Using the guest list

Using the guest list

The guest list

The guest list page in an event contains a number of options for editing guest data, registering or deregistering guests, to send emails to guests, assign them to categories, to search for and filter them.
To open the guest list, click on > Guests in the menu on the left.

Adding guests

  1.  Click on the   button and select “New or from contacts” to create a new contact in the account and simultaneously add this contact to the event as a guest, or to add an existing contact from your central contact database to the event as a guest.
  2. To upload new guests in bulk, click on   the button select and “Import guests” (More information on importing guests).

Searching for guests

  1. Enter the search term in the search field and click on the   symbol .
  2. To view the guests contained in a category, click on one or several categories (target groups, tags) under “Categories”.


Filtering guests

You can also filter guests by the following criteria:






  1. Additional guests: For selecting whether you want to view additional guests only or in addition to main guests.
  2. Anonymous: For selecting whether you want to view guest datasets that were previously anonymised or not.
  3. Email status: For viewing guests based on their email status (More information on email status).
  4. Opt-in status: Viewing guests by opt-in status (opt-out, unconfirmed, single opt-out, double opt-out).
  5. Registration status: Viewing guests by registration status: N/A (= no information available under “Registration status”), Registered, Deregistered, Not registered (= N/A or deregistered), Rejected (guests rejected after registering for the waiting list - only applies if waiting list active).
  6. Check-in status: Attended, not attended



To reset searches and filter settings and return to viewing the entire list, click on the  “Reset” symbol.



Guest list symbols




  1. Registration status:  Registered , Deregistered  , N/A  , On waiting list  , Rejected 
  2. Clicking on the guest name  will open the relevant guest's data page, which can then be edited.
  3. Additional guests    : Shows the number of registered additional guests and opens the list with the associated additional guests.
  4. Tags  : Shows the selected tags in their relevant colours.
  5. Companies: Clicking on the company name will show you all of the guests on the guest list that are associated with the same company name.
  6. E-Mail: Shows a guest’s personal email or correspondence address. If there any problems with delivering emails to this address, a will be shown next to it.
  7. Registration/Deregistration: Shows the date & time at which a guest registered or deregistered.
  8. Quick menu  : Opens a submenu with a number of options.
    1. Show: Opens the guest’s data page.
    2. Edit: Opens the editor.
    3. History: Shows the dataset’s change history.
    4. Homepage: Opens a preview of the event website as presented to the relevant guest.
    5. Ticket: Opens the guest’s online ticket as per the default settings.
    6. Print accreditation: Opens the personalised PDF for the guest in a new browser window.
    7. Delete: Deletes the guest from the guest list. This action will not remove the guest from the > Contacts in the account, from where they can be permanently discarded if required.
Invitario always creates an online ticket every time a guest registers, even if the ticket will not be used or sent to the guest. Please note that this option is only enabled for guests with a “Registered” status.

Performing actions for guests

The guest list is a key invitation and participant management tool. It can be used to search for and edit guest data, and to perform a number of actions for a single or multiple guests at once, such as:
  1. Deleting guests from the guest list
  2. Changing guests’ registration status
  3. Confirming/rejecting waiting list registrations
  4. Registering/deregistering guests from sessions
  5. Sending an e-mailing created under > Mailings (only available for “Active” events)
  6. Checking guests in or out
  7. Assigning tags and removing all tags
  8. Selecting the opt-in status
To do so, highlight the relevant guest or guests and click on the “Select action” menu at the bottom of the list. If you click on the “Apply to selection” button, the action will be applied to the selected guest(s), while clicking the “Apply to all” button will cause the action to be performed for all of the guests in the guest list.



Exporting guests

You can export the whole or parts of the guest list in an xls or csv file. To do so, click on the “Export” button at the bottom of the guest list and select the required format. To export a specific section only of a guest list, use the search or filter option first to create a list of the required guests, and then start the export.
Once you have selected the required format, the “Export settings” window will open and you will be able to configure the following settings:
  1. Detailed export: The export will include the selected fields’ changes in status, the dates and times of the relevant fields (e.g. the “Registration/Deregistration date/time” and “Recent activities” as well as the registration status) 

    Selecting the fields for the export
  1. Name and email address: ID, first name, second name, email address, title, gender (these fields are exported by default and cannot be deselected)
  2. Master data: ID, first name, second name, email address, title, gender
  3. Event data: Contact master data fields, opt-in status, GDPR, Terms & Conditions, custom master data fields
  4. Custom fields: Tags, information on additional guests, registration and check-in statistics, interactions
  5. Sessions: All custom event fields
  6. Tickets: All of the data about the event’s ticketing process


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