Manage the guest list

The guest list is where you do most of the pre-event work: adding guests, checking details, sending tickets and exporting data. It is also the place you return to during and after the event to see who showed up.

Search and filter guests

In the toolbar at the top of the guest table, you have several ways to narrow the list quickly:

• Search box — type a guest’s name or email. The system matches both name and email, case-insensitively.
• Filters popover — the filter button next to the search box holds the rest of the filters:
  • Ticket tier — pick a specific tier (for example VIP, Staff, Speaker) to see only guests on that tier. Choose All to see everyone again.
  • Check-in / check-out status — only guests who have entered, only those still inside or gone, and so on.
  • Guest role — primary guests or their companions.
  • Created date — guests added before or after given dates.
  • RSVP status — if you have sent an RSVP attendance ask (see below), narrow the list to guests marked Attending, Not attending, or Not responded.
  • Companion of (family view) — pick a guest and the table shows the whole family: the primary guest plus all their companions. While the family chip is active, the search box and other filters step aside (narrowing them would hide the parent row); clear the chip to return to the normal list.
  • Include generated companions — blank-name companion rows are hidden from the table and exports by default, so placeholder rows don’t crowd the list. Flip this switch to surface them — for example to give a companion a name — and include them in the export again.

You can use the filters together. When you export the list to a file, the export respects every active filter — search, tier, RSVP status, check-in/check-out status and role — so the file matches exactly what you see.

Tip

You can sort the table by name, email, tier, invitation status, check-in time, check-out time or created date. Click a column header to toggle ascending or descending order.

Customize visible columns

The table has several default columns (name, email, tier, ticket number, invitation status, check-in, check-out, created date). If your event has custom questions (see the section below), each question also appears as its own column. Reserved attribute fields your guests actually carry — Organization, Title, Dietary, Plus one — are appended as toggleable columns too.

Click the settings button (the gear icon next to the Actions button) to turn each column on or off. Your choices are remembered for this event, so the next time you open the table it keeps the layout you chose.

Custom questions and fields

Each event lets you define custom questions to collect extra information from guests beyond name, email, phone and ticket tier. There are four question types:

Type	Good for
Short text	Company name, job title, partner code…
Number	Table number, number of plus-ones…
Single choice	Meal preference (Regular/Vegetarian), t-shirt size…
Multiple choice	Sessions to attend, areas of interest…

Each question can be set as required or optional. Once added, a question will:

• Appear as a column in the guest table.
• Appear as a field when you add or edit a guest manually.
• Appear as a field in the bulk import wizard so you can map a column to it.

Note

Custom questions are configured when setting up the event. If you need a new field after guests have already been imported, update the event configuration first, then fill in the information for each guest.

Add and edit guests manually

To add a single guest:

1. Click the Add Guest button at the top right of the table.
2. Fill in the name (required), email, phone, ticket tier and any custom questions.
3. Save. The guest appears in the list immediately.

To edit an existing guest, click the three-dot icon at the end of that guest’s row and choose Edit. From the same menu you can also delete the guest, open the online ticket, preview the ticket, download the ticket, open the guest’s timeline, check in or check out manually, or undo a check-in.

Companions in the guest table

Guests who bring companions show a +N chip next to their name. Tap it to expand the family: companions render as real nested rows that mirror your toggled columns (name, email, tier, ticket, invitation, check-in/out, created, custom fields) and carry the full row-actions menu — edit, add companion, Zalo, ticket open/download/preview, timeline, manual check-in/out, delete — just like a primary guest. The same family view is available as a filter (see above), and it flows into the CSV export.

A few behaviors worth knowing:

• Unnamed companions are hidden by default. Events that only track companion counts generate blank-name rows; the table and export hide them until you flip Include generated companions on. When included, unnamed rows render as “(unnamed)” so you can spot and name them.
• Companion identity is optional. If you only track how many people ride along, leave the name/email/phone blank — the system fills a “Companion N” placeholder where an identity is strictly needed (tables, the ticket page, the scanner).
• Companions inherit the primary’s custom answers. Generated and attached companions copy the primary guest’s custom-field answers, so the party’s information rides along on every ticket.

