ℹ️ Plan Availability: This feature is available on the Pro and Premium plans. To upgrade your plan, reach out to customer support.
Managing the Guest List
1. Hover over the Organize tab and select the event you want to work with from the dropdown.
2. Under the Event Programming dropdown, clicking Guests brings you to the All Guests list for that event.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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.
8. 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.
