Contacts and Guest Data
Every person who books, attends, or is invited to one of your events is remembered. Contacts is your organisation’s address book, built up automatically as guests come through — the audience for your next private view, already gathered. It lives under Settings → Contacts, next to the Mailing List of guests who opted in to hear from you.
Contacts Pro & Expert
Each contact arrives with their activity attached: which events, and what they did. Several emails can belong to one person. Search the book, sort it, and organise contacts into lists and tags. Import contacts from a CSV, and export the book — or a single list — back to CSV. The pay-off comes at the next event: from a list, invite everyone on it in one go. See Invitations.
Several emails
Collectors, assistants, and press often book with more than one address. Those emails can belong to one contact. The list shows one row per person; a +1 next to their email means more addresses are attached. Searching any of those emails, or any name they go by, opens the same person.
Open a contact from Settings → Contacts. What you see is the whole person: Invites, Bookings, and Attended count every email, and Recent activity spans them all (a row that came through another address says via that email). Names used with the other emails appear as Also known as.
Emails are changed only under Emails, at the bottom of the contact:
- Choose Add an email and enter the address.
- If that address is new, it is added to this contact.
- If it already belongs to someone in your book, the contact says Already a contact and asks whether to merge them. Choose Merge contacts to combine them, or Cancel to leave them apart.
A merged contact’s Note keeps both notes, one after the other. You can Remove an email at any time: it becomes a separate contact again, with its own bookings and invitations. Make primary sets which email leads the contact on the list. Edit corrects a spelling, or the name that email goes by.
Delete contact removes the Primary email from your organisation. Booking history is kept. Any other emails on the contact are not deleted; each becomes a separate contact again.
One thing to be aware of: merging emails here is your organisation’s address book. It does not change a guest’s ONE Pass. Guests add extra emails themselves on their pass. When you invite from a list, or pick a contact while sending invitations, each email is still invited separately. A Download of Contacts still lists one row per email.
Type one of those addresses in an Email field in Invite Guests or Add Guests and a Heads up note appears if that person is already on the guest list. It names them as they appear on the contact. If the existing invitation or booking is filed under another name or email, the note says so, for example (under Jane Other, jane@studio.com). The other name is left out when it matches the contact.
Large imports
CSV imports are processed in batches, so a partial count may mean the import is still running. If the import fails, you receive an email and an in-app notice.
Re-uploading the same contacts merges them by email address, so existing contacts are updated rather than duplicated.
Contact lists
Lists segment your contacts: “Collectors”, “Press”, “2026 VIP preview”. They live on Settings → Contacts — there is no separate Lists page in the settings sidebar. On Contacts:
- Open Filter to pick a list and view only its contacts, or choose Manage lists to rename or remove lists.
- Choose New → New List to create a list, or New Contact to add someone (and optionally put them on a list). CSV import sits in the same New Contact flow.
Deleting a list never deletes its contacts; they leave the list, nothing more. An imported or exported list does not appear on an event’s Guestlist until you invite from it — open Invite Guests and pick the list there. See Invitations.
Tip: Keep one list per audience — collectors, press, members — rather than one per event. Event history is already tracked per contact, so lists can stay about who people are.
Contact tags
Tags let you label contacts with short keywords (vip, collector, press). The New Contact form has no tags field. Add tags through CSV import:
- Go to Settings → Contacts, choose New → New Contact, then Upload a CSV instead.
- Include a column headed Tags. Put several tags in one cell separated by commas: collector, vip.
Tags are merged with any the contact already has, so re-importing the same contact adds new tags without removing existing ones. Tags are stored lowercase; the importer lowercases them automatically. They appear in the Tags column on Contacts. Filter on that page is for lists, not tags.
The contact card’s Tags are from the person’s bookings and invitations (a booking link can pass its tags down to guests). Those are separate from the contact’s own tags and cannot be edited on the card.
When you Filter an event’s guest list by Tags, you are filtering by the tags on bookings and invitations (from booking links on the event’s Promote page, Add Guests, or Invite Guests), not by contact tags. See Booking links.
Mailing list All plans
Settings → Mailing List collects the guests who opted in when booking or RSVP’ing. The page is for viewing and exporting that list: pick a list, then Download List for a CSV your newsletter tool can import. ARTSVP records the consent and hands you the subscribers, but does not send newsletters itself, so campaigns go out from your own newsletter platform. A mailing-list export is not an invitation list: to invite those people, import the CSV into Contacts (or add them when you send invitations).
A guest joins by ticking the opt-in on the booking or RSVP form, when Mailing List is switched on under the event’s Settings → Details. That tick is the choice the booking keeps. Open the booking with View booking, then choose View more: On mailing list reads Yes or No, and the line cannot be edited. You cannot change a No to a Yes there. Add Guests does not include the opt-in, so adding someone yourself does not put them on the list.
When you create or manage a named mailing list, its Opt-in text sets the checkbox label guests see as they book. New list and Manage lists change that wording and the list’s name. They do not change who has already opted in.
One thing to be aware of: to correct a recorded consent, contact support.
Your data
Guest and contact data belongs to your organisation, and ARTSVP does not use it for its own marketing. For the formal terms, see Legal; for exports, see Reporting and exports.
Keep reading: Invitations · ONE Pass · Reporting and exports · Organisation settings