Guests & Admission

Add guests one by one or as a list, merge duplicates, clear blocklist matches, send tickets, export — and the door check-in per person.

Guest list › Guests & entry is the list of all guests of an event -- whether entered via a contingent or directly by you. Here you send tickets, admit people and keep the overview.

The page

At the top is the Door card ("n of n people admitted", plus Still expected, Plus-ones and Cancelled) and the Ticket types & add-ons chart -- what is needed and what has already been issued, plus-ones included. Both cards follow the current filter selection.

Column	Content
Name	Guest with email address; a +n badge for plus-ones. The badges Blocklist and Duplicate? mark matches (see below).
Status	An Admit button while someone is missing; afterwards Admitted with the time, for bookings with plus-ones "x/y". Cancelled guests show Cancelled.
Ticket types	Short-code tiles of the ticket and add-ons; for day tickets the days. Hover to see all credentials of the booking.
Price	What the booking pays at the door; Free if nothing.
Ticket mail	Delivery status of the ticket email: Not sent, Sent, Delivered, Opened, Delayed, Bounced, Marked as spam etc.; for cancelled guests also the status of the cancellation email.
Via	Origin: "Via contingent: name", "Entered by name" or "Entered by A on behalf of B".
Note	Internal note, editable right in the row -- also with the door permission.
Actions	Language (if different), History on hover (created, ticket sent, admitted, cancelled) and the row menu.

Above the table: a search, the filters Group, Invitation type, Ticket type and the quick filters Not admitted yet, My guests, Blocklist matches and Possible duplicates. "My guests" also includes guests someone entered on your behalf.

Adding guests

Add guests opens a dialog with two tabs: One person and Several people.

One person

The same form as when editing: Master data (first name, last name, email, phone, language, note), Ticket (ticket type, add-ons, price; for day tickets the days), the number of plus-ones and On behalf of. The footer counts the heads and the total price.

Several people

Applies to everyone

Under Applies to everyone you set what every guest of the batch gets: ticket type, add-ons, for day tickets Valid on, the price per head and the language. Optionally also On behalf of and a note that appears on every guest.

Who is coming?

Paste a list from WhatsApp, Excel or an email into the Detect guests field -- with Ctrl+V/Cmd+V or, where the browser allows it, via Paste. Names and email addresses are recognised automatically, the rest is ignored; a "+3" after a name is read as three plus-ones. Alternatively, enter rows by hand (Add line).

Per row: first name, last name, email and plus ones. If a name was split wrongly, click it and use Split first and last name differently to set where the last name begins. If a pasted email address belongs to a saved contact or an EVENTRA account, EVENTRA takes over that name. From two people on, each row can get a different ticket via Adjust this row's ticket.

Check and save

The footer counts guests and heads and reports rows that need attention. Add guests saves: "n heads were added to the guest list."

In the On behalf of field you pick a guest-list contact or a person with a contingent, or you type a name as free text ("e.g. Agentur Nord"). The guests then count as guests of that person; you still entered them.

Email tickets right away

As soon as at least one guest has an email address, the dialog shows the switch Email tickets right away -- on by default. It applies regardless of the event's sending mode: if it is off, no tickets go out until you send them later. If individual tickets could not be sent, the message gives the number; the guests are on the list anyway.

More than 200 rows per batch are not possible -- paste long lists in several batches. Up to 20 plus-ones per guest are possible.

Duplicates

Before saving, EVENTRA checks every row against the list and against the other rows of the batch. Cancelled guests do not count -- entering someone again is the normal way to undo a cancellation.

Same email address -- creates a second ticket to the same address. You must confirm this explicitly (Duplicate email address › Add anyway). Hosts cannot enter an existing address a second time at all. If the address is on the list only with day tickets for other days, the new days are added to that entry.
Same or similar name -- only a hint ("Similar name on the guest list: name. Is this the same person?"). Similar means: typos, a missing middle name, or "u" written for "ü".

