Manage attendees, guests and the waitlist

The attendee list has every order of an event with its tickets and their state. From the event page you also add guests and handle the waitlist.

Before you start

• You need the right Run events (edit, publish, attendees, waitlist, guests). Door staff with Check people in at the door can read the list too.

Steps

The attendee list

1. Open the event and select Attendees. The top line says how many are checked in, for example 12 of 80 checked in.
2. Type a name, e-mail, phone or door code and select Find.
3. Use the tabs to see All orders or one state: Confirmed, Waiting, Paid too late, Refunded, Cancelled or Expired.
4. On an order, select Send again to e-mail the tickets again, or WhatsApp to open a ready message with the ticket link that you send from your own phone.
5. To cancel an order that is free, or still waiting, select Cancel. The seats are free again.
6. Select Download CSV for the whole list.

Guests

1. On the event page, go to Add a guest.
2. Type the Name, E-mail and, if you like, Phone (optional); pick the Ticket type and Quantity.
3. Select Add a guest. The guest gets free tickets by e-mail, even of a type that is off sale.

The waitlist

1. On the event page, the Waitlist lists each person, the type and quantity they want, and the state.
2. Select Offer seats to offer them seats now, or Remove to take them off the list.

Good to know

• Paid orders go back by a refund, not a cancel. See Refund a paid order.
• Waitlist offers. When seats free up (a cancel, a refund, an expired hold, more capacity), Kluvan offers them to the first person in line who fits, if Offer freed seats to the waitlist by themselves is on. The offer holds the seats for the hours set in Events settings and is sent by e-mail. A free offer is confirmed by the person; a paid one is paid.
• The CSV is safe to open in a spreadsheet, and each download is recorded in the activity log.
• WhatsApp messages are sent by hand from your phone; Kluvan does not send them for you.
• On a customer's record, the Linked tab shows their Events and tickets.