Count-only companion events

When the event is configured for count-only walk-in companions, the +N chip becomes a static badge (no expansion — companions are a headcount, not rows). The count is still editable after the fact:

• The row action Edit companions opens a signed number input — positive adds that many blank companions, negative removes the newest first — with a live current → new /max preview (green when adding, red when removing).
• The guest edit modal carries the same input directly below the ticket tier; it applies after the field save, defaults to 0 (count untouched), and never appears on companion rows.
• Every unit is one atomic server call, so concurrent edits by several organizers can never corrupt the count.

Guest timeline

The guest timeline is a troubleshooting view for a single guest. Open it from a guest row’s three-dot menu by choosing Timeline (the clock icon). It answers questions like “did the invitation actually go out?” and “when did this guest arrive and leave?”

The dialog shows a fixed six-step ladder, always visible, with each step marked completed, pending, or not tracked:

Step	What it shows
Registered	When the guest was added.
Ticket email sent	When the invitation or ticket email was delivered, and the recipient address.
Ticket opened	Always “Not tracked yet” (see the note below).
Checked in	When the guest checked in, and the door they used.
Checked out	When the guest checked out (time only, no door).
Won Lucky Draw	When the guest won a prize, and the prize name.

Pending steps (nothing has happened yet) show a dash. If a guest has repeat events, such as several check-in and check-out cycles or extra prize wins, an Other activity list below the ladder shows the earlier ones, oldest first.

Note

The Ticket opened step always reads “Not tracked yet” because the system does not record email opens today. It is not a sign that the guest ignored their ticket.

Note

The Checked out step shows the time only, with no door. The check-out event reuses the check-in door internally, so showing it on this row would be misleading. The check-in door is still shown on the Checked in step.

Timestamps are shown in the event’s timezone. The dialog loads only when you open it, and the result is cached for a short time.

Bulk import guests

When you need to add many guests at once (for example a list from Excel), use the bulk import wizard. It has five steps and lets you review carefully before saving.

1. Download a template — Click the small arrow next to Add Guest and choose Import by CSV. In the first step, review the table of supported columns (name is required; email, phone, ticket tier, companion-of and number-of-companions are optional). Click the download button to get a template file with the correct column headers already in place — its three sample rows demonstrate every pattern: a plain guest, a linked companion, and a guest with a companion count of 2.
2. Upload a file — Drag an Excel (.xlsx) or comma-separated (.csv) file into the upload area, or click to browse. The file size limit is 5 MB and the maximum is 10,000 rows. On success the system reports the number of rows and columns it read.
3. Map columns — The system auto-detects which column in your file matches which field (Vietnamese headers such as “Họ tên”, “Số điện thoại”, “Hạng vé” are supported). Review the result and correct anything wrong; unmapped columns are listed as “will be skipped”. Besides the fixed fields, the reserved attributes — Organization, Title, Dietary, Plus one — and your event’s custom questions are offered as mapping targets. When the event allows companions and runs count-only, a checkbox switches the file to count-only companions (no companion-of link column; companions ride as numbers) — it defaults on when the file has no companion link column, and is locked on for events already configured count-only.
4. Validate and review the family tree — The system splits rows into two groups: valid (will be imported) and with errors (will be skipped). Each error row explains the reason, for example an invalid email, an unknown ticket tier, or a missing required field. The all-rows table previews exactly what the import will create: companion rows nest under their primary (mirroring the guest table), and a count column’s fan-out renders as the synthetic companion rows it produces. Very large files cap the preview at 300 rows with an honest truncation note.
5. Import — Click the button to start. The system imports in batches and shows progress. When finished, you see how many guests were imported, how many were skipped and how many failed. Skipped rows are listed with detailed reasons so you know exactly what to fix.

Tip

Valid ticket tiers are: General, VIP, Staff, Speaker, Press, Custom. In your file you can write them in Vietnamese (“thường”, “vip”, “nhân viên”…) or English — the system understands both.

Note

If your event allows companions, the file can attach them two ways:

• A companion of column (Vietnamese header “đi cùng với”) that references the primary guest’s 1-based row number in the file — the same number the review table’s Row column shows. Guests without an email can be primaries, forward references work, and references are validated while you review (the target must be an error-free primary row). References by email still work for guests that already exist in the event.
• A number of companions column (Vietnamese header “Số người đi kèm”) — a row with N creates the guest plus N blank companions that inherit its email and ticket tier, each with its own QR and counted in the imported total. Invalid counts (non-integer, negative, above the event’s allowance) reject only their row, with a clear reason.

