As an event approaches, the guest list often needs to be shared with reception colleagues or a service team. Downloading a file is only the first step. A clear handover explains who is included, when the data was captured and how later updates will be handled.
These steps follow the current demo: search guests by name or email and export the current search results as CSV. Start with the demo, then follow the steps for your event.
1. Confirm which information the receiving team needs
Ask what the list will be used for: checking attendees, preparing reception or giving information to badge production staff. Different tasks may need different information.
The current CSV includes name, email and registration time. If colleagues need company, job title or other fields, confirm the source and handling of that information. Do not assume the registration form has collected it.
2. Check for search filters before exporting
Open event management and confirm the event name and list. The system exports the current search results. If you just searched for one guest, the downloaded file includes only matching records.
To hand over the complete list, clear the search before selecting “Export CSV”, then check the exported count and file contents.
3. Record when this list was captured
The exported CSV does not update automatically as registrations arrive. Save the file with a name such as “EventName_GuestList_DateTime.csv”. In the handover message, record when the data was captured and who will provide the next version.
For example, “BrandGathering_GuestList_20261007_1500.csv” is a useful naming pattern. This is a way for your team to organize files, not an automatic system naming feature.
4. Agree on updates while registration remains open
If the event is still accepting registrations, agree when to export again so colleagues do not continue using an old file.
If registration needs to close before the event, the organizer can close it manually and export the handover version. Clear version names are easier to check than repeatedly sending a file called “latest list”.
5. Complete a final check before sending
Explain these four points in the handover:
- Event and scope: Which event? The complete list or filtered search results?
- Data time: When was this list captured?
- Recipient and purpose: Who needs it, and for which task?
- Updates: Are registrations still arriving? Who will provide the next version, and when?
Share only necessary information with people who need it for their work, following your team’s access and retention arrangements.
For onsite check-in or badge printing, confirm the fields and format with the service team. A CSV export does not mean a system integration is complete.
Make the next handover clear
A useful handover includes the file, its scope, the capture time and responsibility for updates. Checking these before every export helps your team use the same version.
To understand the current workflow and limits, explore guest list management. To discuss reception, badges or staffing, explore onsite services.