At some point your venue asks for the final head count and your caterer for the number of vegetarian portions. You no longer have to hunt these numbers down anywhere, they are on your overview and above your guest list. The former Statistiken (statistics) page is gone.
Good to know: Only guests with the status „Zugesagt" (accepted) count towards the numbers on your overview and above your guest list. Declines and open replies are not included. So your numbers grow with every new acceptance.
The final head count
People are counted here, not list entries. Every acceptance counts once, plus their children and, if no name was entered, their confirmed plus one. If the plus one was given a name, they already sit in your list as a guest of their own and are therefore not counted twice.
You will see this number in several places:
On your overview in the card „Gäste & RSVP": as soon as more people are behind your acceptances than there are entries, the line „Das sind 84 Personen, wenn du Kinder und Begleitungen mitzählst." (that is 84 people if you count children and plus ones) appears there.
In the small number next to the menu item „Gäste" (guests), from the first acceptance onwards.
Above your guest list in the tile „Zugesagt". If children are among them, their number sits underneath as an addition, for example „+ 3 Kinder" (plus 3 children).
Under Rückmeldungen (replies) on every single answer, there as „4 Personen" (4 people) with the names below it.
The number from the first point is exactly what your venue needs.
Who eats what
On your overview, on a computer, the „Ernährungspräferenzen" (dietary preferences) sit right at the bottom of the card „Gäste & RSVP" as bars: Standard, Vegetarisch (vegetarian), Vegan, Pescetarisch (pescatarian) and Andere (other). „Standard" is every acceptance without a special request. Categories without a single guest do not show up at all.
On your phone the bars are hidden, there simply is not enough room. So for the conversation with your caterer, sit down at a computer for a moment.
Allergies, accommodation and shuttle
These details sit with each guest individually. Open Gäste, click the name and look at the card „RSVP-Antworten" (RSVP answers). There you will find „Allergien oder Unverträglichkeiten" (allergies or intolerances), „Übernachtung gewünscht?" (accommodation wanted?), „Shuttle benötigt?" (shuttle needed?) and everything else this guest filled in. There is no combined overview across all guests for it, but in return you really read what your guest wrote. As a list you get all of it through the export, more on that below.
If you are in a hurry: filter your guest list to „Zugesagt" and work through the names from top to bottom.
If you have already set up your seating plan, it adds up diet and allergies for every table: in „Tischplan als PDF" (seating plan as PDF), the header of each table shows the total for the kitchen, for example „davon 2 Kinder · 1× vegan · 1 Person mit Allergien" (of which 2 children · 1× vegan · 1 person with allergies). It counts every person who sits at the table and has not declined, including anyone who has not replied yet. Your overview, on the other hand, only counts acceptances, so the numbers do not have to match. You can read more in the article „Den Tischplan erstellen" (creating your seating plan).
Who belongs with whom
Above your guest list you will find the filter „Gruppe" (group). Choose Familie Braut (bride's family) there, for example, and that group stands on its own in the list. It helps with the seating plan and with the question of whether one side still has gaps. The four tiles above stay on the level of your whole guest list, they deliberately do not take the filter into account.
For a wedding the groups are Familie Braut, Familie Bräutigam, Freunde Braut, Freunde Bräutigam, Gemeinsame Freunde, Kollegen and Andere; for a birthday, among others, Familie, Freunde, Gastgeber-Familie, Kollegen and Andere. Guests without an assignment automatically land under „Andere".
A list for your caterer
Click „Exportieren" (export) above your guest list. In the dialog „Gästeliste exportieren" (export guest list) you first choose the format and then the columns:
CSV for editing further in Excel, Excel with a frozen header row and a ready-made filter, PDF for printing or passing on.
The template „Für den Caterer" (for the caterer) sets the columns with one click: first name, last name, table, category, status, diet, allergies, age and belongs to. The table column appears as soon as you have added tables in the seating plan, and the age column when there are children with an age. Accommodation and shuttle you simply tick in the list below if you need them. In the PDF you take out another column for them once eight are ticked.
The file holds every person as its own row, so children and confirmed plus ones too. Filter the Status column to „Zugesagt" and the number of rows matches your head count, with the wishes for your caterer right beside it. Before you pass a CSV or Excel file on to your caterer, your DJ or anyone else, please take the columns „Einladungscode" (invitation code) and „Einladungslink" (invitation link) out of the selection. With those, somebody could otherwise reply to your invitation in someone else's name. In the PDF the two cannot be selected at all, but then no more than eight columns fit on one page there. If the template „Für den Caterer" ends up with all nine columns, the PDF therefore leaves out „Gehört zu" (belongs to).
Frequently asked questions
Why is the head count smaller than my guest list?
Because only acceptances count. Anyone who has not replied yet does not appear here. A look at the „Ausstehend" (pending) tile shows you how much movement is still to come.
Where has the „Zusätzliche Angaben" card gone?
It lived on the Statistiken page, and that page is gone. The head count is now on your overview and under Rückmeldungen, everything else sits with the guests themselves.
A group is missing from my selection.
The groups are fixed and depend on your event type. You cannot create your own. For special cases just use „Andere".
I would like to send the numbers to my caterer.
Take the head count from your overview, the dietary bars below it and the allergies of the guests who accepted. Keep in mind that the values still change with every late acceptance.