Guests

Overview

The Guests feature is where you manage every person attending your event. From one place you can add new guests, review their registration details, update their status, filter and search the list, print badges, send emails, and much more.

Each guest belongs to a Tag — a category such as "Speaker", "Attendee", or "VIP" — which controls which registration form they fill in, which badge design they receive, and which communications they can be sent.

Where to find Guests

Open your event from the Evencia dashboard.
In the event menu, select Guests.

You will see the full guest list for that event, along with a summary bar at the top showing key numbers.

Before you start

You need the Organizer or Event Manager role for the event to view and manage guests.
To add a guest, at least one Tag with a linked registration form must exist for the event.
To print badges, the Badges feature must also be set up.

Understanding the stats bar

At the top of the Guests page, a row of summary cards gives you a quick overview of your guest list:

Card	What it shows
Total	All guests in the event (including deleted ones)
Active	Guests currently in the list (not deleted)
Approved	Guests whose registration has been approved
Pending	Guests waiting for approval
Declined	Guests whose registration was declined
RSVP Yes	Guests who confirmed attendance
RSVP No	Guests who declined attendance
Invitation Sent	Guests who have been sent an invitation
Checked In	Guests who have been checked in at the event
Trashed	Guests that have been soft-deleted

Selecting a card applies a quick filter to the table, showing only guests matching that category.

How to add a guest

Step 1 — Open the add guest form

On the Guests page, select Add Guest in the toolbar.

Step 2 — Choose a tag

A dialog appears asking you to choose the guest's Tag. Select the appropriate category from the list (for example "Speaker" or "General Attendee").

The tag determines which registration form the guest will fill in.

Step 3 — Fill in the registration form

The registration form for the selected tag opens. Complete the required fields:

First name and Last name — required for every guest.
Email address — required for every guest.
Any additional fields defined in the registration form for that tag (for example company, job title, phone number).

You can also upload a photo for the guest at this step if the form supports it (JPEG, PNG, or WebP, maximum 5 MB).

Step 4 — Save the guest

Select Save. The guest is added to the list.

Depending on your event settings:

If guest approval is set to automatic, the guest is immediately approved and a confirmation email is sent.
If guest approval is set to manual, the guest is set to Pending and a pending notification email is sent.

How to import guests from a file

If you have a list of guests in a spreadsheet, you can import them all at once instead of adding them one by one.

Step 1 — Open the import dialog

Select Import in the toolbar and choose Import from CSV / Excel.

Step 2 — Upload your file

Select your file (CSV, XLS, or XLSX format, maximum 10 MB) and upload it.

Step 3 — Map the columns

Evencia reads the column headers from your file and asks you to match them to the correct guest fields:

Required field	What to map it to
First name	The column containing the guest's first name
Last name	The column containing the guest's last name
Email	The column containing the guest's email address
Tag	The column that identifies the guest's category

You can also map optional fields such as phone number and any custom registration fields.

Step 4 — Start the import

Select Import. The import runs in the background and you are returned to the guest list. A success message confirms the import has started.

Large files may take a few minutes to process. Refresh the page to see the imported guests appear.

How to upload guest photos in bulk

If you have photos for multiple guests, you can upload them all at once and assign each photo to the correct guest.

Select Import in the toolbar and choose Upload Photos.
Select the photo files you want to upload.
For each photo, choose which guest it belongs to from the dropdown.
Select Upload to save all the photos.

Photos are converted to WebP format automatically.

How to search and filter guests

Search

Type in the Search box in the toolbar to search across guest names, email addresses, status, RSVP status, tags, and custom registration fields.

Quick filters

Select Filters in the toolbar to open the quick filter panel. You can filter by:

Status — Approved, Pending, Declined
RSVP status — Yes, No, Maybe, None, Invitation Sent
Tag — one or more tags assigned to guests
Registration completed — whether the guest has fully completed their registration
Trash — show only active guests, only trashed guests, or all guests

Advanced filter

For more precise filtering, select Advanced Filter to build a custom filter using multiple conditions. You can filter by any guest field and combine conditions using AND or OR logic.

