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 (see Deleting (archiving) a guest).
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
Type at least three characters in Search guests… to match a name or email. One or two letters leave the list unfiltered. Use the status tabs to narrow the list, and Filter to narrow further by Events, Tags, Booking links, Start time, and more. Booking links keeps only people who booked through the chosen links. See Booking links. Columns are configurable per list. Date is the event slot. Tick Created under Columns to see when each booking or invitation was made. Click Created to put the newest rows at the top. Guests on the same booking share one time. 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 Guests 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.
Check-in only members do not see those buttons. They add unexpected arrivals with Walk In in Check-in Mode, and confirm invited guests with Confirm & check in.
Already on the list
When you type an Email in Invite Guests or Add Guests, a Heads up note appears under that person if they are already on the guest list. It says what they have: a booking, an invitation, a waitlist place, registered interest, or a declined invitation. It shows the status and date, and offers View invite or View booking.
The note is a warning, never a block. You can still invite or add them.
If you are adding a guest who already has an open invitation, the note offers Confirm their invitation instead. That opens Confirm invitation and books from the existing invitation rather than creating a second record. If you open Add Guests from an invitation, the email already in the field is checked, so a separate booking for the same person is flagged before you confirm.
Contact suggestions mark people already on the list with a flag. Hover or tap the flag to see why. Tapping the flag never picks the contact.
If the address belongs to a contact you have merged with another, they are still found, shown as (under jane@studio.com). See Contacts and guest data.
On a collection, the check looks at invitations to that collection. A collection has no bookings of its own.
Your team sees your organisation’s invitations and every booking on the event, including bookings that came through a partner portal. Partner invitations stay private to the partner until the guest books.
One thing to be aware of: only emails you type on Manually, or pick from suggestions, are checked. CSV Upload and Contact List are not. In Add Guests, only the booker’s email is checked, not additional guests in the party.
Bulk actions
Bulk actions need the Admin, Event Manager, or Booking Manager role. Checking guests in works on any role, including Check-in only: that role’s menu shows only Check in. 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.
- Cancel bookings, under More: cancels the confirmed bookings of the selected guests, for events that haven’t ended. A selected guest cancels their whole booking. Cancel with an email to each booker (their event’s Cancellation Email, with an optional message added), or cancel silently.
- 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.
Deleting (archiving) a guest
Archiving takes a guest off your active lists while keeping their record for reference. It needs the Admin, Event Manager, or Booking Manager role. There is no bulk delete — guests are deleted one at a time from the row menu.
To delete a guest:
- Find the guest in the list.
- Click the row menu (the three dots at the end of their row).
- Click Delete guest.
- Read the dialog and confirm. What it does depends on who the guest is:
| Guest | Dialog | Button | What happens |
|---|---|---|---|
| Primary guest on a booking | “Delete this booking?” | Delete booking | The whole booking is archived, including any plus-ones. A confirmed booking for an event that hasn’t ended is cancelled first, so the place is free again. The guest is not emailed. |
| Plus-one on a booking | “Remove this guest?” | Remove guest | Only this guest is removed and the party shrinks by one. The rest of the booking stays on your lists. Removed plus-ones do not appear under Archived. |
| Invited guest who hasn’t booked | “Delete this guest?” | Delete guest | The invitation is archived and its invite link stops working. |
The Archived tab sits in the overflow menu (the three dots beside the status tabs). Archived guests are view-only: you can’t take actions on them, but their records remain.
Removing a duplicate booking
If someone booked twice by mistake, use Delete guest on the primary guest of the duplicate booking. A confirmed booking for an upcoming event is cancelled as it’s archived, which releases the place back to your availability, without emailing the guest.
If you’d like the guest to receive a cancellation email, cancel the booking before archiving it: open the booking from the guest list, click Actions, then Cancel booking…. Choose Cancel with an email (you can add a message) or Cancel silently. The booking then appears under Cancelled, and you can archive it from there.
If the same person appears twice inside one booking, use Delete guest on the extra plus-one row instead. That removes only them.
Keep reading: Invitations · Bookings · Check-in