Contingents & Invitations

A contingent says how many guests a host may bring, with which ticket type and at which price. You hand it out once, EVENTRA creates an invitation with its own link per event -- and the host enters their guests themselves. This page covers the event page Guest list › Contingents.

Where a contingent comes from

Source	Badge in the table	When it makes sense
Group	"from group · name"	Permanent contingents that apply automatically at every upcoming event: management, employees, crew. You maintain the members in the settings.
Template (preset)	"from preset · name"	Bundles of contingents that you apply to an event by hand -- for artists, press, partners whose line-up changes every year.
Manual	"Manual"	Created by hand: for an EVENTRA account or an external contact.

If someone belongs to several groups, the higher number wins per row. If an invitation is adjusted by hand, it carries the Manual badge ("Hand-adjusted — no longer follows the group."). If the group contingent is overridden for this event, the badge Override active appears; on hover it lists what changed compared to the permanent contingent.

The contingent table

At the top are three figures: Hosts (members · external), Seats filled (including the seats of unlimited contingents) and the invitation status as a funnel -- Not sent, Sent, Opened.

Column	Content
Recipient	Name; badge Member (EVENTRA account) or External (contact). For delegations: "Delegated from name".
Invitation type	The host role.
Contingent	The rows "N x ticket type" with used and free seats; unlimited is possible.
Status	Not sent, Sent (with the date in the tooltip), Revoked. On hover, the invitation history appears (created, sent, opened, revoked).
Last opened	When the recipient last opened their link.

Filters: Status, Recipient type (Members / External contacts) and Source.

Creating invitations

From groups -- automatically

Group members get their invitation at every upcoming event on their own. Changes to a group -- members, allocation, ticket types, prices -- apply on saving immediately to the invitations of this group at all upcoming events, including sent and hand-adjusted ones (see Settings).

Under Guest list › Configuration › Group allocations for this event you override a group's permanent contingent for this event only -- even for invitations already sent. Reset restores the default. If guests are already entered for a group, the contingent stays at least at the number reached ("n guests already entered. Contingent stays at n.").

From a preset

Individually

Add invitation opens a dialog. Under Recipient you choose:

• EVENTRA user -- "Already has an EVENTRA account and manages the guests there." Search by name or email. If there is no account yet, use No account yet? Create an EVENTRA account for this person to create one (first name, last name, email) -- the person receives an invitation to EVENTRA and then manages their guests in the staff portal.
• External contact -- "Only gets an invitation link by email and adds their guests through it. No account needed." Take an entry via Take from contacts or enter name and email anew; the contact also lands in the address book.

Then choose the invitation type; via Template you take over the bundle stored for that invitation type and adjust it freely. The contingent consists of rows with ticket type, count (or Unlimited) and price per guest. At multi-day events with day tickets the performance day(s) are added.

With the switch Send by email right away the button reads Add and send invitation -- the invitation then goes out immediately.

Sending invitations

• Send all unsent (n) -- sends all open invitations by email, after confirmation. If the table is filtered, the button reads Send filtered unsent (n) and sends only the open invitations of the filtered view.
• Per row: Send invitation or Resend, Copy link.

Automatic sending

Three levels control whether and when invitations go out on their own:

1. Organisation-wide: under Settings › Guest list › General the switch Send contingent invitations automatically. If it is off, EVENTRA sends no contingent invitation on its own -- neither on a schedule nor when an event is created.
2. Default send time: also there -- Off, Immediately when the event is created, Relative to the event start (days before, time) or Fixed time.
3. Per event: under Guest list › Configuration › Automatic invitation sending -- "As set in the guest list settings" or a time of its own. The page says what happens, for example "The invitations go out on date at time." Send now sends immediately.

Adjust, delegate, revoke

In the row menu:

• Adjust contingent -- new rows for this invitation. It then counts as Manual.
• Set performance days or Change performance days -- at multi-day events with day tickets. Day tickets already sent that take over these days go out again by email with the new days.
• Recalculate from preset -- resets a hand-adjusted invitation to the group default (only for members belonging to a group). For preset invitations the entry is called Re-apply preset.
• Delegate contingent -- branches seats off to another person: name, email, Delegated spots. The amount is deducted from the host's contingent immediately; the new invitation shows "Delegated from name". Unlimited contingents delegate without deducting anything.
• Revoke -- the host can no longer enter further guests via their link. Guests already entered and tickets issued stay valid; nobody is removed from the list.

What the host sees

The invitation link leads to the event's guest list page -- without logging in. Hosts with an EVENTRA account find the same page in the staff portal; the home page shows a card Guest list: event with "n spots left of n. Add your guests."

• Contingent -- spots used ("of n seats used") and the card Your ticket types with the free spots per row.
• Your guests -- all entered guests with Edit and Remove. For day tickets, a single day ticket can also be removed on its own.
• Add a guest -- enter one at a time or paste a list (see below). The email is optional ("So your guest can be reached directly if needed — and the ticket is sent to this address.").

For all guests of a batch, Ticket for all guests, Add-ons for everyone and the Language of email and wallet pass apply. The host gives individual guests a different ticket by tapping them in the list or selecting several. In addition, they can:

• assign plus-ones (+1, +2 …) -- each plus-one uses a spot of their own contingent and appears on the guest's ticket.
• choose among the prices you gave them in the contingent (for example 3 x Free and 5 x EUR 15). The cheapest free price is preselected; they cannot set a price of their own.
• for day tickets, choose the valid days per guest, unless the invitation specifies performance days. Every chosen day is a ticket of its own and uses one spot.

Pasting a list

The Detect guests field ("Several guests? Paste a list") accepts a WhatsApp message, an Excel column or an email; names and emails are recognised automatically, the rest is ignored. Uncertain rows carry the hint "This line could not be read unambiguously. Please check it." If the contingent does not suffice for everyone, the first fitting people are preselected -- the host swaps who gets in via Add / Don't add. With an unlimited contingent everyone is taken.

Checks when entering

• Same email address: "This email address is already on the guest list. Each address can only be on the list once." Exception: if the person is on the list only with day tickets for other days, the new day is added to their entry ("Already added by another host – you added day").
• Similar name: only a hint ("Someone with a similar name is already on the guest list. Is this the same person?").
• Blocklist: if a guest matches a blocklist entry, they are saved but held for review. The host does not learn about it -- see Contacts, Artists & Blocklist.