Quick Answer
What reports do wedding planners need?
The five reports that matter: live RSVP count by event, attending-guest contact sheet for caterers, arrival schedule for pickup crews, per-event check-in vs expected count, and post-wedding delivery reconciliation (what landed, what bounced, what to refund).
Last updated:
Last updated:
Live
RSVP count by event, side, city
One-click
Excel / CSV export
Per-event
Guest counts and arrival windows
The caterer asks for Friday's veg count — answered in 2 clicks
Wedding ops questions aren't generic analytics. They're very specific, very repeated, and always asked in a rush. Weddingkart's reports are built around the questions coordinators actually get — at 11 PM the night before, or at 10 AM on the day of. Live dashboards, additive filters, one-tap Excel export.
Wedding Overview
Sharma–Mehta · 14–16 March 2026
1,247
Total
+12 today
843
Confirmed
67.6%
362
Pending
29.0%
Six questions a coordinator gets in a day
Not "what's my overall conversion rate". These are the specific, vendor-driven, time-pressured questions that determine whether Friday morning goes smoothly or doesn't. Each one is a saved filter away.
Caterer
“Vegetarian count for Mehendi?”
Answer
142guests
Transport lead
“Flight arrivals before noon Friday?”
Answer
43guests
Photographer
“Bride vs groom side for the Sangeet?”
Answer
432 : 246guests
Venue
“Kids under 10 on Day 2?”
Answer
27kids
You, at midnight
“Who hasn't RSVP'd for Reception?”
Answer
89guests
Hotel coordinator
“Arrivals on Thursday afternoon?”
Answer
68guests
Each of these is a saved filter combo. Click once to load, export to Excel, email to the vendor — typically under thirty seconds from question received to answer sent.
When a message fails, you know exactly why
"Failed" on its own is useless. Weddingkart shows the specific failure reason from the WhatsApp Business API for every undelivered message, so you fix the root cause once — not guess and re-send blindly.
Save-the-Date · Sharma–Mehta Wedding
847 recipients · sent 4 Feb 2026
Sent
847
100%
Delivered
823
97%
Read
712
84%
Failed
24
3%
24 failed — broken down by reason
Number not on WhatsApp
14
Older guests on landlines, duplicate saved numbers, or guests who never installed WhatsApp.
→ Call or SMS instead
Guest hasn't accepted terms
6
Marketing-template sends need the guest to have messaged you (or opted in) in the last 24 hours.
→ Switch to a service template
Invalid phone format
3
Country code missing, wrong digits, or number belongs to a landline pool.
→ Fix number and re-send
Blocked by recipient
1
Guest has blocked the Weddingkart sender. Rare; usually a mistake.
→ Reach out via another channel
Per-guest status (sample rows)
Sharma, Priya
+91 98765 43210
Mehta, Raj
+91 98765 43211
Kapoor, Aunty
+91 99887 11223
Reddy, Vikram
+1 (555) 100 200
Khan, Zara
+971 55 123 4567
Why the reason matters
"Number not on WhatsApp" → call them. "Hasn't accepted terms" → switch to a service template. "Invalid format" → fix the number and re-queue. Without the reason, every failure gets the same re-send treatment — and the same re-failure.Hotel blocks. Transport pickups. Welcome-meal counts.
The question every wedding hotel coordinator asks first: "how many guests each day?". Weddingkart pulls arrival dates straight from WhatsApp-shared flight and train tickets (via the AI travel assistant) and builds the day-wise distribution automatically.
How tickets become arrival dataArrivals by day
843 confirmed · 11–15 March
Everything the ops view covers
Three clusters — measuring, slicing, and acting. Every report feeds the same live data.
Measure
Totals, breakdowns, and delivery — the numbers your team needs in the room.
Event-wise Breakdown
Mehendi, Sangeet, Wedding, Reception — invited, confirmed, pending, declined per event. Spot the gap fast.
Side-wise View
Bride vs groom numbers, for seating plans, photography briefs, and family-politics transparency.
Message Analytics
Sent, delivered, read, failed — per guest, per message, with specific failure reasons (number not on WhatsApp, T&C not accepted, invalid format) straight from the WhatsApp API webhooks.
