Skip to content
Dear Help Center home
Dear Help Center home

Adding Attendees

Attendees are the people you’ll invite to your events. Dear keeps your guest contacts organized in one place, making it easy to invite the same people to multiple events. This guide explains how to add and manage your attendees.

Understanding Attendees in Dear

In Dear, attendees are contacts that belong to your account, not to a specific event. This means:

  • You add attendees once to your account

  • You can then invite them to any of your events

  • Their contact information stays consistent across events

  • You can reuse attendees for future events

Think of your attendees list as your personal address book for event guests.

Where to Add Attendees

You can add attendees in several places:

1. Guest List Page

The dedicated attendees page where you manage all your contacts:

  1. Go to Guest List in the sidebar

  2. Click New Guest or Add Attendee

  3. Fill in their details

  4. Click Create

2. During Event Creation

When creating an event, the wizard includes an attendees step:

  1. In the event wizard, reach the “Attendees” step

  2. Add new attendees directly in the form

  3. They’ll be created and added to the event simultaneously

3. From an Event Page

While viewing a specific event:

  1. Go to the Attendees tab or section

  2. Click to add attendees

  3. Create new attendees or select existing ones

Required Information

When adding an attendee, you’ll need:

Required fields:

  • Name - The guest’s name (or family/group name like “The Smith Family”)

  • Email - Their email address where invitations will be sent

Optional fields:

  • Phone - Contact phone number

Adding a Single Attendee

From the Guest List Page

  1. Go to Guest List in the sidebar

  2. Click New Guest or the + button

  3. Enter the attendee’s information:

    • Name

    • Email

    • Phone (optional)

  4. Click Create or Save

The attendee is now in your account and can be invited to any event.

Adding Multiple Attendees

During Event Creation

The event wizard lets you add multiple attendees at once:

  1. In the “Attendees” step of event creation

  2. Click Add new attendee

  3. Fill in the first person’s details

  4. Click Add Another Attendee to add more rows

  5. Repeat until all guests are entered

  6. Complete the event creation

Bulk Import (if available)

Some Dear accounts may support importing attendees from:

  • CSV files

  • Contact lists

  • Other sources

Check the Guest List page for import options.

Using Names Effectively

The “name” field is flexible - use it however works best for your event:

Individual invitations:

  • “Sarah Johnson”

  • “Dr. Michael Chen”

Couple invitations:

  • “Sarah & Tom Williams”

  • “The Johnsons”

Family invitations:

  • “The Smith Family”

  • “Williams Family (4)”

Corporate contacts:

  • “John Smith, ABC Corp”

  • “Marketing Team”

The name appears on invitations, so choose what looks best for your event.

Attendee Details

Each attendee record stores:

Field

Purpose

Name

Displayed on invitations

Email

Where invitations are sent

Phone

For your records/contact

When you invite an attendee to an event, additional information is tracked:

  • RSVP status

  • Max guests allowed (plus-ones)

  • Notes specific to that event

  • Response history

Editing Attendees

To update an attendee’s information:

  1. Go to Guest List

  2. Find the attendee in the list

  3. Click to view/edit their details

  4. Make your changes

  5. Save

Note: Changes to contact information (like email) will apply across all events they’re invited to.

Deleting Attendees

To remove an attendee from your account:

  1. Go to Guest List

  2. Find the attendee

  3. Use the delete action (usually in a menu or action column)

  4. Confirm deletion

What happens when you delete:

  • The attendee is removed from your account

  • They’re removed from all events they were invited to

  • Their RSVP history is removed

  • Any plus-ones they added are also removed

Consider instead: If you just want to remove them from one event, remove them from that event’s attendee list rather than deleting entirely.

Tips for Managing Attendees

Keep Information Current

  • Update email addresses when they change

  • Keep names consistent (e.g., always “Sarah Johnson” not sometimes “S. Johnson”)

Plan for Plus-Ones

When adding attendees, think about whether they’ll bring guests:

  • Set max_guests when inviting them to events

  • Use family names if the whole family is invited together

Reuse Your List

After your first event, your attendees are already set up. For future events:

  • Select existing attendees instead of re-entering them

  • Only add new people you haven’t invited before

Search and Filter

If you have many attendees:

  • Use the search function to find specific people

  • Look for filter options to narrow the list

Troubleshooting

I added an attendee but they’re not in my event

  • Adding to your Guest List doesn’t automatically add them to events

  • You need to separately invite them to specific events

I see duplicate attendees

  • Each attendee should only be entered once

  • If duplicates exist, consider removing the extras

  • Check email addresses to identify true duplicates

Attendee’s email is wrong

  • Edit the attendee and update their email

  • Any future messages will go to the new address

  • Previously sent messages already went to the old address

Related Articles:

Powered by Plain