Contingents & Invitations

A contingent says how many guests a host may bring at which price. You hand it out once; EVENTRA turns it into an invitation per event with its own link -- and the host enters their guests themselves. This page covers the event page Gästeliste › Kontingente.

Where a contingent comes from

Source	Badge in the table	When it makes sense
Group	"aus Gruppe · name"	Permanent contingents that apply automatically to every upcoming event: management, staff, crew. You maintain members in the settings.
Preset	"aus Vorlage · name"	Contingent bundles you apply by hand to a single event -- for artists, press, partners whose line-up changes every year.
Single	"Einzeln"	Created by hand: for an EVENTRA account or an external contact.

If someone belongs to several groups, the higher number wins per line. Once an invitation is adjusted by hand it carries the badge Manuell ("Von Hand angepasst -- folgt der Gruppe nicht mehr").

The contingent table

Three figures at the top: Gastgeber (members · externals), Vergebene Plätze (including those via unlimited contingents) and the Einladungsstatus funnel -- not sent, sent, opened.

Column	Content
Empfänger	Name; badge Mitglied (EVENTRA account) or Extern (contact). For delegations: "Delegiert von name".
Einladungsart	The host role.
Kontingent	The lines "N × ticket type"; unbegrenzt is possible.
Vergeben / Verfügbar	Used and free seats.
Status	Nicht versendet, Versendet (date in the tooltip), Widerrufen.
Zuletzt geöffnet	When the recipient last opened their link.

Filters: Status, Empfängertyp (members / external contacts) and Quelle. Clicking the status opens the Verlauf der Einladung (created, sent, opened, revoked).

Creating invitations

From groups -- automatically

Group members receive their invitation by themselves when an event is created. Under Gästeliste › Konfiguration › Gruppen-Kontingente für dieses Event you override a group's permanent contingent for this event only -- even for invitations already sent. If guests are already entered for a group, the contingent stays at least at the number reached ("n Gäste bereits eingetragen. Kontingent bleibt bei n.").

From a preset

Single

Einladung anlegen opens a dialog with the choice Eventra-Nutzer or Externer Kontakt:

• Eventra-Nutzer -- search by name or e-mail. The invitation goes to the account's e-mail address.
• Externer Kontakt -- enter name and e-mail; the contact also lands in the Gäste-Kontakte address book.

Then choose the Einladungsart; via Vorlage you take over the bundle stored on that invitation type and adjust it freely. The Kontingent consists of lines with Ticketart, Anzahl and Preis je Gast.

Sending invitations

• Alle unversendeten senden (n) -- sends every open invitation by e-mail, after confirmation.
• Per row: Einladung senden or Erneut senden, Link kopieren.

Automatic dispatch

Whether and when invitations go out by themselves is controlled on three levels:

1. Tenant-wide: under Einstellungen › Gästeliste › Allgemein the switch Automatischen Einladungsversand aktivieren. When off, EVENTRA sends no contingent invitation on its own -- neither on schedule nor when an event is created. It is off by default.
2. Default dispatch time: in the same place -- Aus, Sofort bei Eventerstellung, Relativ zum Eventstart (days before, time of day) or Fester Zeitpunkt.
3. Per event: under Gästeliste › Konfiguration › Automatischer Einladungsversand -- "Wie in den Gästelisten-Einstellungen" or a time of its own. The page states what will happen: "Die Einladungen gehen am date um time raus." Jetzt versenden sends immediately.

Adjust, delegate, revoke

In the row menu:

• Kontingent anpassen -- new lines for this invitation. It then counts as Manuell.
• Aus Vorgabe neu berechnen -- returns a manually adjusted invitation to the group default (only for members with a group membership).
• Kontingent delegieren -- splits seats off to another person: name, e-mail, Delegierte Plätze. The amount is deducted from the host's contingent immediately; the new invitation shows "Delegiert von name". Unlimited contingents delegate without deducting anything.
• Widerrufen -- the host can no longer enter guests via their link. Guests already entered and tickets already issued stay valid; nobody is removed from the list.

What the host sees

The invitation link opens the page Gästeliste: event. Hosts with an EVENTRA account find the same page in the employee portal; the home page shows a card "Noch n freie Plätze von n. Trag deine Gäste ein."

• Kontingent -- seats used and the card Deine Ticketarten with the free seats per line.
• Deine Gäste -- all entered guests with Bearbeiten and Entfernen.
• Gast hinzufügen -- type names or paste a whole list (see below). Sprache aller Gäste and Zusätze für alle apply to the entire batch; the e-mail is optional ("Damit dein Gast bei Rückfragen direkt erreicht werden kann -- und das Ticket direkt an diese Adresse geht").

If an invitation type is linked to a form, the page asks for its fields per guest.

Pasting a list (paste-and-parse)

The field Gäste erkennen accepts a WhatsApp message, an Excel column or an e-mail: "Namen und Adressen werden herausgefiltert, der Rest der Nachricht ignoriert." Detected people appear as rows with first name, last name and e-mail; uncertain rows carry the hint "Diese Zeile konnte nicht eindeutig gelesen werden. Bitte prüfen." Possible duplicates are shown before saving ("Diese Person steht bereits auf der Gästeliste -- eingetragen über name").