07. Guest Lists

Create signup-based items where customers register for entry and payment is deferred until after approval.

Guest lists are a special type of sale item designed for events where attendees sign up rather than purchase tickets outright. Unlike regular tickets, guest list items use deferred payment - customers register during checkout but are not charged until an admin approves their signup.

This makes guest lists well suited for:

• Invite-only events where attendance needs to be reviewed before confirming

• Free events that still need to track and approve attendees

• VIP or media guest lists where approval is required before entry is granted

• Events where capacity needs to be managed through an approval workflow

Guest lists require the Guest list sales feature to be enabled for your company. Contact your account manager to request access.

To create a guest list:

1. Open the event you want to add a guest list to

2. Navigate to Guest Lists

3. Click Add guest list

4. Configure the item settings (see below)

5. Click Save

Guest list items share many of the same settings as regular sale items:

• Name and description - what customers see when signing up

• Pricing - set the price per guest (can be free)

• Purchase settings - minimum and maximum number of guests per signup

• Prerequisites - require customers to hold another item before they can sign up (e.g., must have a ticket before joining the VIP guest list)

• Display settings - control visibility across sales channels

• Scanning settings - configure barcode validity windows and grace periods for access control

• Print and wallet settings - control whether guest list entries generate printable tickets or mobile wallet passes

Guest lists always have unlimited stock. The stock setting cannot be changed - capacity is managed through the approval process rather than a fixed limit.

Customers add guest list items to their basket like any other item, selecting the number of guests they want to register. During checkout, they complete any required data capture questions.

Because guest lists use deferred payment, the customer is not charged at checkout. Their order is created with a pending status while the signup awaits review.

Once an admin reviews and approves the guest list signup:

• Payment is collected from the customer

• The order is confirmed

• Tickets or passes become available for download (subject to any deferred download settings)

If the signup is rejected, the customer is notified and no payment is taken.

Use the guest list registration filter on the orders list to find guest list signups:

• Hide guest list only - excludes orders that contain only guest list items

• Guest list only - shows only orders that contain exclusively guest list items

This helps separate guest list administration from regular order management.

Guest list signups appear as orders awaiting approval. Admins can approve or reject individual signups, triggering the appropriate payment collection or cancellation.

Guest list items integrate with the access control system. When attendees are scanned at the event, the system records:

• The number of guests who attended

• When attendance was recorded

This data is available in guest list reports for post-event analysis.

Three dedicated reports are available for guest list data:

How the approval workflow operates for items that require review before payment.

Scanning attendees at event entry, including guest list holders.

Collect attendee information during the signup process.

Another deferred payment flow where payment is collected after the order is created.