The two columns are mutually exclusive on a single row, and both consume the primary’s companion allowance — a later companion-of reference in the same batch still respects the cap.

Caution

If a row has an email that already belongs to an existing guest in the event, the row is still imported (the QR code is the guest’s identity) but is reported as a duplicate in the warning list in the final step. Review the skipped/duplicate advisory list and de-duplicate manually afterward.

Start from a file — import guests into a new event

If you don’t have an event yet, the events page has an Import guests CSV action that creates the event and its guests from a single file. The review screen derives the whole event from the file: event name, one custom question per non-fixed column (Organization, Title, gender, … — created as first-class event questions), a ticket-tier column whose distinct values become the event’s tiers as-is (guests with no tier land on the “Regular” default, shown in the review), the companion allowance and mode, and a default check-in setup (one door with one linked mobile scanner) — provisioned for you after the guests land. The event defaults to today, companions default to walk-in, and the date, tier, and custom-question controls fold behind an Advanced options toggle. It uses the same companion-safe pipeline as the import above.

Send and resend tickets by email

Once guests are in the list, you can send (or resend) their ticket by email. There are two ways to open the send window:

• Pick several guests — tick the checkbox at the start of each row, then click the Send to N selected button. When filters are active you can also choose Select all N filtered guests, which selects every guest matching the filters, not just the current page.
• Send to everyone — open the menu on the Send tickets button and choose Send tickets via email (N).

The send window shows the recipient count up front, including how many guests will receive a ticket for the first time and how many will receive a resend, so you can stay in control before confirming. You can also use the tier chips at the top of the window to narrow the send to a single ticket tier.

Send now or schedule

In the send window you have two choices:

• Send now — the emails are queued and sent out right after you confirm.
• Schedule — you pick a future moment and the system sends them automatically at the chosen time. A scheduled send can be cancelled before it fires if you change your mind.

When scheduling, enter the exact date and time you want the send to run (24-hour format). The Schedule send button only activates when the time you picked is in the future. On a successful schedule you get a confirmation toast and can close the window — the send will happen on its own.

Pick an email template

If your event has more than one invitation email template, the send window shows a strip of template cards to choose from. Each card shows the template name, the email subject line and a preview image. Click a card to select that template; click again to deselect and fall back to the default.

If there is only one template, the window simply states which template will be used, with no selection needed.

Tip

How to create and manage invitation email templates (subject, body, sender name…) is covered in detail on the Email templates page.

Sender name and address

Every invitation email uses a sender name (the line shown next to the address in the guest’s inbox) and a sending address. These are configured at the event and template level, not in the send window:

• Sender name — for example the event name or the organizing team. Guests see this before opening the email.
• Sending address — made up of a prefix (the part before the @) and a verified sending domain. Verifying the domain helps the email land in the guest’s main inbox instead of being flagged as spam.

When you set the sender name and sending domain in the event setup or in an email template, every email sent from that event (both send-now and scheduled) automatically applies the same configuration.

Caution

The sender email address must belong to a verified sending domain. If you have not verified a domain yet, the system uses the platform’s default sending address — but only when one is configured for the deployment; without a configured default, the email cannot be sent. Complete domain verification before a large send to maximize deliverability.

Sending to a large list

When the recipient count is around 100 guests or more, the send runs in the background so you do not have to keep the window open:

1. The window shows a large-volume warning and asks you to type the exact recipient count into a confirmation field before allowing the send, to prevent mistakes on a wide broadcast.
2. After you confirm, the system starts sending in batches. The window shows a progress bar and the number sent out of the total (for example “Sent 320 of 1,200”).
3. You can close the window while sending is in progress — the send continues in the background and is not interrupted.
4. When finished, a result panel shows how many were sent successfully and how many failed (if any).

Note

Guests without an email address are automatically skipped and counted separately in a warning inside the send window. Check and fill in emails for those guests before sending.

