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, artist entourage, 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. If it is not enabled for your organisation, the app says: "Gästelisten sind in Ihrem aktuellen Plan nicht verfügbar."
The model 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 inside a contingent or on the individual guest.
| Term | Meaning |
|---|---|
| Ticketart (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). |
| Einladungsart (invitation type) | The host's role: form, e-mail texts and a suggested ticket type. How many tickets someone may hand out is not defined here. |
| Kontingent (contingent) | "N × ticket type at this price" -- per host and event. Permanent via groups, one-off via presets, or by hand as a single invitation. |
| Einladung (invitation) | One host's contingent for one event, with its own link for self-service entry. |
| Gast (guest) | A person on the list. Companions count as separate people (heads) but sit on the guest's ticket. |
| Preiskategorie (price category) | A named per-head price that every price field of the guest list picks from ("Gratis" is always available). |
Where to find what
The guest list has two levels: per event in the event sidebar and organisation-wide in the settings.
Per event
Expand Gästeliste in the sidebar:
- Gäste & Einlass -- all guests of the event: add guests, send tickets, admit people. See Guests & Admission.
- Kontingente -- hand out invitations to hosts and send them. See Contingents & Invitations.
- Konfiguration -- invitation and ticket dispatch, ticket artwork, ticket design and group contingents for this event only.
Organisation-wide
- Einstellungen › Gästeliste › Allgemein -- support contact, default language, dispatch times, e-mail texts, ticket design.
- Einstellungen › Gästeliste › Tickets & Kontingente -- ticket types, price categories, invitation types, forms, groups, presets.
- Gäste-Kontakte in the main navigation -- the address book for hosts without an EVENTRA account.
See Guest List Settings.
Permissions
The guest list has three permissions, set per user under Einstellungen › Berechtigungen:
| Permission | What it allows |
|---|---|
| Gästeliste verwalten (Kontingente, Ticketarten, Einstellungen) | Everything: create, edit and cancel guests, hand out contingents, change settings. Implies the other two. |
| Gäste im eigenen Kontingent einladen | Use your own invitation link and enter guests in your own contingent -- even without access to the admin area. |
| Einlass: scannen, einlassen, Zahlungen erfassen | Open Gäste & Einlass, scan QR codes and admit people. Creating or editing guests is not possible. |
Door only
Someone holding only the door permission sees the notice on Gäste & Einlass: "Gäste anlegen, bearbeiten oder stornieren ist der Gästelisten-Verwaltung vorbehalten." The actions are greyed out with the tooltip "Nur für die Gästelisten-Verwaltung".
The presets Planung, Abrechnung and Administrator contain all three permissions; Einheitenplanung none.
The typical flow
- Set up once: create ticket types, price categories and invitation types; fill groups for permanent contingents (management, crew) with members.
- Per event: check contingents, override where needed, send invitations -- automatically or with Alle unversendeten senden.
- Hosts enter guests: via the invitation link or in the employee portal; guests receive their ticket by e-mail.
- At the door: scan the QR code, admit each person individually.