, and guest groups carry their own limits for VIPs, press or workshops.
| Guest group | Capacity | Waitlist |
|---|---|---|
| Keynote | 500 | 7 |
| Workshop A | 40 | 12 |
| Workshop B | 40 | 0 |
| VIP dinner | 80 | 3 |
| Press | 25 | 0 |
Imports and registrations count against available spots automatically.
Once capacity is reached, guests stay on the waitlist and can move up when you choose.
VIPs, press or workshops get their own capacity and registration paths.
Work together. Without version chaos.
The guest list lives in the cloud, not in someone's inbox. Roles and permissions decide who can see and change what, and every change to a guest stays traceable.
- Guestlist_final.xlsx
- Guestlist_final_new.xlsx
- Guestlist_final_new_3_catering.xlsx
- Guestlist_final_new_3_catering_FIXED.xlsx
Four files, three editors, no shared version.
- Roles & permissions · The door team checks guests in but can't edit master data
- Audit trail · Who changed which field from A to B, and when
- Cloud sync · Every change visible to everyone instantly
- Send email
- Edit
- Check in
- Print document
- Archive
| Date | Field | New value |
|---|---|---|
| 09/11, 5:53 PM | Guest status | Confirmed |
| 09/10, 9:12 AM | Guest group | VIP |
| 09/08, 2:40 PM | Dietary | Vegetarian |
| 09/03, 11:02 AM | Record | created |
| Subject | Status |
|---|---|
| You're confirmed for Brand Summit 2026 | Opened |
| Your ticket and event app access | Delivered |
| Invitation · Brand Summit 2026 | Opened |
| File type | File name | Size |
|---|---|---|
| Ticket_YWAEYRZ8.pdf | 248 KB | |
| Confirmation_Claire_Vaughn.pdf | 96 KB | |
| Name_badge_VIP.pdf | 74 KB |
| Plus-one | Code | Status |
|---|---|---|
| JVJack Vaughn | YWAEYRZ8-1 | Confirmed |
| Group | Item | Qty |
|---|---|---|
| VIP | Day pass · Brand Summit 2026 | 1 |
| Plus-one | Day pass · Plus-one | 1 |
| Item | Qty |
|---|---|
| Evening reception | 2 |
| Parking | 1 |
And at the door, the same guest list is already there.
Each guest's booking code is their QR code. One scan with the check-in app sets the status in the very record you spent weeks preparing. There's no door list. There's the guest list.
| Name | Code | Guest status | Check-in |
|---|---|---|---|
| TLThomas Lane | AIJOK0DG | Checked in | 6:04 PM · North entrance |
| CVClaire Vaughn | YWAEYRZ8 | Checked in | 6:06 PM · South entrance |
| ABAnna Brooks | TQ4LM8XA | Confirmed | – |
| DSDavid Stone | E27TGE1Q | Checked in | 5:58 PM · North entrance |
| JWJames Walker | R7BEYDEU | Confirmed | – |
At the door, the guest list shows only what matters at the door.
The booking code is on the ticket, the confirmation and the guest record.
Every scan sets status, time and station for all stations. See the event check-in app
Guest data belongs in a system you can trust.
A guest list holds personal data. That's why AirLST keeps it in one application with controlled access and documented consent, not in files scattered across inboxes.
- Hosted in GermanyGuest data is stored on servers in Germany.
- GDPR compliantData processing terms and the deletion policy are in the Trust Center.
- TISAX assessedThe information security assessment standard of the automotive industry, passed by AirLST.
Example roles. You assign permissions per user; marketing and event opt-ins are documented per guest and can be filtered in the list.
The guest list is the record everything else runs on.
Invitations, registration, tickets, seating, check-in and reporting all use the same guest. So there's no syncing between modules, just one workflow.
Event CRMContacts across all events- You are here
Guest List ManagementOne source of truth for the whole team 
Event Website BuilderLanding pages without code
Invitation EmailsDigital invitations in your brand design
Event RegistrationForms, RSVPs, plus-ones
Event TicketingTamper-proof QR tickets
Seating ChartsTables and seats from the guest list
Workflow AutomationAutomate workflows
Event AppAgenda and ticket on the phone
Event Check-inScan instead of search at the door
Access ManagementCheck-in, badges, gates: the whole entrance
Name BadgesPrinted on arrival
Lead RetrievalScan leads at the booth
Event SurveysPost-event feedback
Reporting & AnalyticsAttendance, no-shows, reporting
API & IntegrationsConnect CRM and IT
AI integration (MCP)Connect Claude, ChatGPT or Copilot
After the event, event reporting and analytics show attendance and no-show rate from the same list. For systems outside AirLST, there are integrations and an API.