An active filter summary bar appears below the toolbar showing which filters are applied. Select the × next to any filter to remove it.

How to view guest details

Select a guest's name in the table to open their detail panel on the right side of the screen.

The detail panel shows:

The guest's full registration information
Their current status and RSVP status
Their assigned tag
Communication history (emails, SMS, WhatsApp messages sent to them)
Check-in history (scan sessions at the event)
Concierge requests (if the concierge feature is enabled)
Flight and hotel information (if travel management is enabled)
Any plus-one guests linked to them

How to edit a guest

Edit the full registration form

Find the guest in the table.
Select the pencil (edit) icon in their row, or open their detail panel and select Edit.
Update any fields in the form.
Select Save.

If the guest's email address changes, Evencia automatically resends the appropriate notification email.

Inline edit a single field

You can edit individual fields directly in the table without opening the full form:

Double-click the cell you want to change.
An editable input appears. Make your change.
Press Enter or click outside the cell to save.

Fields that can be edited inline include: name, email, status, RSVP status, tag, and any custom registration fields.

Manage file attachment fields

Some registration forms include file upload fields (for example, to collect a CV, proof of ID, or signed form). You can manage these files without opening the full edit form.

To upload or replace a file for a field:

Find the guest in the table and click the file field cell.
Select the file from your computer.
The file is uploaded immediately and the field updates to show the filename.

To download a file:

Click the filename link in the table cell or in the guest detail panel. The file downloads directly to your device.

To delete a file:

Click the × next to the filename in the cell. The file is removed from the guest's record.

How to update a guest's status

A guest's Status reflects whether their registration has been reviewed:

Status	What it means
Approved	The guest's registration is accepted
Pending	The registration is waiting for review
Declined	The registration has been rejected

To update the status of a single guest:

Use the Status column inline editor in the table, or
Open the guest detail panel and use the status selector there.

If status notifications are enabled for the event, the guest automatically receives an email when their status changes.

If a guest is approved and SMS or WhatsApp notifications are enabled, they will also receive a message with their event QR code link.

How to update a guest's RSVP status

The RSVP status records whether the guest has confirmed they will attend:

RSVP Status	What it means
Yes	The guest confirmed attendance
No	The guest declined attendance
Maybe	The guest is undecided
Invitation Sent	An invitation has been sent to the guest
None	No RSVP response recorded yet

Update the RSVP status using the inline editor in the table, or through the guest detail panel.

How to send emails to guests

Send an email to one guest

Open the guest detail panel.
Select Send Email.
Choose an email template from the list.
A preview of the template is shown on the right.
Select Send Email to send.

Send an email to multiple guests

Select the checkboxes next to the guests you want to email. You can also use Select All to select every guest matching the current filters.
In the Bulk Actions toolbar that appears, select Send Email.
Choose an email template.
Select Send Email.

The emails are sent in the background. You are returned to the guest list with a confirmation message.

How to print badges for guests

Print a badge for one guest

Find the guest in the table.
Select the print icon in their row.
A print-ready page opens in a new browser tab. Use your browser's print dialog (Ctrl+P or Cmd+P) to print.

Print badges for multiple guests

Select the checkboxes next to the guests whose badges you want to print.
In the Bulk Actions toolbar, select Print Badges.
Evencia opens a print tab for each badge design linked to the selected guests.

For very large batches, badges are generated as PDF files in the background. A notification tells you to check the Generated PDFs section in the Badges module when they are ready.

How to delete and restore guests

Move a guest to trash

Find the guest in the table.
Select the trash icon in their row.
Confirm the deletion.

The guest is moved to trash (soft-deleted). They are hidden from the default view but not permanently removed.

To view trashed guests, open the Filters panel and set Trash to Trashed only or All.

Restore a guest from trash

Filter the list to show trashed guests.
Find the guest and select the restore icon.
The guest is returned to the active list.

Permanently delete a guest

Move the guest to trash first (see above).
With trashed guests visible, select the permanently delete icon in the guest's row.
Confirm the deletion.

This action cannot be undone. The guest's record is permanently removed.

