Share the caterer's list
Your caterer needs to know that four guests are gluten-free. They do not need 112 email addresses. This link is the difference.
What the link is
The caterer's list is a private, read-only web page showing guest names and their food answers. It carries no email addresses, no phone numbers and no way to change anything. You send the address to your caterer or venue, and they open it in a browser — no account, no app, no PDF that is out of date by Tuesday.
It is live: it always shows the current registrations, so a cancellation on Thursday is visible to the kitchen on Thursday.
Turning it on
On the Participants tab, find Caterer's list — share a read-only view and switch Share list enabled on, then Copy link.
Switching it off invalidates the address immediately. The old link stops working for good, so if you turn it back on later you must send the new one.
What appears on it
The list always includes the dietary question. That is its purpose, and it is why you should insert the ready-made dietary question from the form palette — if the event has no dietary question, Invitatum warns you that the list will be thin.
Beyond that you choose how much to share:
- Nothing extra — dietary answers only. The most private option, and usually the right one.
- One more question — pick a single additional column, for instance which day each guest arrives.
- All form answers — everything. Use it when the caterer is also handling the seating.
Privacy options
- Show only the first letter of surnames — "Anna V." instead of "Anna Virtanen". The kitchen can still match a plate to a place card, and the list stops being a directory.
- List only guests who marked a dietary restriction — recommended. The caterer sees the exceptions rather than the whole guest list, which is both kinder and more useful.
- Guest count — show no total, show the confirmed total, or show a full breakdown by status.
The list also prints a short summary line: how many of your guests have dietary notes, and that the rest eat everything. That single sentence is what the kitchen actually reads.
Why this is designed so carefully. Food answers can reveal a health condition or a religion, which European law treats as sensitive. Sharing the minimum — the exceptions, without contact details, behind a link you can revoke — is what keeps a genuinely useful feature on the right side of that line.
Press Save sharing after any change.