Guest List: Overview
How the guest list is built: ticket types, invitation types, contingents, guests and admission — and who may do what.
The guest list manages everyone who enters an event without a shift: guests of the management, artists and their management, press, partners. Every person lands on the list, receives a ticket with a QR code and is admitted at the door. Invitations run through contingents -- a host enters their own guests.
Prerequisite
The guest list is an add-on and must be booked for your organisation. If it is not enabled, the app says: "Guest lists are not available in your current plan." Billing is EUR 0.15 per issued ticket; add-ons do not count, every day ticket counts individually.
The structure in one sentence
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.
| Term | Meaning |
|---|---|
| Ticket type | What the guest holds in their hand -- wristband, pass, lanyard or card -- and at the same time the credential at the door. A guest holds exactly one ticket and any number of add-ons (camping, VIP upgrade, FOS). A ticket type can be marked as a day ticket. |
| Invitation type | The host's role (e.g. artist, press, partner): form, invitation email and a suggested ticket type. How many tickets someone may hand out is not set here. |
| Contingent | "N x ticket type at this price" -- per host and event. Permanent via groups, by hand via templates (presets), or as a single invitation. |
| Invitation | A specific host's contingent for a specific event, with its own link for self-entry. |
| Guest | One person on the list. Plus-ones count as people of their own (heads) but appear on the guest's ticket. |
| Price category | A named price per head that every price field of the guest list picks from ("Free" is always there). |
| Blocklist | People who should not be admitted. Matching guests are held for review. |
Where to find what
Per event
Expand Guest list in the event sidebar:
- Guests & entry -- all guests of the event: add guests, send tickets, admit people, export. See Guests & Admission.
- Contingents -- hand out and send invitations to hosts. See Contingents & Invitations.
- Configuration -- invitation and ticket sending, ticket design, ticket artwork, logo and group contingents for this event only.
Organisation-wide
- Contacts in the main navigation, with the subpages Artists, Contacts and Blocklist. See Contacts, Artists & Blocklist.
- Settings › Guest list with four pages: General, Ticket types & prices, Invitation types and Contingents. See Guest List Settings.
- Emails -- the email log also shows all guest-list emails.
Permissions
The guest list knows two permissions, which you set per user under Settings › Permissions:
| Permission | What it allows |
|---|---|
| Manage the guest list (allocations, ticket types, settings) | Everything: create, edit, cancel, merge and export guests, hand out contingents, maintain contacts and blocklist, clear blocklist matches, change settings. Includes the door permission. Anyone with only this permission goes straight to the guest-list settings via Settings and sees only the guest-list emails under Emails. |
| Door: scan, admit, record payments | Open the Guests & entry page, scan QR codes, admit people and write notes. Creating or editing guests is not possible with it. |
Door only
Anyone with only the door permission sees this note on Guests & entry: "You can admit guests and record payments. Adding, editing and cancelling guests is reserved for guest-list admins." The other actions are greyed out with the hint "Guest-list admins only".
Hosts need no permission of their own: whoever holds an invitation -- through a group, a preset or individually -- enters their guests via the invitation link or in the staff portal.
The templates Planning, Billing and Administrator contain both permissions; Unit planning neither.
The typical flow
- Set up once: create ticket types and price categories, define invitation types, fill groups for permanent contingents (management, crew) with members and create presets for changing hosts.
- Per event: check contingents, override where needed, apply presets, send invitations -- automatically or with Send all unsent.
- Hosts enter their guests: via the invitation link or in the staff portal; guests receive their ticket by email.
- At the door: scan the QR code, admit each person individually.