Quick Answer
Can I send each wedding guest their own hotel, room, and flight details on WhatsApp?
Yes. Weddingkart pulls per-guest details — hotel name, room number, flight or PNR, arrival and departure — from your Excel, drops them into one WhatsApp message as merge fields, and each guest receives their own version. One message becomes 500 personal ones: ‘You will be staying at Room 1234, Taj Mumbai’ reaches the right guest with the right room, with no copy-pasting.
Last updated:
Last updated:
1 → 500
One message becomes a personal one for every guest
Any column
Hotel, room, flight, PNR, arrival — straight from your Excel
98%
WhatsApp open rate — where guests actually read
Source: industry
Send every guest their own details — room, flight, travel — over WhatsApp
The host already tracks who is in which hotel, which room, and on which flight — usually in an Excel sheet. Personalised Guest Details turns those columns into a message each guest can actually use: their own room, their own flight, their own pickup.
Write the message once with merge fields. Weddingkart fills in each guest's values and sends it on WhatsApp through the verified Business API. A 500-guest list becomes 500 personal messages — no copy-pasting, no mix-ups, no guest getting someone else's room number.
Same message, personalised for each guest
Team Wedding Planners
online
Dear Sachin Tendulkar,
You will be staying at 101, Taj Mumbai
More details to follow.
— Team Wedding Planners
6:58 PM ✓✓
Team Wedding Planners
online
Dear Virat Kohli,
You will be staying at 102, Taj Mumbai
More details to follow.
— Team Wedding Planners
6:58 PM ✓✓
Any column in your sheet can become a personal message
Add a column next to each guest and import. Weddingkart detects it and lets you drop it into a message as a merge field. The most common ones for an Indian wedding:
Hotel & room
Hotel name + room number per guest
Flight & PNR
Ticket, PNR, arrival & departure time
Pickup & travel
Driver, pickup point, travel-required flag
Anything else
Side, dietary, table, plus-one — any column
Four steps from Excel to a personal message for every guest
No formulas, no mail-merge software, no exporting and re-uploading between tools.
Add the columns to your Excel
Put Hotel Name, Room Number, Flight PNR, Arrival, Departure — whatever you track — as columns next to each guest, and import. Already have them? Even better.
Pick the details to send
Weddingkart auto-detects the columns and lists them on the Per-Guest Info screen. Tap the ones you want to drop into this message.
Write one message with merge fields
Type it once — “You will be staying at {Room Number}, {Hotel Name}” — and see a live preview of how it reads for a real guest.
Send on WhatsApp
Fire to your segment. Each guest receives their own version through the verified WhatsApp Business API. 500 guests, 500 personal messages, one dispatch.
Built for the part of the wedding that is pure logistics
Stay, travel, and pickups are where a 500-guest wedding either runs smoothly or falls apart in the group chat. This is the feature event managers reach for first.
Hotel & room allocation
The number-one use. Tell each out-of-town guest exactly where they are staying — “You will be staying at Room 1234, Taj Mumbai” — without typing 200 separate messages. When room assignments change, re-upload and resend.
Flight details the host booked
When the family books flights for guests, send each traveller their own ticket, PNR, and arrival/departure date and time on WhatsApp. Everyone gets exactly their itinerary, nobody gets someone else's.
Airport-pickup confirmation
Before assigning pickup duties, message each arriving guest their flight details one last time to confirm — so drivers are sent to the right terminal at the right time, and last-minute changes surface before the car leaves.
A mass message that feels like it was written for one person
The alternative is real: a coordinator copy-pasting room numbers into 200 individual WhatsApp chats at 1 a.m., or worse, one group message where guests scroll a giant table looking for their own name. One mis-paste and a guest shows up at the wrong hotel.
Personalised Guest Details removes the copy-paste entirely. The data already lives in the host's Excel; the message is written once; the system does the merge. Every guest gets a clean message with only their own details — and the planner gets the hours back.
Pairs naturally with the rest of the workspace
Use it alongside Personalised Media (each guest's name on the invite) and the Guest Arrival Tracker (capture flight PNRs and schedule pickups) for end-to-end guest logistics.
Frequently asked questions
What is Personalised Guest Details?+
It lets you send every wedding guest their own details over WhatsApp — hotel name, room number, flight or PNR, arrival and departure — from a single message. You add the details as columns in your Excel, import once, and drop them into a message as merge fields like {Room Number} and {Hotel Name}. Each guest receives their own version: a 500-guest list becomes 500 personal messages with no copy-pasting.
Where do the details come from?+
Straight from your guest Excel. Any column you add — Hotel Name, Room Number, Flight PNR, Arrival, Departure, Pickup Driver, Side, Dietary, Table — becomes a detail you can drop into a message. When you import, Weddingkart auto-detects these columns and lists them on the Per-Guest Info screen so you can pick which ones to send. Add a new column and re-upload to personalise even more.
Does each guest see only their own details?+
Yes. The merge fields resolve per guest at send time. The host writes one message — "You will be staying at {Room Number}, {Hotel Name}" — and Sachin receives "Room 101, Taj Mumbai" while Virat receives "Room 102, Taj Mumbai". Nobody sees anyone else's details, and the message reads as if it was written for that one person.
Can I use it to send flight tickets and airport-pickup details?+
Yes — this is one of the most common uses. When the wedding host books flights for guests, you can send each traveller their ticket, PNR, and arrival/departure date and time. Many event managers also use it the other way round: confirming each guest's flight details one last time before assigning airport-pickup duties, so no driver ends up waiting at the wrong terminal or time.
What happens if a guest is missing a detail?+
You set a fallback (for example "your hotel" or "—") so the message still reads cleanly, and the dispatch dashboard flags any guest whose detail was blank so you can fix the source row before sending. Guests with no room assigned simply do not receive the room line if you choose to skip them.
Is this the same as putting the guest's name on the invite?+
No — that is Personalised Media (the guest's name rendered into an image, PDF, or video). Personalised Guest Details is about the text in the WhatsApp message itself: each guest's own logistics — room, flight, travel, side, dietary — merged into the message body. Many weddings use both together.
Their room, their flight, their pickup — sent to each guest in one go
Import your guest Excel, pick the details, write one message, and fire it to your list. Each guest gets their own — on WhatsApp, where they will actually read it.
By Mayank JaiswalLast updated