Track the send history

Every send (send now, resend, or scheduled) is recorded in the event’s email send history. You can see:

• The date and time of the send and which email template was used.
• The number of recipients, how many were sent successfully, and how many failed.
• The status of each batch: queued, sending, completed, or cancelled.
• The specific guests in each batch, with the per-guest send status.

When you reopen the send window, the system also shows a one-line summary of the most recent send (date, template used, counts) so you can keep track of progress.

Caution

Once the event has ended, the send invitations button is disabled to avoid sending tickets for an event that has already passed.

For more detail on the ticketing workflow and ticket states, see Issue electronic tickets. For pre-event reminders and post-event thank-you emails, see Pre-event reminders and Post-event emails.

Ask guests to confirm attendance (RSVP)

Besides sending tickets, you can ask guests a simple question before the event: will you attend? Each guest receives an email with Yes / No buttons that open a personal, signed RSVP page — no login needed. A guest can change their answer until the event starts, and the latest answer always wins.

1. Create (or pick) an email template in the RSVP ask category — see Email templates. The ask cannot be sent until at least one exists.
2. In the guest list, open the menu on the Send tickets button and choose Send RSVP ask.
3. Choose a template, review the recipient count, and confirm. As with ticket sends, confirming a large ask means typing the exact recipient count first.

The send targets exactly what you see: selected rows if you picked guests, otherwise every guest matching the current filters. Like ticket sends, RSVP asks are send-now only, run in the background in batches, and are recorded in the email send history.

Note

Guests’ answers show up in the guest list as the RSVP status filter, and in the exported file as the RSVP Status and RSVP Responded At columns. A No answer only records the response — it does not cancel the guest’s ticket.

Download a guest’s ticket

Every guest with an electronic ticket has a PNG image ticket containing their QR code. You can download it in two ways:

• Download one guest’s ticket — open the three-dot menu at the end of the guest’s row and choose Download ticket. The ticket opens in a new window; you can save it.
• Download many tickets at once — click the Actions button and choose Download Tickets. With rows selected, the ZIP contains exactly those tickets; with nothing selected, the system collects every guest matching the current filters and bundles their tickets.

Caution

Downloading many tickets at once is limited to 300 tickets at a time. If your selection or filtered list is larger, use the filters to split it into smaller batches.

Download QR code images

Two options in the Actions menu export raw QR codes instead of designed tickets — useful when you handle printing yourself:

• Download QR images — renders in your browser and bundles every guest’s e-ticket QR as print-ready 1024px PNGs (high error-correction level) in a dated ZIP. It follows the same selection conventions as ticket downloads (bulk set → selection → filtered set → current page) with the same 300-guest cap, and records any failures in an errors.txt inside the ZIP.
• Export all QR codes — a server-side export of every guest’s QR with no selection and no cap, built for large events. The page polls the job and auto-downloads the ZIP when it completes; one export can run per event at a time (a second click re-attaches to the running job), and a job stuck without progress expires on its own instead of blocking new exports.

Note

Vietnamese names in server-side exports are transliterated exactly like the in-browser export, so file names stay filesystem-friendly either way.

Note

If a guest does not yet have a ticket design template for their tier, that ticket cannot be downloaded and is recorded in an errors file inside the ZIP. Check the ticket design section for that tier in the event.

Export the full guest list

When you need to back up, report on or process the guest list outside the system, use the export feature:

1. (Optional) Use the search box and tier filter to narrow what gets exported.
2. Click the Actions button.
3. Choose Export.
4. The file downloads automatically in spreadsheet format.

Tip

For all data export options after the event (including check-in data), see CSV export.

Other bulk actions

Once you have selected several guests using the row checkboxes, these buttons appear:

• Send invitations to N selected guests — email tickets to the selected group.
• Delete N guests — remove several guests at once. A confirmation dialog lists the guests about to be deleted so you can review before confirming.

Danger

Deleting guests cannot be undone. Tickets of deleted guests also stop working. Only delete when you are certain.

Next steps

Once the guest list is ready and tickets have been sent, the next step is to make sure scan staff are set up and briefed.

Issue electronic tickets

Understand the ticket lifecycle, ticket states and how guests receive tickets.

CSV export

All options for exporting guest and check-in data after the event.

Manage staff

Set up accounts and permissions for door scan staff.