The Ultimate Wedding Guest List Spreadsheet Tracker

My love of spreadsheets knows no limits and it’s no secret I use them for every facet of my life. In this post, I will go over my wedding guest list tracker spreadsheet. There’s no doubt that planning a wedding is one of the most stressful and tedious things you can do. This spreadsheet will help with planning and keeping track of your guest list. This is the most important part of your wedding anyhow so don’t let it get disorganized!

wedding spreadsheet template google sheets excel

Before achieving financial independence at 34, I helped plan weddings and specifically honeymoons. To help my clients with their trips, I also helped them with their wedding planning as it made things easier to manage. I made this spreadsheet with all of that in mind.


This post is part of my comprehensive guide to travel hacking where I go into detail about how I fly for free, book the cheapest flights, and how to be an overall better traveler!

I reached Financial Independence in 2020 which was quite the milestone for me. In the last year, I’ve traveled the world for a year and my net worth actually increased. This spreadsheet helped me plan my travels around the world!

Why use a spreadsheet for your wedding guest list?

There are plenty of apps and services nowadays that help you with your wedding, from building websites to tracking expenses, to tracking guestlists. Nevertheless, call me a bit old school but nothing in my opinion substitutes for a nice, professional spreadsheet that puts it all together in an easily digestible format. For as much traveling as I do, this really helps me save time!

  1. Organization: A spreadsheet allows you to organize guest information systematically. You can create columns for names, addresses, RSVP status, dietary preferences, and any other relevant details. This structured format makes it easy to manage and update guest information.
  2. Efficiency: With a spreadsheet, you can quickly add, edit, or remove guest entries. This saves time compared to manual methods like writing on paper or using multiple documents.
  3. Accessibility: Spreadsheets can be accessed from various devices such as computers, tablets, and smartphones. This accessibility allows you to update the guest list from anywhere, making it convenient for collaboration among multiple people involved in wedding planning.
  4. Sorting and Filtering: Spreadsheets enable you to sort and filter guest information based on different criteria. For example, you can sort guests alphabetically by name or filter them by RSVP status. This feature helps you keep track of RSVPs, meal choices, seating arrangements, and other important details.
  5. Guest Count and Budgeting: By using a spreadsheet, you can easily calculate the total number of guests and track your budget accordingly. Some spreadsheets even have built-in formulas to automatically calculate totals, helping you stay within your budget constraints.
  6. Communication: You can share the spreadsheet with key stakeholders such as your partner, wedding planner, or family members. This facilitates communication and ensures everyone involved has access to the most up-to-date guest list information.
  7. Customization: Spreadsheets are highly customizable, allowing you to tailor the guest list layout and format to suit your specific needs and preferences. You can include additional columns for notes, gift tracking, or any other information relevant to your wedding planning process.

The spreadsheet is made in Google Sheets so a link is all you’ll need to share it with your partner or wedding planner. Google Sheets also allows multiple people to make edits (if that is something you want!)

My Wedding Guest List Spreadsheet

Without further ado, here is my wedding guest list tracker spreadsheet. You can see from the below screenshot that it is very intuitive and easy to use.

It’s quite intuitive to use in my opinion but if you have questions, please leave a comment at the end of this post! There are multiple columns associated with the spreadsheet and it’s likely I will continue to make updates to this spreadsheet as time goes on

Download Wedding Guest List Spreadsheet

Using The Wedding Guest List Spreadsheet

The spreadsheet is very easy to use. It might seem a little daunting at first if you’re not used to dealing with spreadsheets, but I assure you it is easy to use. I structured the sheet in a way so it’s very clear to input you guests and help track them properly.

Simply copy and paste one of the existing entries and update the row with your details. I structured the spreadsheet to have the following:

  • Name
  • Phone #
  • Email
  • Address
  • Told them about the wedding
  • Invited
  • RSVP
  • # of invited
  • Likelihood %

Most of these columns are manually updated but they should be intuitive. I’m a new school guy and I don’t believe in physical save the date cards that you mail so I didn’t bother with detailed address columns. However, I do think having a phone number and email column is useful especially if you want to blast a mass WhatsApp group or a group email chain.

I broke down my categories of wedding guests into

  • Told: This column is a checkbox column about whether I told the person about the wedding. This is before I’ve sent out any save the dates/invites or have received any firm RSVPs.
  • Invited: This is another checkbox column about whether I’ve sent through the save the date or official wedding invites
  • RSVP: Finally, this column is for if the person has indeed RSVP’d to the wedding or not.

As for tracking the actual wedding guest list, these are how I structured the columns:

  • # Invited: This is for the number of people invited from the individual. Often times, this individual has a +1 but I might not know much about their partners so I leave this column for you to fill out. Generally it is either 1 (they are traveling solo) or 2 (with a partner)
  • Likelihood: This column is a probability of their attendance. I keep this column in here before you actually send out the invites. You can assign the probability that you think they will come. You can put anything in here (25%, 50%, 60%, 100% etc.). This percentage will then be multiplied by the #invited column to give you a rough estimate of how many people might attend the wedding.
  • Kids: I keep a separate kids column because they don’t really factor in the same from a cost point of view but it’s inevitable that some people will bring them!
  • # Attending: Finally, this column is the final tally of your guestlist. If they have RSVP’d and are coming for sure, then you can manually fill this column out to get the final wedding guest list.

My other spreadsheets after your wedding

Once your wedding is over, it’s time to plan out your financial future! Combine this spreadsheet with my other spreadsheet to track your monthly budget, net worth, and how far you are from achieving financial independence.

Hopefully your new job will have a decent vacation policy because everyone needs good time off to recharge. Make sure to use my travel spreadsheet to help plan your dream trips while working your dream job!

Happy travels and planning everyone!