Slice & filter
Every report takes any filter combination — save the combos you run weekly.
Custom Filters
City, family group, dietary, travel mode, RSVP status, or any custom tag. Additive — stack as many as you need.
RSVP Trends
How replies came in over time. Spot plateau periods and trigger a targeted nudge to the holdouts.
Day-wise Arrivals
Every day of the wedding broken down by guest count, arrival mode, and check-in time.
Export to where your team already works
Google Sheet, your existing Excel template, or a filtered one-off. No forced tool switching.
Live Google Sheet
Weddingkart auto-creates a Google Sheet on day one and keeps it in sync as RSVPs, tickets, and attributes change. Drop the link in your family WhatsApp — everyone sees the same live numbers.
Your existing Excel format
Already working off a specific Excel template with your own column order, formulas, and hidden tabs? Upload it — we learn the schema and push guest data back into your format, preserving everything your team already depends on.
Filtered Excel export
Any filter combo, any report view, exported in one click. Ready to email to a caterer, venue, or transport lead in the Weddingkart standard format.
The difference between a calm coordinator and a stressed one at 11 PM the night before a wedding is whether they can answer the caterer's veg count in two clicks — or whether they're still scrolling an Excel sheet trying to remember which column held the dietary flag.
Most event management tools ship generic analytics — impressions, click-through rates, user funnels. None of those answer the vendor-driven, time-pressured, one-off questions that dominate wedding-week ops. Weddingkart's reporting view exists to answer those and only those. Everything a coordinator sees is a live number sitting behind an additive filter — no report authoring, no SQL, no dashboard designer.
See how the underlying guest data is structuredFrequently asked questions
Does the dashboard update live?+
Yes. As soon as a guest RSVPs on WhatsApp, shares a flight ticket, or updates an attribute, the numbers refresh. No manual sync, no "pull latest" button — coordinators watching the dashboard see every change the moment it happens.
Can I export any report to Excel?+
Yes — three ways. (1) Weddingkart auto-creates a shared Google Sheet that stays live-synced with the wedding, so your team works off one always-current source. (2) Upload your own existing Excel template and we push data into it preserving your column order, naming, formulas, and hidden tabs — no forcing your team onto a new format. (3) Any filtered view (say, "Day 2 vegetarians") exports to a standard Weddingkart Excel with one click.
What specific reasons does Weddingkart show when a message fails?+
Every failed WhatsApp message carries a specific reason from the Business API webhook: "number not on WhatsApp" (most common — elderly guests, wrong entry, or no WhatsApp installed), "guest hasn't accepted terms" (marketing-template restriction), "invalid phone format", "blocked by recipient", or "template not approved". Coordinators filter failures by reason and fix root causes instead of guessing.
Can I filter by multiple attributes at once?+
Yes — filters are additive. "Bride side + Bangalore + attending Sangeet + vegetarian" resolves in one query and the entire dashboard recalculates. Save filter combinations for repeat use (e.g. "Day 2 ops view").
Are +1s and kids counted separately?+
Yes. Each guest record carries an adult/child flag and a +1 count. Reports can show "confirmed guests" (all), "adults only" (for meal planning), "kids" (for activities / kids' meals), or any combo. Catering and transport breakdowns are usually adults-only; venue capacity uses the full number.
How are message-analytics numbers calculated?+
Sent / delivered / read / failed come directly from WhatsApp's Business API webhooks — not estimated, not extrapolated. Response rate is calculated against actual one-tap button taps on the message. No guesswork.
Can I share a dashboard with a vendor (caterer, venue)?+
Yes. Create a view-only link scoped to a specific filter set — "only Day 2 attendees with dietary info" — and share it with your caterer. They see the live number, you keep control of the underlying data.
Do changes to guests (RSVP, ticket, diet) show up in the arrival timeline?+
Yes. The arrival timeline pulls from the same live guest records. When a guest shares a flight ticket on WhatsApp, the AI travel assistant parses it and the arrival dashboard updates immediately — you don't re-run anything.
Calm coordinator, not panicked one.
Every number a vendor, family member, or team lead might ask — live, filterable, exportable. Your first dashboard can run on a real wedding within a day of onboarding.
By Weddingkart TeamLast updated Reviewed by Mayank Jaiswal