Switching platforms should never mean retyping every guest list, vendor, and checklist you’ve ever built. Bulk importing guests into wedding software should keep RSVPs, plus-ones, and meal selections intact, then carry them straight into seating.
With Folia, guest lists are imported through a simple template, with a preview before anything saves. Vendors and task lists import straight from a CSV. You don’t have to move everything at once, either; you can migrate to Folia one wedding at a time, and let finished weddings stay in your old system.
In this guide, we’ll cover:
- When switching platforms makes sense
- What can be moved in bulk, and what can be imported and reused across weddings
- How to handle a test migration
- Migration tips from other popular tools
Is it worth switching to Folia?
From a purely financial perspective, Folia’s competitive pricing (and the opportunity to save even more with annual plans) make switching “worth it” in a literal sense. With that said, it’s also important that a platform change removes more manual work than your current setup creates. Thankfully, our all-in-one wedding planning platform offers best-in-class tools for every facet of wedding planning, from guest lists and seating to timelines, vendor contacts, and client access (with more benefits being added almost every week).
You may be ready to switch if:
- You enter the same guest information in more than one tool.
- You rebuild task lists and timelines for every wedding.
- RSVP or meal changes don’t update your seating.
- Your team works from disconnected spreadsheets and documents.
- You want to keep your contracts and invoicing tool while moving planning into a platform built for wedding planners.
- You’re looking to spend less (compared to competing platforms) and get more.
The easiest time to move is usually between your busy stretches (often between November and February), when you have room to test a new workflow on one wedding.
Switching to Folia at a glance
The table below shows how each part of your business moves: what imports in bulk, what you rebuild once and reuse on every wedding, and what stays where it is.
| What you have | How it moves to Folia | What to know |
|---|---|---|
| Vendors and venues | Import a CSV into the Rolodex | Folia matches your column titles to its fields, so no template is needed. Only the business name is required. Up to 1,000 contacts per file. |
| Task lists and checklists | Import a CSV into Task Management | Tasks become reusable templates with due dates counted back from each wedding date. Up to 500 rows per import. |
| Guest lists | Add guests to Folia’s template, then import | Folia shows a preview before anything saves. Meals, RSVPs, and plus-ones come across if your file includes them. |
| Client weddings | Add each one manually | Enter each couple’s names, wedding date, and location. Weddings do not import in bulk. |
| Timelines | Rebuild as templates | Build each of your usual day-of timelines once, then start every wedding from the one that fits. |
| Floor plans | Upload, calibrate, and save to your library | PDF exports, scanned drawings, and photos all work. |
| Seating charts | Build from the imported guest list | Seat guests straight from the list, turn on meal colors, and export the chart as a PDF. |
| Intake forms | Rebuild as questionnaires | Questions can be short answer, long answer, multiple choice, multi-select, or number. Questions do not include date or file-upload fields. |
| Contracts and invoices | Keep them in your current tool | Folia is not built to replace your contracts, invoicing, or payments tool. |
| Finished weddings | Leave them where they are | Start new and in-progress weddings in Folia and let completed events stay archived. |
In short, vendors, tasks, and guest lists import as data. Timelines, questionnaires, and seating layouts are generally rebuilt once, and can then be reused for future engagements.
What should you check before you bulk import guests?
A guest list import is only useful if the details survive the trip, so check these three things before you upload your file.
- Guest fields. Download Folia’s guest-list template and compare it with your file. Make sure the details your team relies on, such as names, guest statuses, plus-ones, and meal selections, are in it. (Name is the only required field on initial upload)
- The preview. Folia shows a preview before anything saves, and you can fix any cell there. If a row has an error, Folia skips it and tells you which rows were skipped, so one bad value never holds up the rest of your file.
- Duplicates. Folia doesn’t compare imported vendors with the contacts you already have. Imported tasks are always added, never replaced, so importing the same file twice creates duplicates. Check your contact list first, and delete any extras before you import again.
