Visas

Record and manage guest visa (entry permit) information for your event in Evencia.

Overview

The Visas page lets you record visa, or event entry permit, information for your event guests. Each guest can have one visa record, which stores the permit number and any supporting documents, and can be shared with the guest through a personal public link.

Where to find Visas

Open your event.
Select Travel from the event menu.
Select the Visas tab.

How the Visas page is organised

The Visas page shows a table where each row represents a guest. The Visa column shows either the guest's visa (as a clickable badge with their permit number) or "No visa" if none has been recorded yet.

A small dot next to the visa badge shows whether it has been confirmed — green for confirmed, grey for not confirmed. Hover over the dot to see when it was confirmed.

Selecting the visa badge opens a detail panel on the right showing the full visa information.

Filtering and searching

Use the filters above the table to find specific guests:

Filter	What it does
Search	Searches by guest name, guest ID, or visa number
Status	Filters by the guest's registration status
Tag	Filters by the guest's assigned category
Visa Info	Shows only guests who have a visa recorded, or only guests without one
Registration	Filters by whether the guest has completed registration
Confirmed	Shows only guests whose visa is confirmed, or not yet confirmed

Select Clear to remove all filters.

How to add a visa

Step 1 — Open the Add Visa form

In the Visa column of a guest's row, select the + (plus) button. This opens the Add Visa form with that guest already pre-selected.

Step 2 — Fill in the visa details

Field	What to enter
Guest	The guest this visa belongs to (required, cannot be changed later)
Event Entry Permit Number	The visa or entry permit reference number

A guest can only have one visa record — the guest selector only offers guests who do not already have one.

Step 3 — Attach a visa copy (optional)

You can attach an image or PDF copy of the visa. Note that attachments can only be uploaded after the visa has been saved. Save the visa first, then reopen it to attach files.

Step 4 — Save

Select Save Visa. The visa is added to the guest's record.

How to view visa details

Select the visa badge in the table to open the detail panel on the right. The panel shows:

The visa / entry permit number
Whether the visa is confirmed
Any attached documents (select the filename to download)

How to edit a visa

Open the visa detail panel by selecting the visa badge in the table.
Select Edit.
Update the permit number as needed.
Select Save Visa.

How to delete a visa

Open the visa detail panel.
Select Delete.
Confirm the deletion.

The visa and any attached documents are permanently removed.

How to attach documents to a visa

Find the guest's visa in the table and open its detail panel.
Select Edit.
Choose a file to attach (accepted types: images or PDF).
Select Save Visa.

To remove an attachment, select the trash icon next to the filename in the edit form.

Copying the public link

Select the copy icon in the Public Link column to copy a personal, shareable link to the guest's visa page. The guest can open this link without logging in to Evencia to view their visa status and download their attached documents.

Fields and options at a glance

Field	What it means
Guest	The guest this visa belongs to
Event Entry Permit Number	The visa or entry permit reference number
Confirmed	Whether staff have marked the visa information as confirmed with the guest

Use the Confirmed filter to quickly see which guests still need their entry permit details verified.
Share the public visa link with guests so they can check their own entry permit status and download their documents without contacting your team.