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 panel 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 panel is headed Add guests, and a warning at its top says guestlist tickets cannot be issued or sent for this event, with a link reading Enable it in Settings →.

Everything outside the panel behaves identically either way: the table, the check-in counter and the two exports.

Open the guestlist

1. Open Manage, then click your event.
2. Click Tickets, under Tickets & Shop in the left sidebar, then open the Guestlist tab.

The count beside the search box counts rows, not tickets: one row can cover several people. The check-in figure next to it counts the other way — people, as in 12 of 180 checked in — because a row issued five tickets is five people at the door.

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.

Click Add guests, at the right of the toolbar: the form slides in from the right.

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. Pick Invited by if somebody in particular is bringing them — see below.
5. 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.

Click Add guests, at the right of the toolbar: the form slides in from the right.

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. Pick Invited by if somebody in particular is handing these out.
7. 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.

Who invited them

Invited by lists the event's promoters, then Someone else…, which opens a free text field for an artist, a sponsor, the venue, or anyone else handing invitations out. There is no "nobody" option — every invitation comes from somebody — so the field opens on the first promoter, and a single-promoter night needs no thought. Picking Someone else… and leaving the field empty refuses the batch with Say who is inviting them, or pick a promoter.

The picker appears whatever the promoter count, because a single-promoter night still gives tickets to its artists. On a co-produced one it is the only thing that says whose list a guest came from.

Whatever you choose applies to the whole batch, including a pasted list, and it survives between batches: pick your promoter once, paste its list in three goes, and all three land under the same name. Change it before the batch that belongs to somebody else.

The name shows under the guest in the table, travels in both exports, and is what Insights → Advanced → Guestlist groups its top hosts by.

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.

Issuing comps raises the sale alerts

A comp is a real order, so every invite you issue notifies the event's Sale alerts exactly like a sale — forty invites, forty alerts, or one crowded digest. Two switches under Settings → Sale alerts → Page settings stop that:

• Include guestlist invites — off, and invites go silent on both channels, push and Telegram, while a real €0 registration still announces itself.
• Include free orders — off, and nothing at €0 notifies at all, invites and free sign-ups alike.

Both live on the event rather than the promoter page, and only managers can change them. Option by option in Event settings.

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 of the panel 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

A row is not always one person, so the Check-in column is a counter between a minus and a plus, reading 3/5: three of this row's five people are in. A row worth a single ticket reads 0/1, and works exactly the same way.

Each + admits one more person from that row and − takes one back. The number on the left turns green as soon as anybody is in; the /5 after it turns green only once the whole row has arrived, so a complete row reads green end to end. The figure beside the search box goes up by the number of people, and the name is struck through — with the row dimmed — only when the whole row has arrived.

A scanned ticket checks its guest in on its own. Whichever scanner reads the QR code — the Sway app, the web scanner, or a scan that syncs later from offline — the row's counter moves by itself. Nobody has to tick a guest who scanned in.

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 in the toolbar above the list 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

Rows whose guests have all arrived are dimmed, as are revoked rows, 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 Add guests button.