Kruspin or a shared spreadsheet

Kruspin or a shared spreadsheet.

You know spreadsheets, and one is probably enough for a smaller wedding without accommodation. Answer four questions to see when Kruspin makes sense, and why.

View comparison Create account

Recommendation: spreadsheet

A spreadsheet is enough for you.

A change to a guest affects only the guest list and seating plan. Kruspin would add work for you.

One guest change: 2 seats

Guest list
Seating plan
Kitchen: no
Rooms: no
Reception: no

Your weddings

Do guest responses change often?Something every week until the wedding.

Are guests staying at the venue?Rooms for one or more nights.

Do vendors need their own documents?The kitchen, service staff or reception.

Does the client need the plan without your notes?Adds guests; internal information stays with the team.

In Kruspin too, you approve the response and free the seat and rooms yourself. What remains manual

How the recommendation is made

We recommend Kruspin when the client needs the plan without your notes, or responses change often and one change affects at least 4 places. Accommodation adds the room sheet and reception list; vendor documents add kitchen counts.

One change

A guest replies that they cannot come.

Follow Joshua Mitchell's response step by step in a spreadsheet and in Kruspin, including the steps you still need to take yourself.

Simplified demo · Emily & James

Joshua MitchellMeat, gluten-free · table 5 · 2 nightsAttending

Step 1 of 4 · Response

Joshua replies that he is not attending.

Completes the shared form and selects Not attending.

Joshua Mitchell in a spreadsheet and Kruspin, step 1 of 4
Field	Shared spreadsheetfour sheets	Kruspinone wedding
Attendance Guests sheet	Attending Guests sheet	Attending
Kitchen Kitchen sheet	Meat63 gluten-free1 Kitchen sheet	Meat63 gluten-free1
Table 5 room drawing	seat 6Joshua Mitchell room drawing	seat 6Joshua Mitchell
Rooms Rooms sheet	FriGarden Wing 03 SatMain House 11 Rooms sheet	FriGarden Wing 03 SatMain House 11
Documents filtered documents for vendors	filtered documents for the kitchen and reception filtered documents for vendors	from the same wedding details

Vendor documentsKitchen, seating and reception use the same wedding information.

Kitchen Wedding meal

Meat: 63
Vegetarian: 7
Children's: 6
Vegan: 2
Meat · gluten-free: 1

Seating table 5 · 8/8

Seat 5Ava Brown
Seat 6Joshua Mitchell · Meat, gluten-free
Seat 7Zoe Brown

Reception Joshua Mitchell

Fri · ArrivalGarden Wing 03
Sat · Room change→ Hlavní dům 11
no · DepartureMain House 11

Garden Wing 03 · 2/2Main House 11 · 2/2

Documents are built from wedding information. Print them as PDFs or send them to vendors by link.

Comparison

Compare each area.

We compare a typical shared spreadsheet without add-ons or scripts. Those can extend it, but someone has to build and maintain them.

Compare each area.
Area	Shared spreadsheet	Kruspin
Guests and RSVP	Responses arrive on a new form sheet. Match them to guests manually or with a formula.	An approved response is saved directly to the guest, along with their menu and dietary restrictions. You or the client approve it. If a name exactly matches one guest, Kruspin preselects them.
Seating plan	Look up menus and dietary restrictions on another sheet. A table is a number in a column or a separate drawing.	See the guest's response, menu and dietary restrictions at the table. Arrange tables on the venue floor plan.
Accommodation	Track occupancy by night yourself. Rooms and names are on one sheet.	Assign guests to specific nights. See room and bed occupancy for each night.
What the client sees	The entire spreadsheet, or a copy you maintain separately.	The same wedding without internal threads and tasks. They see budget items, prices and payments, but cannot change them.
Vendor documents	Send a new extract after every change. Prepare it for the kitchen or reception using a filter or export.	Create documents for the kitchen, service staff, reception and every vendor from the same wedding information. Print them as PDFs or send them by link.
Communication	Cell comments, with client discussions in email.	Threads attached to wedding items. Client threads and internal threads are separate.
The next wedding	Copy the file and delete the previous couple's details.	Take tasks, the timeline, RSVP questions, food and drinks from a template. Dates are calculated from the wedding date when the template is applied.

Guests and RSVPShared spreadsheet: Odpovědi přijdou na nový list formuláře.Kruspin: Schválená odpověď se zapíše přímo k hostovi.
Shared spreadsheetK hostům je přiřazujete ručně nebo vzorcem.
KruspinMenu a omezení se uloží s ní. Schvalujete vy, nebo klient, a když se jméno přesně shoduje s jedním hostem, Kruspin ho předvyplní.
Seating planShared spreadsheet: Menu a omezení hledáte na jiném listu.Kruspin: U stolu vidíte odpověď, menu i omezení.
Shared spreadsheetTable je číslo ve sloupci, nebo samostatný nákres.
KruspinStoly rozmístíte nad plánkem sálu.
AccommodationShared spreadsheet: Obsazenost po nocích hlídáte sami.Kruspin: Hosty přiřazujete ke konkrétní noci.
Shared spreadsheetPokoje a jména máte na jednom listu.
KruspinObsazenost pokojů a lůžek vidíte pro každou noc.
What the client seesShared spreadsheet: The entire spreadsheet, or a copy you maintain separately.Kruspin: The same wedding without internal threads and tasks. They see budget items, prices and payments, but cannot change them.
Vendor documentsShared spreadsheet: Po každé změně posíláte nový výřez.Kruspin: Podklad pro kuchyň, obsluhu, recepci i každého dodavatele vytvoříte ze stejných údajů svatby.
Shared spreadsheetPro kuchyň nebo recepci ho připravíte filtrem nebo exportem.
KruspinVytisknete ho jako PDF, nebo ho pošlete odkazem.
CommunicationShared spreadsheet: Cell comments, with client discussions in email.Kruspin: Vlákna u položek svatby.
KruspinVlákna s klientem a interní vlákna jsou oddělená.
The next weddingShared spreadsheet: Copy the file and delete the previous couple's details.Kruspin: Úkoly, harmonogram a RSVP otázky převezmete ze šablony, i jídlo a nápoje.
KruspinTermíny se spočítají z data svatby při použití šablony.

