Guests & Admission
Add guests, companions, the duplicate warning, sending tickets, cancelling — and the door check-in per person.
Gästeliste › Gäste & Einlass 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
Two figures at the top: Personen ("Auf der Liste, ohne stornierte", including the number of companions) and Eingelassen ("von n Personen"). Next to them the chart Ticketarten & Add-ons -- what is needed and what has already been handed out, companions included.
| Column | Content |
|---|---|
| Name | Guest, with companions underneath as Begleitung 1, 2 …; badge +n with a tooltip showing how many people of the booking are already admitted. |
| Address for the ticket mail; language, if different. | |
| Via | Provenance: "Über Kontingent: name", "Eingetragen von name" or "Eingetragen von A im Auftrag von B". |
| Ticketarten | Short-code tiles of the ticket and add-ons, with validity day for multi-day events. |
| Preis | What the guest pays; Kostenlos if nothing. |
| Notiz | Internal note, editable inline. |
| Aktionen | Admit, send ticket, edit, cancel. |
Filters: Gruppe, Einladungsart, Ticketart, Tag and the Schnellfilter (Noch nicht eingelassen, Meine Gäste). Clicking the name opens the Verlauf: created, ticket sent, admitted, cancelled.
Adding guests
Who is coming?
Gäste hinzufügen opens the dialog. In the field Gäste erkennen you paste a list from WhatsApp, Excel or an e-mail -- names and addresses are detected, the rest is ignored. Alternatively enter rows by hand (Zeile hinzufügen). Per row: first name, last name, e-mail, Begleitpersonen (+1).
Via Im Auftrag von you attribute the guests to another person -- a Mitglied with an EVENTRA account or, as Freitext ("z. B. Agentur Nord"), someone without an account. The guests then count as that person's guests; you remain the one who entered them.
What does everyone get?
Under Alle bekommen choose the Ticketart, Add-ons, for multi-day events Gültig am, the Preis pro Kopf and the Sprache. Kein Ticket means: "Die Gäste stehen nur auf der Liste." Individual rows deviate via Ticket dieser Zeile anpassen.
Preview and save
The preview counts Gäste and Köpfe (guests plus companions) and flags rows that need review. Gäste hinzufügen saves; the success message counts heads: "n Köpfe wurden zur Gästeliste hinzugefügt."
Batch size
More than the displayed maximum of rows per batch is not possible -- paste long lists in several batches.
Duplicate warning
Before saving, EVENTRA checks every row against the list -- first by e-mail address, otherwise by name. Hits are flagged:
- "Diese Person steht bereits auf der Gästeliste." or "… eingetragen über name."
- "Steht bereits in Zeile n dieser Liste." for duplicates within the same batch.
The warning does not block: you decide whether the row stays. Cancelled guests trigger no warning -- re-entering someone is the normal way to undo a cancellation.
Companions
A companion is a separate person with their own admission but no ticket of their own -- they sit on the guest's ticket. The guest's QR code is valid for everyone in the booking; the ticket mail tells the guest so ("Kommt bitte gemeinsam zum Einlass oder nennt dort den Namen auf dem Ticket").
Under Bearbeiten › Begleitungen you change the Anzahl Begleitungen; the preview says "n Begleitungen werden hinzugefügt" or "… storniert". Individual companions can be cancelled, restored or deleted.
Only for directly entered guests
"Begleitungen gibt es nur bei direkt eingetragenen Gästen ohne Kontingent." Guests from a contingent occupy one seat each there.
Editing a guest
Bearbeiten opens the dialog with three sections:
- Stammdaten -- first name, last name, e-mail, phone, Sprache ("In dieser Sprache erhält der Gast Ticket-Mail und Wallet-Pass") and the internal Notiz.
- Ticket -- ticket type, validity day, add-ons and Preis. For contingent guests an empty price means "Wie Kontingent"; otherwise the chosen price category applies.
- Begleitungen -- see above.
Sending tickets
When guests receive their ticket is set by the Ticketversand (settings or event configuration): Automatisch, Geplant (at a point in time, "beim nächsten Durchlauf nach diesem Zeitpunkt, nicht auf die Minute genau") or Manuell.
- Ticket senden in the row, or Ticket erneut senden -- the QR code stays the same, the earlier ticket does not become invalid.
- Tickets senden (n) above the table for all guests without a sent ticket. Already sent ones are skipped, as are guests without e-mail ("Keine E-Mail-Adresse hinterlegt").
What the mail contains is described under Tickets & Wallet Passes.
Cancel, restore, delete
- Stornieren -- "Der Platz wird wieder frei und das Ticket verliert seine Gültigkeit. Begleitungen werden mit storniert." The guest receives the cancellation mail.
- Storno zurücknehmen -- the guest is back on the list.
- Löschen -- only for cancelled guests ("Erst stornieren"): removes the entry including tickets and companions irrevocably; the ticket link stops working.
The door
At the door you work with the Einlass dialog -- "Jede Person einzeln einlassen, Bänder ausgeben und die Buchung prüfen."
- QR-Code scannen above the table (camera) or Einlass öffnen in the row. A scanned code that does not belong to this event reports: "Zu diesem Code gehört kein Gast dieses Events."
- The dialog shows the Buchung: all Personen dieser Buchung, the Ticketarten (which wristbands to hand out) and Für diese Buchung zu kassieren -- or "Für diese Buchung ist nichts zu bezahlen."
- Einlassen per person, or Alle n Personen einlassen. Each person can be undone individually (Einlass zurücknehmen).
- A Notiz ("z. B. Ausweis vergessen, Begleitung kommt später") stays on the guest.
Attendance only
The door records who is there -- time and the person who admitted them ("Eingelassen am date von name"). Whether an amount was collected is not stored; the price is a hint what to take at the door.
Cancelled guests show Storniert. Kein Einlass. in the dialog.