Manage guests
Open your event’s management page and choose the Guests tab.
At a glance
Section titled “At a glance”The top of the tab shows how many people are Going against your capacity (cap), plus how many are confirmed, pending and waitlisted. If you sell more than one ticket type, Ticket types shows how many places each type has taken.
Guest statuses
Section titled “Guest statuses”| Status | Meaning |
|---|---|
| Going | Confirmed. Has a ticket. |
| Pending | Asked to join an event that needs approval. Waiting for you. |
| Payment pending | Started checkout for a paid ticket and hasn’t finished paying yet. |
| Waitlisted | On the waiting list. |
| Offered | Offered a place from the waitlist. Has 24 hours to accept. |
| Invited | You invited them and they haven’t registered yet. |
| Declined | Declined, or their request was declined. |
Approve or decline requests
Section titled “Approve or decline requests”If your event needs approval, pending guests have Approve and Decline buttons in the guest list. Approved guests at a free event are in straight away. At a paid event they’re asked to complete checkout. Guests are notified either way.
You can turn approval on or off at any time with Edit Event.
Invite people
Section titled “Invite people”- Choose Invite Guests.
- Under People to invite, search by profile name or username and select people.
- Choose Send invites.
Invited people get a notification and an email. For an Invite-only event, only invited people can register.
To invite a whole group, choose Invite this group on the event page. You’ll see how many people will get an invitation before you confirm. Anyone already invited or coming is left as they are.
To withdraw an invitation, find the guest and choose Cancel invite.
Waitlist
Section titled “Waitlist”When your event is full and the waiting list is on, new people join the waitlist. When a guest cancels, GatherEasy automatically offers the place to the next person on the waitlist. You can also choose Promote next to offer a place yourself, for example after raising the capacity.
An offer lasts 24 hours. If it isn’t accepted, it moves on to the next person.
Remove a guest
Section titled “Remove a guest”Choose Remove next to the guest and confirm with Remove guest. If they paid, their ticket is refunded in full. You cover the Stripe processing fee, which Stripe doesn’t return. If your Stripe balance is too low, the refund waits until you add funds.
The full guest list
Section titled “The full guest list”Choose Guest List or Open Full Table for every guest. You can:
- Search guests by name or email,
- filter by Status or Checked in,
- see each guest’s Registration answers.
Export a CSV
Section titled “Export a CSV”Choose the download button on the guest list, or Export CSV in the full table, to download your guests as a spreadsheet. Use it for name badges, seating plans or your own records.
Refund requests
Section titled “Refund requests”When a guest cancels a paid ticket, they ask you for a refund. Requests appear at the top of the Guests tab under Refund requests. For each one you can:
- Refund in full,
- Refund part of it: enter the amount to refund, then Send this refund,
- Decline: this is final, and the guest can’t ask again.
The guest’s place has already gone back to the event, or to the waitlist, whatever you decide. Stripe keeps its processing fee on every refund, so it comes out of your proceeds. Write your refund policy in your group’s Payment tab so guests know what to expect. See Sell tickets.