ℹ️ Plan Availability: This feature is available on the Pro and Premium plans. To upgrade your plan, reach out to customer support.
Add A New Guest
1. Hover over the Organize tab and select the event you want to work with from the dropdown.
2. In the left-hand Event Dashboard menu, click Guests under the Event Programming drop-down menu.
3. Click the New Guest button, and you have the option to select an existing guest from your guest repository or create a new guest.
4. To select a guest from your existing repository, click the “Select Existing Guest” button and choose the desired guest from the list. Press the "Save" button to continue.
4. To create a new guest, select the "+Create new guest" button instead. Enter the guest’s basic info in the personal information section such as name, contact details, travel info, and any tags or categories you'd like to assign (e.g., stage name, pronouns, DOB, citizenship, dietary notes). Required fields are marked with a red asterisk (*). Click "Next" to continue.
5. Fill in professional contact details in the contact information section for the guest or their representation (e.g., company name, title, phone, email, address). Click "Next" to save and proceed.
6. Add promotional content in the marketing information section and links the guest is known for, including social media and a short bio (e.g., known for, profile URL, Instagram, IMDB, website, video link). Click "Next" to continue.
7. You can associate an agent with the guest. Start by searching for an existing agent in the dropdown list or click the “+ Add” button to create a new one.
Please note that a guest can only be linked to one agent, but an agent can be linked to multiple guests.
8. You can add an agent for the guest by entering their first and last name (required), along with an optional phone number and email. You can also link the agent to an existing agency or click "+ Add new agency" to create one.
9. Once added, the agent will appear in a table showing their name, phone number, email, and associated agency, with the option to delete them if needed. Click Next to continue.
10. Once all steps are complete, you'll see a confirmation screen letting you know the guest has been successfully created. Click Submit to finalize and add the guest to your event.
11. After clicking Submit, you'll be taken back to the All Guests Repository, where the newly created guest will now appear alongside your other guests. From here, you can view and manage each guest's photo, tags, categories, agent, and associated events.
Manage Your Guest Information
1. Once a guest has been added to your event, you can manage a wide range of details across several categories.
To access your guests for an event, navigate to the Event Programming tab on the left side of your event dashboard, then click Guests. From there, click on the name of the guest you'd like to manage.
2. This will take you to the guest's Guest Information page, where you can expand each section: Personal Information, Contact Information, and Marketing Information, to view the details. To make changes, simply click the edit icon next to any section to update the information you added.
3. On the same page, you'll also find an Agent section, showing the agent's name, contact information, and associated agency, with the option to remove them if needed.
4. You can assign or update one or more handlers by searching up existing handlers or add a new one by clicking the + Add button.
Once the handler is added, they will be listed. If you need to unassign the handler, click the trash icon.
5. Guests often participate in panels, signings, or appearances. The schedule section lets you create or edit their daily event schedule. Learn more about creating a schedule for guests here.
6. You can manage key event-related details in the Event information section like the guest’s onsite days, media or signage needs, autograph/photo op costs, and special requests to ensure a smooth experience.
7. In the Contracts section, view or upload contracts, track status, and copy from existing ones as needed. Click here to learn more about issuing contracts.
9. Further down the page, you'll find a Tickets section, showing any tickets issued to the guest along with the ticket name, confirmation code, charged amount, holder email, and issue date. Click + Issue ticket to issue a new ticket to the guest. Review this article to learn more about the issuing tickets process.
10. Next, you'll also find a Custom Fields area. If none have been added yet, click Add fields to create custom fields for capturing event-specific data across all guests.
11. Clicking Add fields opens the Create Custom Field panel, where you can set up a new field to capture guest-specific data.
12. You can also click Manage custom fields to edit or organize existing fields.
13. Under Manage Custom Fields, you can search for existing fields, view them organized by section (Event Information, Travel Information, Hotel Information, etc.), and see each field's name and type. From here, you can add another field using + New field, or click Create Field to save your changes.
14. The Travel Information section displays details like legal name, date of birth, home airport, preferred airline, flight class, seat preferences, frequent flyer and known traveler numbers, arrival/departure times, car service needs, and any special travel requests or notes. Click the edit icon to update this section. If needed, you can also add event-specific custom fields to this section via Add fields or Manage custom fields.
15. You can add or update the guest’s hotel arrangements, including the hotel name, check-in/check-out dates, room type, and any covered expenses. Notes can also be added for special requests or confirmations. If needed, you can also add event-specific custom fields to this section via Add fields or Manage custom fields.
