People, lists & groups
Enter once, invite again and again. You add your class, your board or your team once. After that, every poll and every sign-up reaches exactly these people in a few clicks.
People, lists and groups are part of Wannja Pro. More about Pro
List or group?
Take a school as an example:
List: where someone permanently belongs
Each class is a list: 3a, 3b, 4a. Add a list for the teachers. In a club, lists would be things like “Board” or “Active members”.
Group: who takes part in something
You put a group together across lists. The children’s choir has children from 3a and 3b. The children still stay in their class.
Good to know: a person can be on several lists and in several groups and is still entered only once. Mrs Carter has one child in 3a and one in 4a, so she is on both lists. If you change her email address, the change applies everywhere.
Step by step
Create a list
Click Participants in the menu and choose the Lists tab. Click “New list”, enter a name such as “Class 3a” and click “Create”. The new list opens straight away, ready for the names.
Paste names from Excel
In Excel, select the columns with names and email addresses and copy them (Ctrl+C, on a Mac cmd+C). Open the list, click “Paste multiple” and paste everything into the large box (Ctrl+V). “Show preview” first shows you what will happen. Only “Save” adds the names.
The preview shows for every row whether the person is new or already there. People who are already there are not created twice – they are just added to the list. Rows without an email address are fine too; those people simply won’t get an invitation by email.
Open a person and add them to more lists or groups
Click a name. All your lists and groups open up below it. A tick means: this person is in. When you tick a box it takes effect straight away – no need to save. Untick it and the person is out again, but not deleted.
Put a group together
Choose the Groups tab and click “New group” to create a group, for example “Children’s choir”. In the group, click “Choose from contacts” and tick the children – whichever class they are in. With a lot of names, the search helps.
Send a poll or sign-up to a list and a group
When you create a scheduling poll or an event sign-up, you get to the section Select participants. Under Lists & groups, click the plus next to what you want, for example “Class 3a” and “Children’s choir”. Below, you see how many people will get an invitation – each of them only once, even if they are in both.
Rename a class for the new school year (4a → 5b)
In the new school year you don’t have to enter anything again. In the Lists tab, click “Rename” next to “Class 4a”, type “Class 5b” and click “Save”. All the children stay on the list. Polls you already sent to 4a carry on unchanged.
Turn an existing group into a list
Sometimes a group becomes something permanent, for example when the children’s choir stays the same every year. In the Groups tab, click “Turn into list” next to the group and then “Convert”. Wannja creates a list with the same people. The group stays, unless you tick “Delete the group afterwards”.
Frequently asked questions
Why does Mrs Carter appear three times?
Under “All people”, every person appears once for each list they are on. Mrs Carter is on three lists – for example 3a, 4a and the parents’ council – so you see three rows. She is still only one person. The same goes for search results.
Click her name to see all her lists and groups at a glance. If you choose a single list at the top, she appears there only once.
What is the difference between “Remove from list” and “Delete”?
Remove from list (the button with the minus) only takes the person off this one list. They stay on all other lists and in all groups.
Delete (the bin) removes the person completely: from all lists, all groups and your contacts. So if a child changes class, take them off the old list and tick the new one – don’t delete them.
Siblings with the same parents’ email address – does that work?
Yes. Lily and Tom Carter can share their parents’ address. Because the names are different, Wannja creates two people. Each child gets their own invitation, so the parents answer for each child separately.
The same name and the same address, on the other hand, count as the same person. That way, pasting from Excel doesn’t create duplicates.
Does someone get two invitations if they are on the list and in the group?
No. If you invite the list “Class 3a” and the group “Children’s choir” and Mia is in both, she gets exactly one invitation. Wannja counts every person only once. The number “people in total (each only once)” shown when inviting tells you how many there really are.
What happens to my lists when Pro ends?
Nothing is lost. You can still view your people, lists and groups, download them as a table (CSV), take people off lists and delete them.
Creating new people, lists and groups, renaming, or adding people to lists only works again once you renew Pro.
Who in the team can do what?
Everyone in the team works with the same people and lists.
Lists: everyone in the team can add people to any list and take them off again. Only the account owner or the person who created a list can rename, empty or delete it.
Groups: groups marked “Org” can be used by everyone in the team for invitations; only the account owner can change them. Team members can create their own groups (marked “Own”). Only the person who created such a group sees and changes it.
Only the account owner can delete all people at once.