A digital seating chart replaces the giant printed board at the entrance and the crowded reception desk. Instead of a guest looking for their name in a list of 400 people with a queue forming behind them, they pull out a phone, scan one code, enter their number — and see only their own table number. Everyone else's details stay with you alone.
Step 1 — create an event (free)
Sign up for QSeat with an email address, verify it by clicking the link that arrives in your inbox, and create a new event: the couple's name or the event name, and a date. You can set up several events in the same account — each with a completely separate list and QR code, no mixing.
Build and check before you pay
Creating the event, uploading the list, editing tables and previewing the guest page — it's all free. The one-time payment is only required to activate the QR code for guests on the day of the event.
Step 2 — upload the guest list from Excel
Upload one Excel file (xlsx, xls or csv). No fixed template needed: QSeat detects the sheet, the header row and the columns on its own — name, phone, table number, side (bride/groom) and notes — using synonyms in Hebrew and English. Before saving, a validation runs that shows exactly what was picked up and what's missing.
- Name and phone are required fields. The table number can be left empty — the guest will see "Table not yet assigned" until you update it.
- The system recognizes every Israeli phone format: 050-1234567, 0501234567, +972... and also without the leading zero.
- Rows with no name or an invalid phone are skipped and shown to you separately — everything else is imported.
After the import, you manage everything from the dashboard: add a guest, change one person's table, rename a whole table (all its guests move with it), or delete. A last-minute change doesn't require re-uploading the entire file.
Step 3 — post one QR code at the entrance
In the QR designer you pick one of 12 designed background templates, download a file PNG in high print quality, or send it straight to print. The code uses a high error-correction level (30%), so it reads well even in large prints, on stretched or slightly creased paper.
What the guest experiences: Scans the code with the phone camera → a web page opens (not an app, no download, no password) → enters the phone number they were invited with → sees the table number, and how many people are listed under that phone. If you uploaded a menu — a "View menu" button appears too.
Each guest sees only their own result. There's no scrollable list of names, and guests' phone numbers are never exposed to anyone.
What you don't need
- An app — not for you and not for guests. Everything is through the browser.
- A staffed reception desk — one code at the door is enough.
- A subscription — a one-time payment per event. pricing details.
- Technical know-how — if you know how to attach a file to an email, you know how to run this.
Recurring questions
What if there's no reception or Wi-Fi at the venue? The guest page is very lightweight and loads even on a weak cellular network. If the venue is known as a "dead zone" — it's worth confirming with the venue that there is Wi-Fi for guests.
A guest can't find themselves? In most cases it's a different phone number than the one entered. It's a good idea to keep one staff member at the door who can open the dashboard and search by name. See more in theFAQ.
Want to dive into the details of how to assign guests to tables in general? Read the full seating chart guide.