FAQ: Guest List - tracking and managing guests

Owned by Sarah Kennedy
Last updated: Nov 10, 2021
7 min read

 

How can I see who has accepted an Invite and who has declined?

For a quick overview, go to Status. The left hand column gives you all your key guest stats. The Confirmed & Held number at the bottom is the total number of places at your event currently reserved.

 

For detail on an individual level, go to Guest List. When you first load the page, the main table displays everyone who confirmed (via invite or your Registration Page), declined (via invite), or has been waitlisted. All Confirmed guest rows are green, all Declined guest rows are red and all Waitlisted guest rows are blue.

To additionally see bounced guests as well as all invited guests who have not yet responded, click on the Filter icon and select “View All Invited”.

 

Any bounced invites are also marked as yellow rows, with an explanation of the type of bounce viewable by mousing over the status button in their row. Further detail on the bounce reason is available by clicking the status button.

You can filter guests by their current RSVP status using the Status Filter dropdown (as in above image) or by how they registered, using the Registration Filter dropdowns (image below).

 

 

I need to mark some guests as VIP’s and some as vegetarian. How do I do that?

Go to Guest List. You can create and add 'Tags' to any guests. To create a Tag, click on the Tag+ icon > Add New and create your desired tag.

 

To apply this tag to any guest(s), select the checkbox to the left of their row in the Guest List, then click Tag + icon > [name of tag].

You can filter the Guest List to display guests by the Tags assigned to them. Click on the Tags icon to open up the Tag Filter modal.

 

Note: If you select more than one tag to filter by, the result will be any guests who are assigned all the selected tags

I have two guests who must be seated together. How do I make sure this happens?

Go to Guest List. Find both guests using the search bar and select their checkboxes on the left of their row. Then click the  paperclip icon in the header bar. This will link the two guests in Seatrobot for that event. When seating your guests, Seatrobot will keep them together. They will also appear together when searching for either guest in Check-In

Yes. Go to Guest List. To display all guests, including those who have not yet responded or registered, click:

Status > All Invited

This will load all guests invited to the event.

Find the guest using the search bar. Select their row using the checkbox. Then click the green thumbs-up button in the toolbar. This will accept their invite on their behalf and set them as confirmed. You can also decline on behalf of a guest using the same method with the red thumbs-down button.

 

 

Someone told me they did not receive the invite I sent. Can I re-send it to them?

Yes. To re-send the last email any contact in your Guest List received, click on the First Name of any guest in your list (remember - you may have to first filter by ‘All Invited’ to see guests who have not yet responded to your invites). The ‘Edit Guest Details’ box appears.

Click the ‘Save and Re-send Email’ button. This will close the modal and re-send the email.

 

I need to add a ‘CC’ contact to someone I already sent an invite to. How do I do that?

Click on the First Name of any guest in your list (remember - you may have to first filter by ‘All Invited’ to see guests who have not yet responded to your invites). The ‘Edit Guest Details’ box appears.

In the ‘Search To Add CC’ field, start to type the name of the contact you wish to add as the CC. A dropdown of matching names from your Contacts will appear. Select the correct contact from this dropdown.

Click the ‘Save and Re-send Email’ button.

Note: You can only add as CC’s contacts who are already in your Contacts database. If the individual you wish to add as a CC is not in your Contacts database, you must first go to Contacts and add them. Then, return to your event Guest List and add this new contact as a CC.

Note: Adding a ‘CC’ to a guest via the Guest List only adds them for that event. To add an ongoing CC to a contact for all events by default, go to Contacts.

I invited someone to my event and assigned them just the default one-seat Invite package. Now they would like to bring a guest. Can I add a seat to their reservation?

Yes. You can add additional guest slots to any confirmed, invited guest on your list. Find them in your Guest List, then click on the User + icon on the left side of their row. This will open the ‘Adjust Guest Count’ box. Insert the number of additional seats you wish to assign to the guest and click Update.

 

You will immediately see additional rows appear under the guest, named ‘Guest of [contact name]’.

 

If you know their guest info you can click on this first name and fill in their details. Then, click ‘Save'.

To confirm them, click the checkbox on their row and then click the green ‘Accept’ checkmark button. This will mark them as confirmed and send them a confirmation email.

If you do not know their info, click on the First Name of the original guest to open the Edit Guest Info box. Then click the ‘Save and Re-send Email’ button. This will re-send the confirmation email to the guest, containing the ‘Your Registration’ button. This button takes the guest to their own Registration Page where they can enter the information on their newly-added additional guest themselves.

 

Someone who registered using the Register Page for my event wants to bring a guest - why can’t I add a guest to their reservation?

You can only add another guest (or guests) to a confirmed guest who was invited (by sending them an Invite Email) - not to a guest who registered through the Register Page. The reason for this is because Seatrobot assumes that Email Invites are used for events where you want to control precisely who can attend, and how many guests they can each have.

Register Page guests register from a public page (using your Register Page link) - so for these events, Seatrobot assumes you just want people to register - and don’t mind if they share that link with others you don’t know.

If someone else needs to register as well, you can simply send them the link - and after they register, if you want to keep the two guests together you can Link them in Guest List.

 

Can I mark someone as having Attended my event?

Yes. Select the row of the guest you want to mark as Attended. Then click the green Attended checkmark button. A green checkmark will appear next to the guest’s First Name. The count of Attended guests will go up by 1.

 

 

Can I export my guest list to send to someone?

Yes. Go to Guest List. Click on the Share Arrow Export icon in the tool bar at the top. This will export a .csv file of the guests in the current view of the Guest List. You can filter the Guest List in any way you like to display only those guests you want to export before exporting.

When you click the share arrow, you will see the Export panel. Here you can select which columns of information for each guest you would like to include in your export: