Guests and registration

Guests is an optional module: an event’s attendee list, plus, if you want it, a public registration form for it. Three places belong together: the guest list itself, the guest settings where you switch the module on and configure registration, and the public registration page your visitors see. None of it is visible until you turn the module on.

Turning guest management on

Newly created events ship with the guest module switched off. While it’s off, “Guests” doesn’t appear in the event sidebar at all, and going to the page directly sends you back to the event home. The one thing that stays reachable in that state is a tab in the advanced event settings: that’s where you flip a master toggle to enable the module. Only after that does “Guests” appear in the sidebar, and the public registration settings become visible in the same place. If you switch the module off again while guests are already on file, the interface asks you to confirm first. Those guests stay stored, just invisible, until you re-enable the module.

The guest list

Every guest has a name, optional contact details, an attendance mode (on-site, virtual or hybrid) and an RSVP status (pending, confirmed, declined or cancelled). You can also see where an entry came from (added manually, invited, or self-registered through the public form) and optionally link a guest to a person in the same event’s people directory, for example when the same person is also speaking on the programme. KPI tiles at the top summarise the numbers: totals, the split by attendance mode, RSVP status. You can search the list, hide cancelled guests, and reveal archived guests when you need to. A badge flags guests whose registration has been unconfirmed for more than 24 hours. Who can even see the list, and who can additionally add, edit or delete guests in it, is governed by your event role (see Roles and permissions for the details). The dedicated Guest Manager role sees only this area, no other programme content.

Inviting guests

For any guest already on the list, you can trigger an email invitation; or you can generate a standalone invitation link to copy and share, for example with someone who isn’t on the list yet. Both routes run on tokens rather than an account: whoever opens the link doesn’t need to log in.

Setting up public registration

In the guest settings you decide whether and how visitors can register themselves: the mode (by invitation only, open to everyone, or both together), a maximum number of attendees, a registration deadline, whether a confirmation email has to be clicked before a registration counts (double opt-in), the language of the outgoing emails, and a freely editable consent text. You also choose which extra fields the form asks for (for example dietary requirements, an arrival window, job title and organisation, or a plus one). Once registration is enabled, the settings show you the public registration URL to share externally.

What visitors see, and what stays with your team

This is the distinction that matters: the public registration page is entirely separate from your internal guest list. A visitor who opens the link only sees a form with the fields you’ve enabled, plus your consent text: no other guests’ names, no one else’s RSVP status, no internal notes. After submitting, depending on your double opt-in setting, they either get a confirmation straight away or first an email to confirm; a personal link in that email later lets them view and cancel their own registration, again without logging in and without any view of anyone else on the list. On your side, every registration that comes in this way lands as an ordinary entry on the internal guest list, with the same fields as a manually added guest, just with the source set to “self-registered”. If the mode is set to invitation only, or the registration window has closed, the public page shows a notice instead of the form.

Because this collects personal data from people outside your team, it’s worth reading Data protection and hosting. That page covers where this data lives and what you can provide if someone asks.

Removing guests

Taking a guest off the active list normally means archiving it. That’s reversible, the data stays intact, and the guest can be restored at any time. A final, irreversible deletion, for example in response to a GDPR request, is a separate action from archiving.