The Guest list tab holds the names coming in free or on a list for this event. You need See the guest list to open it, Edit the guest list to change it, and Check guests in to admit people from here.

Every name gets its own QR code, and every guest with an email is sent it automatically, within a minute of being added. The door app scans it like a ticket. A name can be a party: "Sarah +3" is four people on one code.

The numbers

  • Names and Guests listed: how many entries, and how many people they add up to, against the limit.
  • Arrived: how many are through the door.
  • Sold + listed: tickets sold plus guests listed, against the event's capacity.

Set the limit first

Guest list guests count towards the event's capacity, the same as a sold ticket: a free guest is still a person in the room. So before the first name, the tab asks you to Set the limit:

  • Guest list places (required). Counted in people, not names: a party of four is four places. If the event has a capacity, the window says how many places are left after tickets sold, and a limit above that is refused.
  • Reason: optional, and recorded against the event. For example "Promoter allocation for the night".

Press Open the guest list. To change it later, press Change the limit. It cannot go below what is already on the list.

If the event has no capacity, nothing is checked against the room. You can set one on Event settings.

When the list is full, or the event is over its capacity, the tab says so. Further names are refused until you take names off, raise the limit or raise the capacity.

Add a name

Press Add a name:

  • Find an existing customer: optional. Search by name, email or phone to add someone already in your customers. Their past orders are shown.
  • Name (required).
  • How many people, including them.
  • Type: Guest, VIP, Staff, Artist, Media, Complimentary or Other.
  • Email: required for a Guest, because their QR code is emailed there. Optional for the other types.
  • Phone: optional.
  • Who put them down: a promoter, a channel, whatever you would say out loud.
  • Note for the door: shown to door staff when this name comes up.

Press Add to the list. Their QR code is emailed to them straight away.

Import a list

For a whole list at once, such as one a promoter sent you or a spreadsheet of names. Press Import a list.

Put one guest per line: their name, then their email, phone and how many people, separated by commas. The fields after the name can be in any order, and only the email is needed for a Guest:

Sarah Kelly, sarah@example.com, +34600111222, 4
Ana Ruiz +3, ana@example.com
Luis Moreno, luis@example.com, 600555666

"Sarah +3" or "Sarah, 4" both mean a party of four.

You can also:

  • Copy the rows straight out of Excel or Google Sheets and paste them in: the columns come across as tabs, which work too.
  • Press Choose a CSV file to load a file. A header row such as Name, Email, Phone is skipped, and semicolons work as well as commas.

Then:

  • Type for every name in this paste.
  • The preview lists every row as it will be added, and how many guests that is in total. A Guest row with no email shows Missing in red and is left out: add the email to that line to include it.

Press Add names. Every guest with an email is sent their own QR code within a minute.

The list

Each row shows the name and party size, its type, Added by whom and when, and In / party: how many are in out of the party. Use Search (name, email, phone or who put them down), Type and Status (On the list, Expected, Part arrived, Arrived, Removed) to narrow it.

From a row:

  • Admit 1 lets one person in, or Admit all the rest of the party, for when the door checks names at a desk rather than scanning.
  • Show QR code shows the guest's code on screen. Turn the screen brightness up if it will not scan. It admits the whole party, across several arrivals.
  • Email the ticket sends the guest their QR code again: their own page, which they can add to Apple Wallet or Google Wallet. Use it if they lost the email, or after correcting their address.
  • Edit changes their details. The party size cannot go below how many are already in.
  • Arrivals shows when each part of the party came in.
  • Remove takes them off the list.

Take a name off

Remove asks for a reason, shown to door staff if the name is presented, such as "Not on the promoter's final list". The name stays on record so the door can explain why. Removed names are hidden unless you search for them or filter to Removed.

Promoters can also add names to the list from the promoter portal, within the list's limit, unless the event keeps promoters off.