Working with your guest list

Every event has its own guest list. It holds everyone you’ve invited, everyone who has registered, and their plus-ones. To open it, go to Events, open your event and select the Guests tab.

The list is live. It refreshes by itself every few seconds, so new registrations and check-ins appear without you reloading the page. You’ll see Live in the toolbar, and updates automatically under the list.

What the list shows

Column	What it shows
Guest	Their name and email address, or No email for a plus-one who didn’t give one
Company	Their company, if you have it
Status	Where they are with the event; see Guest statuses
Checked in	How long ago they were checked in, or a dash if they haven’t been
List & tags	The list they’re on, their tags, the tickets they hold, Unsubscribed if they’ve opted out of your emails, Plus-one if they came as someone’s guest, and Minor if they’re under 18 on the event day
Added	How long ago they were added to the guest list

To sort the list, select a column heading. Select it again to reverse the order.

Guest statuses

Status	Meaning
Invited	On the list, but hasn’t registered yet. Everyone you add or import starts here unless you choose otherwise
Attending	Has a place at the event
Waitlisted	Waiting for a place; see Using a waitlist
Not attending	Has said they can’t come
Cancelled	Had a place and cancelled it, or you cancelled it for them

Two more statuses are worked out from check-ins. They show in the Status column, and each has its own filter:

• Checked in: guests who have been checked in, in the check-in app or with Check in on the guest. They attended, whenever they were checked in.
• No-show: once the event has ended, guests who are Attending but weren’t checked in. Until the event ends, nobody is a no-show.

Checked-in guests and no-shows still count under Attending, because they had a place. Select Attending to see everyone who had a place, then Checked in or No-show to split them.

Finding guests

Search

Type in Search name, email, company or registration ID at the top of the list. The list narrows as you type. Searching a registration ID shows the person who registered together with their plus-ones.

Filter by status

The status buttons under the toolbar show how many guests have each status. Select one or more to show only those guests. Select a button again to turn it off.

If you select more than one, you see guests who match any of them. For example, Invited and Waitlisted together show everyone who doesn’t have a place yet.

Filter by tag, list or ticket

Select Filters to show more filters:

• Tags: type or pick one or more tags. Guests with any of those tags are shown.
• List: show only the guests on one list.
• Ticket type: show only the guests holding a particular ticket.
• Age: show only minors (under 18 on the day the event starts) or only adults. Guests without a date of birth count as adults.

You can combine these with the search and the status buttons. Under the list, Showing … of … guests tells you how many match.

The same filters pick email audiences

When you choose who an email goes to on the Emails tab, you use the same status, tag, list and ticket filters. A filter that shows 40 guests here picks the same 40 people there.

Opening a guest

Select any guest in the list to open their details in a panel on the right.

At the top you’ll see their status, which is Checked in (with how long ago) or No-show where that applies, and these labels where they apply:

• Unsubscribed: they’ve opted out of your emails.
• Email bounced: emails to them can’t be delivered.
• Plus-one: they came as someone else’s guest.
• Minor: they’re under 18 on the day the event starts.
• Registration ID: shared by the person who registered and their plus-ones.
• View contact: opens their contact record, with everything they’ve done across all your events. See Managing contacts.

Change their status

Choose a new status from the status menu. It’s saved straight away, and some changes do more than update the list:

New status	What else happens
Attending	They’re given a ticket (the one they were waiting for, or the event’s first), and you’re asked whether to send their confirmation email (see Sending confirmations). If that ticket is sold out, nothing changes: raise its limit on the Tickets tab first
Cancelled or Not attending	Their ticket goes back on sale. If they brought plus-ones, the plus-ones are cancelled too. If the event has a waitlist, the next person on it is moved in and sent their confirmation email

The waitlist only moves people in while registration is open. See How places are given out.

Edit their details

You can change their First name, Last name, Company, Job title, Phone, List and Date of birth, add or remove Tags, and keep Internal notes. Guests never see your notes.

Select Save at the bottom of the panel when you’re done.

Changes to their name, company, job title or phone are also copied to their contact record.

