Guests and check-in
See who's coming, work through requests, add and invite people, and check guests in at the door.
The Guests tab is your guest list. It shows every registration, lets you add people yourself or invite them by email, and holds the check-in screen you use at the door.
The guest list
Each row is one registration: the person who registered, their status, how many seats they hold and on which tickets, the date, and what they paid. Select a row to open the full registration.
Use the search box to find someone by name or email. Filter by date, or pick All dates to see every date at once, and by status:
| Status | Meaning |
|---|---|
| Confirmed | Their seats are theirs. |
| Pending | Not finished yet: waiting on your approval or on payment. |
| Cancelled | Called off. The seats went back on sale. |
A registration waiting on you also shows Awaiting approval, and one you turned down shows Declined. A paid checkout that's never finished expires after a short while. Its seats go back on sale and it drops off the list.
Open a registration
The registration panel shows the date, when they registered, the payment with any discount and coupon code, and each seat. Every seat shows the guest's name, ticket, email, phone, price, their answers to your questions, and the time they were checked in.
Approve or decline requests
When Approve every registration is on, the Guests tab has two lists, Guests and Requests. New sign-ups land on Requests, where each row has Approve and Decline.
- Approve confirms a free registration. For a paid one, the guest gets an email with a link to pay, and nobody is charged until they do.
- Decline turns the request down, and the guest gets an email saying so.
Seats are held while a request waits. See Tickets and registration to turn approvals on.
Add guests yourself
Use this for people who told you in person they're coming, paid at the counter, or are on the house.
Select Add guests.
Pick the Date and the Ticket.
Enter each guest's name and email. Select Add another for more. The first guest is the one the registration belongs to, so their email is needed.
Leave Send their tickets on to email them their tickets. Turn it off for people who already have them.
Select Add guests.
Seats are claimed straight away, and nothing is charged.
Invite people
Invitations are emails asking people to register. They go to the event page and sign up there like anyone else.
Open the menu beside Add guests and select Invite guests.
Choose who to invite. You can combine all three:
- Type or paste email addresses under Addresses, separated by commas, spaces or new lines.
- Tick people under People you know, who came to your other events.
- Under Guests of another event, choose one of your events and pick from its guest list.
Add a Message if you like. It sits above the standard invitation.
Select Invite. Anyone already invited or registered is skipped.
To see who you invited and who has registered since, open the same menu and select Invitations sent. Select Resend to send someone their invitation again.
Cancel a registration
Open the registration's menu and select Cancel registration, or use the button at the bottom of the registration panel. For a paid registration, choose Don't refund or Refund everything paid. A refund goes back through the payment it came in on.
Every seat is freed and goes back on sale. The guest isn't told automatically, so let them know yourself.
Export the guest list
Open the menu beside Add guests and select Export this page. You get a CSV file of the registrations on screen, with the filters you've set. It has one line per seat, with name, email, phone, ticket, amount paid, registration status, approval, seat status, check-in time and registration time.
People waiting for new dates
On a repeating event, the checkout offers Tell me about new dates. The Subscribed button on the Guests tab shows who ticked it and how many there are. When a new date opens, a subscriber is signed up for it straight away if it's free and has no questions. Otherwise they get an email about it. People who stop the emails stay on the list, marked Stopped.
Check guests in
The check-in screen works on a phone or tablet at the door. Every ticket email carries a QR code, and each seat has its own.
On the Guests tab, select Check in. On an event with several dates, pick today's date at the top.
Select Start camera and allow camera access.
Hold each guest's QR code inside the frame. The result pops up with their name and ticket. Select Check in, then Next guest.
The counts at the top show Expected, Checked in and Still to come. If someone has no QR code with them:
- Type the code from their ticket into the ticket code field and select Look up.
- Search by name or email, then select Check in on their row.
Select Undo to reverse a check-in. The Just checked in list keeps recent arrivals on screen for that.
A scan can also tell you the ticket is already checked in, belongs to another date, has been cancelled, or isn't one of this event's tickets. In each case, select Next guest to carry on.