How to perform bulk actions

Select one or more guests using the checkboxes in the table. A Bulk Actions toolbar appears at the top of the table with the following options:

Action	What it does
Send Email	Sends an email template to all selected guests
Send WhatsApp	Sends a WhatsApp message to all selected guests
Send SMS	Sends an SMS to all selected guests
Print Badges	Opens a print view for badges of selected guests
Bulk Edit	Updates a single field (status, RSVP, tag, or custom field) across all selected guests at once
Move to Trash	Soft-deletes all selected guests
Restore	Restores selected guests from trash
Permanently Delete	Permanently removes selected guests (must be in trash first)

When using Bulk Edit, you choose the field to update and the new value. Guests that cannot be updated (for example because they have a system tag) are listed as skipped with a reason.

How to export the guest list

Select Export in the toolbar to choose from three export formats.

Full CSV export

Downloads every guest in the event (subject to the active trash filter) as a CSV file. The file includes:

Guest ID and unique identifier (UUID)
First name, last name, and email
Tag, status, and RSVP status
All custom registration fields

Filtered export (CSV or Excel)

Exports only the guests and columns currently visible in the table.

Apply any filters and choose which columns to show using the Columns button.
Select Export → Export Filtered.
Choose CSV or Excel (.xlsx).

The file includes only the selected guests and the columns you have turned on, including any custom registration fields. A UUID column is always included so the file can be reimported later.

PDF export

Exports the filtered guest list as a formatted PDF table, suitable for printing.

Apply filters and configure visible columns as needed.
Select Export → Export as PDF.

The PDF uses landscape A4 layout and includes the event name, export date, and guest count.

Guest registration link

Guests can also complete or update their registration by following a personal registration link. This link:

Is unique to each guest.
Pre-fills any information already saved for the guest.
Can only be used once (after submission it is marked as used).

After submitting the form, the guest sees a confirmation page which may include a QR code and, if workshops are available, a link to register for workshop sessions.

Column visibility and customisation

You can show or hide columns in the guest table using the Columns button in the toolbar. This lets you focus on the information most relevant to your workflow.

Your column preferences are saved automatically and apply every time you return to the Guests page for that event.

Custom registration fields (such as company name or job title) appear as additional columns that can be toggled on or off in the same way.

Fields and options at a glance

Field	What it means
First name	The guest's first name
Last name	The guest's last name
Email	The guest's email address
Tag	The category the guest belongs to (e.g. Speaker, Attendee)
Status	Whether the registration is Approved, Pending, or Declined
RSVP Status	Whether the guest has confirmed attendance
Registration Completed	Whether the guest has fully filled in their registration form

Common problems

I can't see the Guests menu

You may not have the required permission. Contact your event organiser or administrator to request the Organizer or Event Manager role.

The "Add Guest" option is not available

Your event may not have any tags with a linked registration form set up yet. Create a tag and link a form to it before adding guests.

A guest's badge is not printing

Make sure the guest has a tag and that the tag is linked to a badge design in the Badges section. Guests without a linked badge cannot be printed.

The import did not add all my guests

Check that the required columns (first name, last name, email, tag) were correctly mapped during the import step. Rows with missing required information are skipped.

I can't permanently delete a guest

Guests must be in trash before they can be permanently deleted. Move the guest to trash first, then use the permanently delete option.

A guest is not receiving emails

Check that the guest has a valid email address saved. Also confirm that an email template is set up for their tag and that the event's email notification settings are enabled.

I can't change a guest's tag using bulk edit

If a guest is missing required fields for the new tag, the change is skipped. Open the guest's edit form, fill in the missing fields, and then change the tag.

Tips

Use quick filters on the stats bar to jump instantly to guests by status — for example, select the Pending card to see only guests waiting for approval.
Use Select All with a filter applied to bulk-update or bulk-email a specific subset of guests without selecting them one by one.
Keep the RSVP status up to date so your attendance counts are accurate when planning catering, seating, and logistics.
Use Tags to separate guest types. Each tag can have its own registration form, badge design, and email templates, keeping everything organised by guest category.
If a guest needs to update their information, resend their personal registration link from the guest detail panel.

Guests

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