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 who's registered, 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.
The list opens on confirmed registrations. 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, or pick Any status to see every registration:
| 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's card was held when they asked, so approving charges it and sends their tickets. If you wait more than about a week, the bank may have let the hold go, and the guest gets an email with a link to pay instead, good for 24 hours.
- Decline turns the request down and lets go of the hold on their card. 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. You write the invitation yourself, so it reads like a note from you rather than a template.
On the Guests tab, select Invite. A panel opens on the right.
Choose who
Everyone you choose shows in the search field at the top. Combine as many as you like:
- Type in the search field to find people in your contacts, or paste a list of email addresses. Press Enter to add what you typed.
- Tick people under People from your other events.
- Past event lets you pick from another event's guest list.
- Group adds everyone in one of your groups who has an email address.
The bottom of the panel shows how many people you chose, and who is skipped and why: already invited, already registered, or unsubscribed from your email. Select Write the invitation.
Write the letter
The letter starts from a draft with the event's name, date, place and link. Change any of it. Type / to add the person's first name or one of the event's details; they're filled in for each person when it sends.
From is the name and address the invitation comes from: your sending address, or a mailbox you've connected. See Email. The eye icon in the editor's toolbar shows it as it will arrive.
Select Send to. Anyone already invited or registered is skipped. If you close the panel before sending, the people and the letter are still there when you open it again.
Lahuta keeps the letter you sent as the event's invitation. The next time you invite people it starts from that letter, and Resend sends it again.
Track your invitations
Open the Invited tab to see everyone you invited and what became of it. The top row counts how many people were Invited, and what share of them were Delivered, Opened, Clicked the link to the event page, and Registered. Some mail apps open every message as it arrives, so the open count can run high. Clicks and registrations are the surer signal.
Each person shows one status:
| Status | Meaning |
|---|---|
| Queued | Going out shortly. |
| Sent | Handed off for delivery. |
| Delivered | Reached their inbox. |
| Opened | They opened the invitation. |
| Clicked | They followed the link to the event page. |
| Registered | They signed up with an email address or account you know them by. |
| Bounced | Their address refused the email. |
| Failed | The email couldn't be sent. |
| Not sent | They unsubscribed from your emails, or the address is blocked. |
Use the filter to show Not opened, Opened, not registered, Registered or Didn't get it. Under the counts, a line lists anyone who bounced, wasn't sent the email or failed. Select it to show just those people.
Send an invitation again
To follow up with people who haven't registered, select Resend on the Invited tab. Choose who gets it: Everyone who hasn't registered, People who haven't opened it, or People who opened it but didn't register. Each option shows how many people it reaches. They get the event's invitation as you last wrote it.
To avoid sending too much, anyone invited in the last 48 hours or already sent 3 invitations is skipped. Under Not included, the dialog lists who is left out and why, then select Send to to send it.
To resend to one person, open their menu and select Resend invitation.
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 all. You get a CSV file of every registration that matches the date, status and search you've set, from every page of the list. It has one line per seat, with name, email, phone, ticket, amount paid, registration status, approval, seat status, check-in time and registration time. On the Requests tab the file lists the requests instead, and on the Invited tab it lists the invitations.
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.