ℹ️ Plan Availability: This feature is available on the Pro and Premium plans.
To upgrade your plan, reach out to customer support.
ℹ️ Info: The All Guests tab is part of the Event Programming feature, designed to help organizers manage special guests like panelists, speakers, and meet & greet talent. This tool lets you centralize key details, like agent contact info, appearance types, and logistics, in one place, making it easier to plan and coordinate guest-related activities throughout your events.
How To Add A Guest
1. Log in to your Eventeny account. Hover over the “Organize” tab and select “See all events” from the dropdown.
2. In the left-hand Company Dashboard menu, click “All Guests”.
3. From the All Guests tab, click the + New Guest button to begin entering guest details. The process is split into several sections, each designed to help you manage important information about your guest.
4. 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 new agent” button to create a new one.
ℹ️ Info: Please note that a guest can only be linked to one agent, but an agent can be linked to multiple guests.
8. Search for and select the event(s) you'd like to assign the guest to. If no events are listed yet, please use this guide to create an event. Click "Submit" to finalize and add the guest to your repository.
9. Once you click Submit, you’ll have the option to either check the guest’s profile or create another one.
10. If you choose “Check Guest Details,” you’ll be taken to the full guest profile. Here, you can expand or collapse each section using the arrow icon, and edit details by clicking the pencil icon next to any section. If needed, you can delete the guest entirely by clicking the “Delete Guest” button at the top of the profile view.
Managing The Guest List
1. To manage your added guests, start by returning to the guest repository page. On this page, you’ll see a list of all added guests displayed in columns by photo, name, tags, category, agents, and events. You can use the search bar at the top to quickly find a specific guest.
2. Click the three dots button in the top right to access the following guest management tools:
Bulk Import Guests: Upload your own spreadsheet or download the provided Excel template. Once filled out, upload and click Save to import your guest list in bulk.
Manage Tags: Create new tags using the "+Add" button, edit existing ones using the pencil icon, or delete tags using the trash icon.
Manage Categories: Create or edit guest categories. You can update category names and assign a color, choose from preset options or enter a custom HEX code. Use the pencil or trash icons to update or remove categories. To add a new category, use the "+Add" button.
Export: Download your guest list as a file to your computer.
Watch Tutorials: Opens a library of how-to videos that walk through key features covered in this article.
Bulk Import Guests
1. Click the three dots button in the top right and select the Bulk import guests option.
2. Click "Click here to download the excel template" to get a spreadsheet with fields for each guest's personal, contact, and marketing information (name, contact details, social links, bio, etc.), fill it in starting at row 8 (up to 100 guests per upload, no blank rows in between), then use File upload to select your completed file (under 20MB) and click Save to import them into your guest list.
Manage Tags
1. Click the three dots button in the top right and select the Manage tags option.
2. This window lets you view and edit all the tags available for your guest list. 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 to edit a tag's name, or click the trash icon to delete it.
Manage Categories
1. Click the three dots button in the top right and select the Manage categories option.
2. Click "+ Add" to create a new category, use the checkboxes (or "Select all") to select one or more at once, click the pencil icon to edit a category's name or color, or click the trash icon to delete it.
Export
1. Click the three dots button in the top right and select the Export option. Click this to download your guest list as a file, which you can then open, review, or share outside of Eventeny.