Seating is where a clean import really pays off. In Folia, guest, meal, and RSVP data feeds the seating chart in one place; seat guests straight from the list, and if a meal choice or RSVP changes, the chart keeps up with no re-keying. Turn on meal colors and each seat shows that guest’s meal, giving a venue or caterer a readable view of the room.
Try a test migration first
You don’t need to move your entire business to find out whether Folia fits. We recommend starting with three upcoming weddings as a test:
- Set up your workspace. Add your business name and logo, create your branded client login page, and invite your team. Every plan includes unlimited team members, and your Rolodex stays private to your team.
- Import your contact list. Export a CSV from your current tool, import it, and confirm Folia matched the columns correctly before saving.
- Import your task lists. Add a task CSV and group tasks into service packages. Write lead times as a number of days or in plain language, like “365,” “12 months,” “6 weeks,” or “a week.” Fixed dates and date ranges don’t work in reusable templates.
- Add your next three weddings. Enter the couple’s names, wedding date, and location. Assign your service package, import each guest list from the template, and start the timeline from a reusable template.
- Invite the couples. As part of your Folia plan, each couple gets their own login at no cost to them.
Once you’ve seen how the process works, you can make an informed decision. Nothing changes in your old system, so you can pause or go back whenever you like.
How to switch to Folia from your current tool
What (and how) you export largely depends on where you’re coming from. Here are some helpful tips based on some of the more well-known options:
Prismm (formerly AllSeated). Prismm is view-and-export-only and shuts down on December 31, so export your content proactively. Download the floor plans you want to keep as PDFs and save your guest lists as a spreadsheet. Upload and calibrate the plans in Folia, then import guests with the guest-list template. You’ll rebuild table layouts, and you can keep several charts per wedding, such as ceremony, reception, and backup layouts.
Note: Folia is 2D, so if 3D renderings are how you sell a space, keep another tool for those. See our full Prismm migration guide for more details.
Timeline Genius. In your Rolodex, choose Import/Export CSV, then download the CSV. You get a zip with separate files for vendors, venues, and clients. Vendors and venues import straight into Folia, including contact details and notes. Rebuild your timelines as templates, bring checklists in as a task CSV, and add each couple as a wedding.
Aisle Planner. Download each wedding’s guest list spreadsheet from the guest manager, plus your vendor contact list. Copy guests into Folia’s template, and import vendors into your Rolodex. Checklists, timelines, and budgets download as PDFs, so rebuild checklists as a task CSV, timelines as templates, and budgets as category totals.
HoneyBook or Dubsado. Import vendor contacts, add weddings from your client export, and rebuild task lists, timelines, guest lists, and seating; however, you’ll likely want to keep these for contracts, invoices, payments, and booking.
Spreadsheets/Other tools. If it exports a CSV, you can import it; your file just needs a header row. Folia recognizes common column titles like task, title, lead time, notes, service, and category, then shows how each was matched before anything saves. Guest lists go into Folia’s template first.
Frequently asked questions
Do I have to move everything at once?
No. Run new weddings in Folia and leave finished ones where they are.
Will Folia change anything in my old tool?
No. Your exports are copies, and nothing you do in Folia changes your original tool.
Do I need to reformat my files?
Vendor and task files don’t need a template, but they do need a header row. Guest lists go into Folia’s guest-list template first.
Can I import client weddings in bulk?
No. Add each wedding manually with the couple’s names, date, and location.
Can someone help me migrate to Folia?
Yes. You can book a migration call and the Folia team will go through your export with you.
Move at your own pace
Switching wedding planning software doesn’t have to be all or nothing. Import what moves cleanly, rebuild the workflows you’ll reuse, and leave finished weddings and your business tools where they are. Start with a few weddings and you’ll quickly see how much smoother planning runs when guest lists, seating, timelines, and clients all work together.
Last updated: October 2026