In the list, possible duplicates carry the Duplicate? badge with the reason ("Same email address as name", "Similar name to name"). With Merge … in the row menu you choose which entry stays: tickets, days and admissions move to that entry, the other is removed and its ticket link stops working.

Blocklist matches

If a guest matches an entry on the blocklist -- by name, alias or email -- they are saved but held for review: no ticket and no admission. The row carries the Blocklist badge ("Blocklist match: name – reason. No ticket and no admission until cleared.").

With Clear blocklist match in the row menu you let them through if it is a different person or admission is allowed anyway. The guest then gets their ticket like everyone else; the clearance stays on record with your name. Only people with the Manage the guest list permission can clear.

Editing a guest

Edit opens the dialog with:

Master data -- first name, last name, email, phone, language ("The language this guest receives their ticket mail and wallet pass in.") and the internal note.
Via -- change On behalf of; fixed for contingent guests ("Came through a contingent, so they count as the contingent holder's guest.").
Ticket -- ticket type, add-ons, price and for day tickets the days. For contingent guests an empty price means As allocated.
Plus-ones -- Number of plus-ones; the preview shows "n plus-ones will be added" or "… cancelled". Individual plus-ones can be cancelled, restored or deleted.

Plus-ones get no ticket of their own -- they appear on the guest's ticket but each has their own admission. For contingent guests the host assigns plus-ones; the edit dialog then says "Plus-ones exist only for directly entered guests that draw on no contingent."

Sending tickets

When guests receive their ticket is set by Ticket sending: organisation-wide Automatic or Manual, per event additionally Scheduled ("Sending happens on the next sweep after this moment, not to the minute.").

Send ticket or Resend ticket in the row menu -- when resending, the QR code stays the same and the earlier ticket does not become invalid.
Send tickets (n) above the table, if sending is not automatic -- for all filtered guests with an email address who have not received a ticket yet.

What the email contains is shown in Tickets & Wallet Passes. Every ticket and cancellation email is also in the email log under Emails.

Exporting

Export downloads the guest list as Excel (.xlsx) or CSV (.csv) -- one row per person, plus-ones included. Active filters and the search are taken into account.

Cancel, restore, delete

Cancel -- "The spot is released and the ticket stops being valid. Plus-ones are cancelled along with them." The guest receives the cancellation email.
Undo cancellation -- the guest is back on the list.
Delete -- only for cancelled guests ("Cancel first"): removes the entry including tickets and plus-ones irrevocably; the ticket link stops working afterwards.

Admission

At the door you work with the Door dialog -- "Admit each person separately, hand over the credentials and check the booking."

Scan QR code above the table (camera), or Admit in the row, or Open the door in the row menu. A code that does not belong to this event reports: "This code does not belong to a guest of this event."
The dialog shows the booking: all people in this booking, the ticket types (which wristbands to hand out) and To collect for this booking -- or "Nothing to pay for this booking."
Admit per person, or Admit all n people. Each person can be reverted individually (Undo admission).
A note ("e.g. forgot ID, companion arriving later") stays with the guest.

Admission counts per day: at multi-day events every person can be admitted once on each valid day. The admission day changes at 6:00 am -- a scan at 2 am still counts for the previous day. Guests with day tickets that are not valid today are shown by the dialog as Not valid today; with Admit anyway they can go in as an exception, which is noted in the history. More under Day Tickets.

Blocklist at the door

A held guest appears in red in the dialog as Blocklist – do not admit with the match and the reason: "Entry only after a guest list manager clears them." Whoever has Manage the guest list can clear right here ("Clear and allow entry"). If a person was already admitted under another entry, the dialog warns about a possible duplicate.

Attendance only

Admission records who is there -- the time and the person who admitted them. Whether an amount was collected is not stored; the price serves as a hint of what to take at the door.

Cancelled guests show Cancelled. No entry. in the dialog.