What is a guest list app?
A guest list app brings everything about an event's attendees into one central place. It's more than a table of names: it holds guest data, invitation status, RSVPs, guest groups, individual details like dietary needs or workshop choices, and check-in status in the same record.
Instead of reconciling several Excel files, incoming replies and a separate door list by hand, the whole event team works from one shared, current version. Every change, whether a guest makes it through their registration link or a team member makes it in the list, is visible to everyone right away.
The guest list becomes the foundation for invitations, seating, name badges and the door.
Web app for the team, check-in app for the door
AirLST is built for corporate events with a team behind them. The guest list runs in the browser, so project leads, agencies and colleagues work on the same data without installing anything. At the door, the AirLST check-in app for iOS and Android scans QR codes into that same list.
What can a guest list app do for corporate events?
With AirLST you import existing guest lists from Excel or CSV and map your columns to fields in the system. Custom data fields add whatever your event needs to the master data. The duplicate check finds guests entered twice before anyone gets two invitations.
In the guest list you filter and segment by any column: guest status, guest group, plus-ones or individual details. Combined filters can be saved as views, so the door team, catering and the press office each see exactly the columns and guests they need. On any selection you can act right away: send an email or SMS, update the status, create documents, export.
RSVPs come in in real time, capacity is counted as they do, and waitlists hold on to guests who can still move up. Roles and permissions control who sees and edits data; the audit trail records every change with time, field and editor. On event day, the same record is updated at check-in by QR code.
For systems outside AirLST, such as a CRM or a ticket shop, the API creates and updates guests automatically, so the attendee list stays current even when registration happens somewhere else. Excel and CSV exports give you an extract at any time, for example for vendors without system access.
Closed and open guest lists
When you know in advance who's invited, the guest list is closed: you import the invitation list or take it from the event CRM, every guest gets a personal link, and the list manages itself through the replies. With open registration, the list starts empty and fills through the form on the event website. You can combine both, for example closed paths for VIPs and press and an open one for attendees. Either way, every guest gets a status the moment they respond, and the duplicate check keeps the list clean.
RSVPs as part of the guest list
The classic RSVP process separates the invitation from the list: invitations go out, answers come back by email or form, and someone types them into a spreadsheet. A guest list app removes that step. Each guest receives a personal registration link with the invitation; the yes, the no or a change to their details goes straight into their own record and sets the guest status.
That makes RSVPs measurable without anyone counting. The cockpit shows confirmed, open and declined guests, and the list shows when each guest's status changed. Anyone who hasn't responded by a deadline is one filter away and gets a targeted reminder, not the whole list.
Guest list app vs. Excel
Excel works well for simple, static lists. It gets hard once several people edit, RSVPs keep coming in, guests change their details and check-in is added. Then you have several versions, and reconciling them becomes a constant manual job: which file is current, who said yes, who's already checked in?
There's one record per guest, and everyone involved works on it.
A guest list app turns that into one central, ongoing process. Changes are traceable, access is controlled, and reports come from the data itself instead of from spreadsheets stitched together. Exporting to Excel is still possible anytime, for example for vendors without system access.
The second difference is the guest data itself. With file-based guest lists, granular access rights and controlled sharing of personal data quickly get complicated. In AirLST the door team sees only what it needs for the door, and consent for marketing and event communication is documented on each guest.
From guest management to check-in
The guest list carries through the entire event process. It starts with an import or a handoff from the event CRM, moves through the personalized invitation to online registration, where the guest confirms and adds their details. Data from registration and invitations comes together on the guest record.
During planning you segment the list for seating, name badges and communication. On event day, the same record is updated at check-in. So everyone with access can see at any time who's invited, who's confirmed and who's already on site. After the event, event reporting delivers attendance and no-show rate as the basis for follow-up.
Guest lists for small and large events
Whether it's 40 guests at a workshop or 12,000 at a conference: the requirements for an event guest list differ in scale, not in principle. Corporate events need departments and locations as fields, conferences need travel and hotel data, VIP events need plus-ones and table assignments, premieres and customer events need fast entry, and in-house trade shows need time slots and capacity per program item.
- Retail and consumer brands: guest categories with their own permissions at brand events
- Corporate events: internal guest lists with departments and locations
- Conferences: hundreds of attendees with travel and hotel data
- Corporate hospitality: plus-ones, table assignments, entry status for VIP guests
Organizers like Zalando, ProSiebenSat.1 and Munich Airport run their guest lists with AirLST. Projects and results are on our customers page.