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Basics
Getting started
Creating Events
Creating Guest lists
Adding, editing, and deleting guests
Selecting a Guest Status
Uploading guests
Uploading guestsTroubleshooting guest list uploadsGuest list upload FAQ
Managing guests on the guest list
Customizing data fields
Downloading reports
Check-in App
Tables

Troubleshooting guest list uploads

Fix common upload errors quickly. Here's what to do when something goes wrong.

Issue 1: My Excel file won't upload or shows an error

Most likely causes:

  • Your Excel file has formulas (anything starting with =, /, or @)
  • Your data is not in the first sheet of your Excel file
  • There are merged cells
  • Your excel has thousands of empty rows or columns (keep it under 100)
  • Individual cells have very long text

How to fix:

  1. Create a brand new Excel file
  2. Copy only the data cells you need (not the whole sheet)
  3. Remove any formulas (use "Paste as Values")
  4. Try uploading again

If this still doesn’t work, try uploading just a small portion of the list, or contact support so we can take a closer look.

Issue 2: My custom column didn't match

How to fix during upload:

During the Pairing step:

  1. Find your column in the list
  2. Use the dropdown to match it to an existing field
  3. Or click "Create new data field" to add it

Prevention tip: Create your custom data field before uploading. Go into your event → Data Fields → Add Field → Name it exactly what's in your Excel header.

To avoid issues, make sure all field headers are unique and do not create fields as custom fields that already exist. Do not reuse these system fields as custom fields: Full Name, First Name, Last Name, Company, Notification, Plus Ones, Status, Email, CC Email, Phone, Badge Template, Table.

Issue 3: Why are more guests uploaded than in my Excel list?

There are two common reasons:

Reason 1: You are using the Plus One function. If you use this field, one row can count as 2 or more guests.

Reason 2: Your Excel contained additional headers (such as Timeslot or Category) in between your guest rows. Rows that don't have data in the First Name or Full Name field are ignored. But if your extra rows happen to have data in these columns, they will be identified as guests.

Issue 4: Guests uploaded but some information is missing

Possible reasons:

  • Your Excel column header didn't match any field
  • The column was skipped during pairing

How to fix:

  1. Delete the uploaded guests (or start over with a new list)
  2. Check your Excel headers match our default fields or make sure they match if you have renamed them earlier: First Name, Last Name, Email, Phone, Company
  3. Or customize your data fields first
  4. Re-upload and carefully review the Pairing screen

Issue 5: I uploaded my guests into the wrong guest list

How to fix:

You can move guests from one list into another.

  1. Go to the guest list where guests were uploaded
  2. Select all guests (check the top box)
  3. Click Bulk actions → Move to list
  4. Select the correct guest list
  5. Confirm

Still stuck duirng guest list upload?

Contact support via questions@checkinpax.com and share:

  • Your Excel file (or a sample)
  • A screenshot of the error message
  • What you've already tried


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