Guestlist

The guestlist is the one screen of an event where the same form does two different jobs. Which one you get depends on the Sway Tickets switch in Settings → Main.

• Sway Tickets on. The form issues real free tickets: an order, a scannable QR code and a ticket email per guest. The card is headed Issue comp tickets.
• Sway Tickets off. The same form adds names to a door list and nothing more. No order, no QR code, no email. The card is headed Add guests, and a warning above it says guestlist tickets cannot be issued or sent for this event, with a link reading Enable it in Settings →.

Everything below the form behaves identically either way: the table, the check-in tickbox and the two exports.

Open the guestlist

1. Open Manage, then click your event.
2. Click Guestlist, in the Community group of the left sidebar.

The line under the title counts guests, and adds the number checked in once somebody has been. It counts rows, not tickets: one row can cover several people.

Adding, checking in, revoking and removing all need permission to manage the guestlist on this event. Without it the page still opens and every control is disabled. See Manage Permissions.

Add one guest to the door list

Use this when the event does not sell through Sway Tickets.

1. Fill in First name.
2. Optionally fill in Last name and Email.
3. Set Quantity: how many people that name covers at the door, up to 20.
4. Click Add to guestlist.

The row appears at the bottom of the table with the status Listed. Nothing is created and nothing is sent.

First name carries an asterisk, but the form is more forgiving than that: a name or an email is enough, and submitting with neither reports A name or an email is required. If you supply only an address, that address becomes the name shown in the list.

Issue a comp ticket to one guest

Use this when the event sells through Sway Tickets.

1. Fill in Email. It is the required field in this mode, because the ticket has to be addressed to somebody.
2. Optionally fill in First name and Last name. They personalise the ticket.
3. Choose a Ticket type, or leave it on Guestlist (free, auto-created).
4. Set Quantity, up to 20 per guest.
5. Leave Email the ticket to the guest on to deliver it now, or turn it off to create the tickets without sending anything.
6. Click Issue tickets.

The success message counts tickets, not guests. One guest with a quantity of 3 reports three comp tickets issued, not one. When part of a batch fails, the message reports the two numbers separately instead.

Submitting with an empty Email reports A valid email is required to issue a ticket. The type you chose stays selected after a successful issue, so a run of separate guests on the same type does not need re-picking.

Which ticket type is used

Guestlist (free, auto-created) falls back to the event's first free admin-only ticket type, and creates one named Guestlist with no capacity limit if the event has none. It never appears in the public shop.

Any other type can be chosen instead, hidden and admin ones included; the list shows the price, and the visibility for anything that is not public. A comp on a paid type costs the guest nothing but consumes that type's stock exactly like a sale. A guest whose chosen type has run out comes back in the failed count.

Add several guests at once

Bulk add (paste a list) opens a text box under the fields. One guest per line, values separated by commas.

The column order is not the same in the two modes. Check the heading on the card before you paste, and read the hint under the box, which states the order and which value is required.

Sway Tickets on, under Issue comp tickets. The order is email, first name, last name, quantity, and only the email is required:

[email protected], Ada, Lovelace, 2
[email protected], Grace, Hopper
[email protected]
[email protected], , , 4

Ada gets two tickets, Grace one, Kat one listed under her address, Mo four.

Sway Tickets off, under Add guests. The order is name, email, quantity, and only the name is required:

Ada Lovelace, [email protected], 2
Grace Hopper
Kat Johnson, , 3

Kat's empty middle value keeps her quantity in the third position. Skipping a value is fine; skipping its comma shifts everything after it.

A pasted list replaces the fields above it. While the box holds any content, First name, Last name, Email and Quantity are ignored and only the pasted lines are used. Ticket type and Email the ticket to the guest are the exception: they apply to the whole batch.

Blank lines are skipped. A quantity above 20 is brought back down to 20, and a submission is capped at 200 guests. In comp mode a line with no email at all is dropped before sending, while an address the server rejects comes back in the failed count, so a partial result is worth reading rather than dismissing.

What a guest receives

A comp order appears in Orders like any other, at a total of zero and marked as a comp. No money moves, so no payout account is involved.

Check people in at the door

1. Find the guest in the table.
2. Tick the box in the Check-in column.

The name is struck through, the row dims, and the count beside the title goes up. Untick the box to undo it.

Resend, revoke and remove

The actions on a row depend on its status.

• Resend sends the ticket email again. It is offered on Issued rows only, and only while Sway Tickets is on. It is also how a guest issued with the email toggle off receives their ticket for the first time.
• Revoke cancels the comp: the QR codes stop scanning, the stock the comp held returns to the ticket type, and the row becomes Revoked. Tickets that were already scanned keep the entry they used. Revoke stays available even if Sway Tickets is later switched off, so a comp can always be wound down.
• Remove deletes the row, behind a Remove Guest confirmation. It is offered on Listed and Revoked rows only. An issued comp has to be revoked before it can be removed.

Removing a revoked guest deletes the line from this list, not the order behind it. That order stays in Orders, with its tickets already invalidated.

Issuing and re-sending are both rate limited, because each one sends real email in your name. A long burst is refused with a message asking you to slow down; wait a few minutes and carry on.

Export the list

Export TXT and Export CSV sit at the top right of the page and are greyed out while the list is empty. Both download immediately, named after the event id.

• The TXT file is one name per line, with the person who invited them in brackets after it where a row carries that attribution. This form does not set that field.
• The CSV file has two columns, headed with the guest name and that same attribution. Both headings stay in English whatever language you use the admin in.

Read the table

Checked-in and revoked rows are dimmed, so a full list still reads at a glance from across a table at the entrance.

Until the first guest is added the page shows an empty state inviting you to add one with the form above.