Everything else in the panel

Section	What it shows
Registration answers	Their answers to your registration form
Tickets & orders	The tickets they hold and their orders, with each one’s status
Emails	Every email sent to them from this event, and whether they opened it or clicked a link
Virtual attendance	When they joined online sessions, for events with online attendance

Resend their ticket

Select Resend ticket to send the confirmation email again: it’s their ticket, with their QR code and the same confirmation code. This is useful when someone can’t find their original email. For a plus-one, it resends their own confirmation. Plus-ones without an email, and minors, don’t have this button: their ticket is in the confirmation sent to the person who registered them.

Check them in

Select Check in to mark them as arrived. See Checking in guests.

Adding a guest yourself

1. Select Add guest

   On the Guests tab, select Add guest in the toolbar.

2. Enter their details

   Only the Email is required. You can also fill in their name, Company, Job title, List and Tags.

3. Choose their status

   New guests are Invited by default. Choose another Status if, for example, they’ve already told you they’re coming.

4. Select Add guest

   They appear at the top of the list.

Each email address can only be on an event’s guest list once. If they’re already there, you’ll see This email is already on the guest list.

Adding a guest doesn't email them by itself

No email is sent when you add someone. If you add them as Attending, you’re asked whether to send their confirmation email (see Sending confirmations). To invite someone, send an invitation from the Emails tab.

To add many people at once, import a CSV file or add them from Contacts. See Importing guests.

Changing many guests at once

Tick the box next to each guest you want to change. To select everyone in the list as it’s filtered now, tick the box in the heading row.

A bar appears above the list showing how many guests you’ve selected, with these actions:

Action	What it does
Set status…	Gives everyone selected the same status. Changing guests to Cancelled or Not attending frees their places for the waitlist, as above
Check in	Checks everyone selected in
Tag	Adds one or more tags to everyone selected. Their other tags are kept
Send confirmation	Sends the confirmation email to everyone selected who is Attending, after you confirm. Anyone else selected is skipped. Only shown when the event sends confirmation emails
Delete	Removes the guests from this event, with their registrations, tickets and history. You’re asked to confirm first
Clear	Clears your selection

Deleting can't be undone

A deleted guest is gone from this event for good. If someone just isn’t coming, change their status to Cancelled or Not attending instead, so you keep their history.

Sending confirmations

A guest’s confirmation email is their ticket: it has their QR code for the entrance and the confirmation code they use on Manage my registration. When you give guests a place, Mint asks before sending it. That’s after you:

• change a guest’s status to Attending,
• set several guests to Attending with Set status…,
• add a guest as Attending.

A window says how many guests now have a place, for example 3 guests now have a place, and asks whether to send their confirmation emails:

• Send confirmations sends them straight away.
• Not now sends nothing. To send later, select the guests and choose Send confirmation, or open a guest and select Resend ticket.

Guests who were already Attending aren’t counted. A plus-one’s place goes in the confirmation sent to the person who registered them, so that person gets an updated confirmation listing everyone; a plus-one with their own email address also gets theirs, if Email plus-ones directly is on.

When the waitlist moves people in by itself, for example after a cancellation, their confirmations are sent automatically: the waitlist promises guests an email when a place opens. If confirmation emails are switched off on the Registration tab, you aren’t asked and nothing is sent.

Exporting the guest list

1. Filter the list

   Use the search, status buttons and filters to show the guests you want. To export everyone, clear all filters.

2. Export

   Open the More actions menu at the end of the toolbar and select Export CSV (filtered).

The file includes each guest’s email, name, company, job title, status, check-in time, list, tags, tracking link, whether they’ve opted out of emails, registration ID, whether they’re a plus-one, date of birth, whether they’re a minor, when they registered, and a column for each question on your registration form with their answer (plus-ones’ answers included).

Who can do what

Task	Roles that can do it by default
See the guest list and open guests	Every role
Add, import, edit, change and delete guests	Admin, Group Manager, Event Organiser
Export the guest list	Admin, Group Manager, Event Organiser, Integrations Specialist, and anyone with view-only access to the event

If you’ve been added to an event with view-only access, you can see its guest list and export it, but not change it.