Switching

Stay with a spreadsheet or switch.

Price and terms

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After the question: Kruspin support receives the email. You do not create an account or place an order by sending it.

Start with one weddingManual: you record it
Finish weddings already in progress in your spreadsheets. Start in Kruspin with the wedding furthest away. Your spreadsheet and Kruspin do not sync.

Upload guestsCheck: check before handing over

Upload guests as CSV or XLSX, or paste a few rows directly into the guest list. Map the columns in the preview. This is a one-time import and does not change your spreadsheet.

Guest list template (CSV)

Simplified demo · importing three guests

Three guest spreadsheet rows and what import takes from each column
	A	B	C	D	E	F
1	Name	Attendance	Menu	Dietary restrictions	Table	Room
Import preview	Importingin the field Celé jméno	Importingin the field Attendance	Importingin the field Menu	Importingin the field Dietary restrictions	Skipped	SkippedAssign rooms in the app.
2	Joshua Mitchell	Attending	Meat	gluten-free	5	Garden 03, Main 11
3	Jessica Mitchell	Attending	Meat		4	Garden 03, Main 11
4	Ava Brown	Attending	Meat		5	Guesthouse P02

Spreadsheet columns for three guests, example values and what import takes from them
Column	Example values and import preview
Name	Pavel Horák · Monika Horáková · Simona ProcházkováImportingin the field Celé jméno
Attendance	AttendingImportingin the field Attendance
Menu	MeatImportingin the field Menu
Dietary restrictions	gluten-freeImportingin the field Dietary restrictions
Table	5 · 4Skipped
Room	Zahradní 03, Hlavní 11 · Penzion P02SkippedAssign rooms in the app.

4 of 6 columns will be imported. Nothing is saved until you confirm the import.

Import preview for three guestsName, attendance, menu and dietary restrictions are imported automatically; Table after one click; Room is not.

Simplified demo · importing three guests

Three guest spreadsheet rows and what import takes from each column
	A	B	C	D	E	F
1	Name	Attendance	Menu	Dietary restrictions	Table	Room
Import preview	Importingin the field Celé jméno	Importingin the field Attendance	Importingin the field Menu	Importingin the field Dietary restrictions	Skipped	SkippedAssign rooms in the app.
2	Joshua Mitchell	Attending	Meat	gluten-free	5	Garden 03, Main 11
3	Jessica Mitchell	Attending	Meat		4	Garden 03, Main 11
4	Ava Brown	Attending	Meat		5	Guesthouse P02

Spreadsheet columns for three guests, example values and what import takes from them
Column	Example values and import preview
Name	Pavel Horák · Monika Horáková · Simona ProcházkováImportingin the field Celé jméno
Attendance	AttendingImportingin the field Attendance
Menu	MeatImportingin the field Menu
Dietary restrictions	gluten-freeImportingin the field Dietary restrictions
Table	5 · 4Skipped
Room	Zahradní 03, Hlavní 11 · Penzion P02SkippedAssign rooms in the app.

4 of 6 columns will be imported. Nothing is saved until you confirm the import.

Seat guests and assign roomsManual: you record it
Kruspin suggests a table with the same name on the venue floor plan and seats guests once you confirm the suggestion. Assign rooms by night in the app.
Invite the client when you are readyManual: you record it
Invite the client by email. They can then add guests themselves.

What spreadsheets do well.

Everyone knows themClients, colleagues and vendors can open them without training.
Flexible structureSet up columns, formulas and filters exactly as you need them.
Forms, comments and historyOnline form responses go straight into the spreadsheet, cells support comments and version history shows who changed what.

What spreadsheets do well.Everyone knows them · Flexible structure · Forms, comments and history

Everyone knows themClients, colleagues and vendors can open them without training.
Flexible structureSet up columns, formulas and filters exactly as you need them.
Forms, comments and historyOnline form responses go straight into the spreadsheet, cells support comments and version history shows who changed what.

Next step

Start with a spreadsheet you can later upload to the app.

Template · CSV

Guest list template

Guest list in CSV; upload it to the app and map columns in the preview.

Templates · CSVTemplatesFive spreadsheets to download without an account: guests, seating, timeline, checklist and budget.

Try changing a guest in the app.

You get Emily & James's wedding as soon as you sign up. Change a guest's response and see everywhere it appears.

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Frequently asked questions

Switching from a spreadsheet in practice.

Did not find an answer? Write to us through the page support.

Is the comparison impartial?

No; we wrote it. That is why we start by explaining when a spreadsheet is enough.

Can I get my data back into a spreadsheet?

Export the guest list to CSV and download documents as PDFs.