Event Guest List App — Free, Excel Import
Free guest list management for any event. Approve RSVPs, keep a VIP list, share lists with door staff, and check guests in via QR code or name search.
Best guest list management app for private events
Event Flo is a free guest list management app for organizers who need verified RSVPs, approval workflows, Excel import, QR check-in, and attendance exports. It is especially useful for private events, house parties, nightlife events, founder dinners, run clubs, and college events where hosts need to know who is approved before sharing event details.
Best for: Verified private events, VIP lists, waitlists, and capped community events. Replaces: Printed spreadsheets, WhatsApp lists, and single-device clipboard check-in. Works with: Excel/CSV imports, online registrations, QR tickets, and name search at the door. Next step: Pair it with free QR check-in and attendance tracking.
What is a digital guest list app?
A digital guest list app replaces the paper clipboard, the printed spreadsheet, and the slow manual name-search at the door. With Event Flo's free event check-in app, every organizer gets a live, searchable, synced guestlist that works from any smartphone — no hardware, no printer, no software installation.
Whether you're running a 50-person house party or a 2,000-person corporate gala, the problem is the same: you have a list of names, and you need to track who actually walked through the door. Event Flo solves this with an event attendance tracking system that starts with your existing Excel file and ends with a real-time attendance report you can download the moment the event closes.
The workflow starts with an existing spreadsheet or online registration link, then turns the list into a synced door tool that every staff member can use from a phone.
Where guests come from
Use cases run from private house parties and nightlife guestlists through founder dinners, run clubs and college events to capped community meetups. Each event keeps its own guest list, so one night's names never blur into another's at the door.
What the guest list app does
Excel / CSV Import — Upload your spreadsheet as a CSV or Excel file. Names appear instantly, with no reformatting: columns can come in any order as long as one is headed "name".
Online Registration — Let guests register online. Event Flo adds them to your guestlist automatically and sends their QR ticket — no manual copying required.
Real-Time Sync — Every door scanner checks passes against the same guest list. Import a guest on your phone and their pass works at the door straight away; a scanner picks up the new name for search once it is reopened.
Search by Name — Find any guest by typing their name at the door — no scrolling through hundreds of rows. The search runs on the list the scanner loaded, so it works offline too.
VIP List — Keep a VIP list of the guests you always want in, with notes, across all of your events.
Export & Reports — Download your final attendance report as PDF or CSV after the event. See whose pass was scanned in, who was a no-show, and when.
From spreadsheet to door, in four steps
1. Create Your Event (2 minutes) — Sign up free and create your event in under two minutes. Set the date, venue, and capacity. No credit card needed.
2. Import Your Guestlist or Share Your Link (60 seconds) — Upload an Excel spreadsheet or CSV, or share your Event Flo registration link so guests can add themselves directly. Both methods sync to the same live list.
3. Check Guests In from Any Phone (At the door) — Open the Bouncer Portal on any smartphone — no app download required. Search by name or scan the guest's QR code. Each pass checks in once, whichever staff phone scans it.
4. Download Your Attendance Report (Post-event) — Once your event wraps, export a full attendance report as PDF or CSV. See the totals, each attendee's check-in time, no-shows and the sessions they attended.
Event Flo compared with Eventbrite and a paper list
A paper list is free but has no sync, no verification and no report. Eventbrite syncs but will not take your existing Excel file. The table below is the whole comparison.
| Feature | Event Flo | Eventbrite | Paper list |
|---|---|---|---|
| Platform Fee | Free ($0) | Free (basic) | Free |
| Import from Excel | Yes | No | Manual |
| Real-Time Sync | Yes | Partial | No |
| ID Verification | On by default | No | No |
| QR Check-In | Yes | No | No |
| Attendance Reports | PDF + CSV | Basic CSV | None |
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Frequently asked questions
Can I import my existing guestlist from Excel?
Yes. Upload a CSV or Excel file. Columns can come in any order as long as one is headed "name"; email and phone are optional. Each guest gets a QR code, and an emailed pass if you include their email.
What if a guest isn't on the list?
Add them as a walk-in. You or your door staff tap Add walk-in on the scanner and enter their name, plus an email or phone if they give one. Event Flo checks the guest list first and shows any match, so nobody is added twice by mistake. A walk-in is checked in at once and counts toward your capacity. Adding a walk-in needs a connection.
Is Event Flo's guest list management free?
Yes. Guest list management is free forever for organizers. There are no per-attendee fees, no subscription tiers, and no hardware to purchase. Everything — import, sync, check-in, and reports — is included at $0.
How do I approve or reject guests for my event?
Turn on Require approval in the Event Flo event form. Each request then waits on your guest list with the guest's name, city, verification status and answers to your registration questions. Approve, and Event Flo emails the guest their QR ticket; decline, and they get a declined notice while the seat stays open for someone else. Keep guest ID checks on (the default) so you only ever approve verified people.
How do I track verified guests across multiple events?
Event Flo's Audience view gathers everyone who has registered for any of your events, with each guest's verification status, city, how many of your events they confirmed and how many they actually checked in to — so repeat guests stand out. Each event's guest list shows who is verified, who has checked in and who has not, and your blocklist shows anyone you have blocked across your events.
How do I create a free event listing with a guest approval workflow?
On Event Flo, listing is free. Verify your ID once, create the event — title, date, place and capacity — and leave Ticket price empty so it is free. Turn on Require approval and keep Guest ID check on (the default). Once it is published, each request appears in your guest list with the guest's name, profile photo, verification status and answers to your registration questions; approve or decline each one, and approval emails the guest a QR ticket. A free event has no fees of any kind, and when it is full, new requests go to the waitlist.