1. Under the Event Programming dropdown, clicking Guests brings you to the All Guests list for that event.
2. From here, you can search for a guest by name, add a new guest with + New Guest, or use Filters to narrow down the list. You can also toggle between Draft and Live views to see guests based on their publish status.
The table displays each guest's photo, name, status (e.g., In Progress), arrival info, assigned agent and handler, tags, categories, and more information as you scroll right.
3. When you select one or more guests using the checkboxes, a bulk actions bar appears showing how many are selected. From there, you can:
Change status: Update the selected guest(s) status to "In progress," "Confirmed," or "Canceled" all at once.
Delete: Remove the selected guest(s) from the list.
This lets you manage multiple guests at the same time instead of updating each one individually.
4. The Draft/Live toggle for the guest feature controls the visibility of your guest list. When set to Draft, the guest list is only visible internally and won’t appear on your public event page.
5. Once you're ready to showcase your guests, toggle it to Live. This will make the guest list visible to attendees on your public event page, helping to build excitement and promote your event.
⚠️ Heads Up: If a guest's status is not updated to "Confirmed," they will not display on the event page, even when the guest list is set to Live.
6. The Filters dropdown on the Guests page lets you narrow down your guest list by several criteria at once: Status (e.g., Confirmed, In progress), Agent, Handler, Hotel, Hotel names, Travel, and Tags. Each filter defaults to "All" (e.g., "All statuses," "All agents") until you select a specific value, and you can combine multiple filters together to quickly find the exact guests you're looking for.
7. Click the three dots button in the top right to access the following guest management tools:
Bulk edit: Edit multiple guests at once instead of updating them one by one.
Manage tags: Create, edit, or remove the tags (like "Speaker") used to label guests.
Manage handlers: Add or edit the handlers assigned to guests.
Manage categories: Create, edit, or remove the categories (like "Inspirational") used to classify guests.
Custom fields : Add or edit custom fields to capture additional guest information beyond the default columns.
Export: Download your guest list as a file.
Bulk Edit
1. The Bulk edit function lets you make changes to multiple guests at once using an Excel template. Click the three dots button in the top right and select Bulk edit.
2. Click "Click here to download the excel template" to get a spreadsheet pre-filled with your existing guest data (Guest ID, name, status, and dozens of fields like travel details, hotel info, panel/autograph info, notes, etc.).
3. Edit the fields you need directly in the spreadsheet. A few rules apply:
Don't edit the first column (Guest ID), this can corrupt the data.
Leave a row as-is if you don't want to change it.
To add a new guest, enter their info in a new row, leave Guest ID blank for a brand-new guest, and make sure First Name/Last Name are filled in.
Dates must be entered as MM/DD/YYYY HH:MM AM/PM.
Start entering data from row 4, with no blank rows in between.
4. Once you've made your edits, drag or select the file in the File Uploader (Excel file, under 20MB) and click Save to import the changes back into your guest list. This is a much faster way to update details for many guests at once instead of editing each one individually through the interface.
Manage tags
1. The Manage tags window lets you view and edit all the tags available for your guest list. Click the three dots button in the top right and select Manage tags.
2. From here, you can:
Click "+ Add" to create a new tag.
Use the checkboxes (or "Select all") to select one or more tags at once.
Click the pencil icon next to any tag to edit its name.
Click the trash icon next to any tag to delete it.
Manage handlers
1. The Manage handlers window shows a list of all handlers set up for your guests, including their name, associated company (e.g., "Good Management Inc"), and contact info (phone number and email). Click the three dots button in the top right and select Manage handlers.
2. From here, you can:
Click "+ Add" to add a new handler.
Use the checkboxes to select one or more handlers (for bulk actions like editing or removing).
Manage categories
1. The Manage categories window lets you view and edit all the categories available for your guest list, each shown with a color-coded label. Click the three dots button in the top right and select Manage categories.
2. From here, you can:
Click "+ Add" to create a new category.
Use the checkboxes (or "Select all") to select one or more categories at once.
Click the pencil icon next to any category to edit its name or color.
Click the trash icon next to any category to delete it.
Custom Fields
1. The Custom fields function lets you manage additional fields used across all guests for the event.
2. From here, you can:
Search for a specific field using the "Search by field name" bar.
Click "+ New field" to create a new custom field.
View existing fields organized by section (e.g., "Event information," "Travel information," "Hotel information"), along with each field's name, section, and type (e.g., "Short answer").
Drag fields (using the grip icon on the left) to reorder them, or click the "..." menu next to a field for additional options like editing or deleting it.
Export
1. Click Export to download your guest list as a file, which you can then open, review, or share outside of Eventeny.
