Guest List Settings

The four settings pages of the guest list: General, Ticket types & prices, Invitation types and Contingents — plus the configuration per event.

Everything that applies to all events is under Settings › Guest list on four pages. They build on each other -- work through them from top to bottom:

Page	Content
General	Support contact, invitation and ticket sending, email texts, ticket design.
Ticket types & prices	Ticket types and price categories -- the building blocks.
Invitation types	The host's role and the additional forms.
Contingents	Presets and groups -- how many tickets whom may hand out.

The settings require the Manage the guest list permission and the booked guest list. Settings for a single event live in its Guest list › Configuration. The address book of hosts without an account and the blocklist are under Contacts in the main navigation -- see Contacts, Artists & Blocklist.

General

The Guest list: General page has four sections. Changes only take effect when you save; until then the page shows an unsaved badge and a bar to save or discard.

Support contact and language

Support email -- "Used as the reply-to address on every guest-list email. If left empty, the company's default address is used."
Guest list default language -- invitations, tickets and wallet passes go out in this language as long as nothing else is stored for a guest or contact.

Automatic invitation sending

Send contingent invitations automatically -- the organisation-wide switch. If it is off, EVENTRA sends no contingent invitations on its own; invitations sent manually and tickets are not affected.
Send time -- default for new events: Off, Immediately when the event is created, Relative to the event start (with Days before the event starts and Time) or Fixed time. Can be adjusted per event.

Ticket sending

Delivery mode as the default for new events: Automatic or Manual. Per event, Scheduled is added.

Email texts

Two blocks, each per language: Ticket ("Goes to the guest once their spot is confirmed") and Cancellation ("Goes to the guest when their spot is cancelled"). These texts apply regardless of the invitation type. You maintain the text of the invitation to hosts on the respective invitation type.

The editor per block:

Subject, Heading and Text, each with a Default or Customised badge; Default resets a field. A blank line starts a new paragraph; **bold** emphasises text, [Text](https://…) sets a link.
Placeholders via Insert: -- for example first name, the guest's name, the event name, date. Unknown placeholders are sent unchanged and reported beforehand.
A character counter warns when the subject is longer than most mail programs display.
Email preview with sample data, either on a phone or on desktop, and Compare languages side by side.
Send a test mail to me sends the draft to your address.

Save first

"Changes are applied once you save the settings." The test mail shows the current draft.

Ticket design

Background colour and text colour of every pass -- described under Tickets & Wallet Passes.

Ticket types & prices

The page carries the rule of thumb: "A ticket type is a thing, an invitation type is a person, a contingent is a number. A ticket type only gets a price in the contingent or on the individual guest." All lists can be sorted by drag & drop; entries are archived, not deleted.

Ticket types

Each row is exactly one thing: what the guest receives and the credential they stand at the door with.

Section	Fields
What the guest holds	Name (e.g. Weekend Premium), Short name (e.g. WKD) -- both appear on the ticket, the wallet pass and every list at the door; Credential kind -- band, pass, lanyard, card.
How it is recognised	Colour and Icon of the tile; without its own choice it takes that of the credential kind.
Role	Ticket or Add-on -- a guest holds exactly one ticket and any number of add-ons (camping, VIP upgrade, FOS).
Where it can be picked	Available at: All events, Multi-day events or Single-day events; plus optionally Only at specific events (empty = every event). Also the switch Day ticket -- see Day Tickets.

Event-bound ticket types

If a ticket type applies only to specific events, it carries a badge with the event name in the list (for several: the number of events). It can still be used in groups and presets, but a row with it only counts at those events.

Archived ticket types stay in the list with the Archived badge so that stored contingent rows keep their name; they are no longer offered for selection.

Price categories

"The prices every guest-list price field picks from." A category has a label (e.g. Standard) and a price; EUR 0.00 is valid ("Free"). As long as none exists, every price field offers only Free -- besides that there is always Custom for a freely entered amount.

Invitation types

The host's role: Name (e.g. Artist), Default ticket type ("Only a suggestion when adding a guest"), an optional Additional form and own email texts for the invitation and the reminder. How many tickets someone may hand out and what they cost is not set here -- the contingent decides that.

Forms

In the Forms section you create additional fields that hosts fill in when entering a guest; they are assigned per invitation type. The field editor is the same as for the master data form -- file fields and conditions are not available for the host side.

Contingents

The Contingents page has the sections Templates (presets) and Standing contingents (groups). Both belong to an invitation type and allocate ticket types at a price to it. So create ticket types and at least one invitation type first.

Standing contingents (groups)

They apply automatically at every upcoming event. A group has:

Basics -- name and invitation type; optionally Send automatically ("This group's invitations go out as soon as an event is created. No "send all" click needed.").
Allocation per person -- separate for Multi-day events ("Festivals running several days") and Single-day events ("One-day events"), each with rows of ticket type, count (or Unlimited) and price.
Members -- people with an EVENTRA account, via Manage members; and contacts from the address book.

Every change -- members, allocation, ticket types, prices -- applies on saving immediately to the group's invitations at all upcoming events, including sent and hand-adjusted ones. The form tells you beforehand how many invitations at how many events are affected. Anyone who no longer receives anything loses the invitation; guests already entered stay on the list.

When you archive, EVENTRA asks for confirmation: unused invitations are deleted, sent or already used ones are revoked, and invitations that continue through another group are adjusted. The same applies when you remove a member.

Templates (presets)

Same structure as a group, just without fixed members and without a split by event length: "A preset says what a host gets, not who they are." You apply it per event to selected contacts -- see Contingents & Invitations.

Per event: Configuration

Guest list › Configuration in the event bundles what applies to this event only:

Automatic invitation sending -- Send time "As set in the guest list settings" or a time of its own, plus Send now.
Ticket sending -- Delivery mode for this event: Automatic, Manual or Scheduled with a time of its own.
Ticket artwork and Ticket design -- see Tickets & Wallet Passes.
Group allocations for this event -- overrides a group's permanent contingent for this event only, even for invitations already sent. Reset restores the default.