Guest List
All plans
The guest list is the live picture of everyone attached to your events: invited, booked, waitlisted, arrived. Every invitation, booking, and walk-in lands here, so the whole team — from the office to the door on the night — works from one current list. Each event has its own Guestlist page, and All Guests gathers every guest across every event in the space. One thing to be aware of: All Guests covers the current space, not the whole organisation — switch spaces to work with another space’s guests.
The guest ladder
Most guests move along the same ladder:
Pending → Invited → Confirmed → Checked in
Add someone to invite and they start at Pending; once the invitation goes out they are Invited; when they say yes — or you add them directly — they are Confirmed; and at the door they become Checked in.
Every status
The full set, and what each one means:
| Status | Meaning |
|---|---|
| Pending | On the list, but nobody has reached out yet. Send the invite to move them along. |
| Invited | They have been asked, by an ARTSVP email or text or a contact you logged, and have not replied yet. |
| Confirmed | They booked or RSVP’d yes; a place is held for them. |
| Checked in | They arrived, scanned or ticked in at the door. |
| Waitlist | They asked for a place when the event was full; accept them if one opens up. |
| Interested | They registered interest before bookings opened; accept to confirm them. |
| Declined | They replied no to the invitation. |
| Cancelled | Their booking was cancelled, by them or by you, and the place is free again. |
| Rejected | You turned down their waitlist or interest request. |
Checked in shows on the guest’s row but has no tab of its own — filter by it from the check-in view. Guests you archive leave the status tabs entirely and sit under Archived, keeping whatever status they had.
One person, one row
An invitation is a person’s earliest state; when they book, the booking (and its guests) becomes their record, so nobody is counted twice. A booking can hold several guests, and the list groups them under their booking, booker first.
Working the list
Search by name or email, use the tabs to narrow by status, and the Filter to narrow further — by event, ticket, and more. Columns are configurable per list. Times show in each event’s own time zone, and the All Guests list adds a time zone switcher. The list updates live: bookings, check-ins, and changes made by teammates appear without refreshing.
Two ways to add people yourself:
- Add Guest creates a confirmed booking directly: pick tickets, choose scheduled or walk-in, and optionally suppress the confirmation email. See Bookings.
- Invite Guests starts the invitation flow. See Invitations.
Bulk actions
Bulk actions need the Admin, Event Manager, or Booking Manager role — checking guests in, by contrast, works on any role, including Check-in only. Select guests (or select all, which follows your current search and filters) and use the actions menu to:
- Send invites to everyone still Pending.
- Send tickets to confirmed guests with an email address.
- Check in eligible guests.
- Accept or reject waitlist and registered-interest requests.
- Download the selection as a CSV; statuses match what you see on screen, and the export is emailed to you.
Before anything runs, a confirmation shows how many of the selected guests are eligible and how many will be skipped — a ticket email for a guest with no email address is skipped, for instance, rather than failing. Check both counts before you confirm.
Keep reading: Invitations · Bookings · Check-in