Introduction / Overview
This guide explains how to move guests between events or ticket types using Guest Management.
This is a major time-saving bonus and provides a more seamless experience for guests. You can now handle common scenarios more efficiently:
Upgrading or changing ticket types for groups of guests
Reassigning guests when team members change
Moving guests to alternative dates. ticket types or events without needing to re-register
Prerequisites:
Only Full Admins and Guest Admins have access to this functionality.
Ensure you are familiar with the Guest Management area.
Activation & Set-Up
Step 1: Open Guest Management
From the left-hand admin menu, select Guest Management. This opens the interface where you can view, edit, and manage guest records across events.
Step 2: Select the Event
Use the event selector in the top left corner to choose the event containing the guests you want to move.
Step 3: Choose the Guests to Move
In the guest list, select the guests you wish to transfer by using the box next to their name. You can filter by guest status for easy management.
Steps / How-To
Scenario 1: Change ticket type for guests (Same event)
Choose ‘Move/Copy Guests’ Action
Select 'Move within same event' under 'Action type'.
Select the ticket type you would like to move these guests to under 'Ticket type'.
Then select whether you would like to move them to an already approved request by clicking 'Select request' under 'Approved requests with allocation remaining' or create a new approved request by using selecting this option in the dropdown.
When creating a new request select which group allocation these tickets should be taken from (e.g. Sales, Administrators)
Then select the user this new request should be created under.
The business objective for this request will be recorded as Unknown.
Below 'Move with status' select either:
Not Yet Invited
Registered
Admin Approved
Confirmation
Review the summary of changes and click 'Move guests' to finalise the move.
You will then see a confirmation modal, where you can choose whether to notify the guest by email that their registration has changed.
A note will be added to the guest admin note detailing this move.
If a new request is created, the receiving user receives an approval email.
Scenario 2: Move guests to a different event
Select Destination Event and User
Select 'Move to different event' under Action type.
Choose the new event, ticket type and approved request.
A new approved request can be made for a user instead by selecting 'Create new approved request' in 'Approved requests with allocation remaining'.
When creating a new request select which group allocation these tickets should be taken from (e.g. Sales, Administrators)
Then select the user this new request should be created under.
Below 'Move with status' select either:
Not Yet Invited
Registered
Admin Approved
Confirm and Review
Review the summary of changes and click 'Move guests' to finalise the move.
A note will be added to the page for a request detailing this move.
If a new request is created, the receiving user receives an approval email.
Moving guests when fields do not match
When moving a guest to a new ticket type or event that doesn’t support a guests existing data fields, you may lose some of the guest registration data, so it's very important that you review the data fields before you proceed.
To avoid losing data, edit the guest fields on the destination event (to which guests are being moved to) and ensure all fields here are active on the source event.
If moving guest(s) and fields don't match, a data loss warning modal will appear:
“The destination event has fewer custom fields than the source event. Some data may be lost during the move process.”
A list of fields will be provided for the source and destination, as well as information on which data fields will be lost in the move.
Admins must confirm before continuing.
Email notifications to guests
When transferring guests, admins will be prompted to notify guests of changes. Notifications are customised based on scenario:
If ticket type or user was changed:
Send a summary email showing event name, date and new ticket type.If moved to a new event and status is “Not Yet Invited”:
No notification is required (guests will receive an invite later).If moved to a new event and status is “Registered” or “Admin Approved”:
Admins can choose to:Send a new registration email (with preview/edit option), or
Send a change notification email.
If guests have no PDF etickets assigned, an additional modal will appear asking:
“Would you like to notify the N guests by email that their registration has changed?”
With a list of guests that this email will be sent to.
Default email template (can be customised in Company Settings - Emails tab under 'Notifications to guests of move/changes')
Subject: Your registration has changed for ${eventname} on ${eventdate}
Body:
Hi ${firstname},
Please note that your registration has been updated for ${eventname} at ${venuename}.
| Date | ${eventdate} |
| Start Time | ${eventstarttime} |
| Ticket/Package | ${tickettype} |
You can visit our site to [${guestportallink}|manage or cancel your registration].
Kind regards,
The ${accountname} Hospitality Team
Guests with existing PDF etickets
This section only applies to customers who have the PDF etickets add-on module enabled.
If guests have already been sent PDF etickets for their previous ticket type:
Warning Modal
The site warns when attempting to a move a guest:
“The selected guests have previously been sent etickets for [previous ticket type]. You may need to communicate with the guests to ensure etickets can be reallocated.”
A list of guests who have already been assigned an eticket will be displayed.
Options: Proceed with move or Cancel.
Guest Move Notifications
A modal appears:
“To avoid multiple emails to these guests, you may wish to just assign and send new etickets, rather than sending a change of registration email too. If you email the change notification, you will then need to go to the etickets tab separately to assign and send etickets. How would you like to proceed?”
Options:
Email change notification
Go to eticket assignment
Removing Old Ticket Assignment
When guests are moved, any old eticket assignments (status Assigned or Sent) are removed.
A guest note is appended automatically, e.g. “Previously assigned eticket [filename].”
Managing travel package inventory
This section only applies to customers who have the Travel Package Management add-on module enabled.
If guests have assigned travel package inventory items (such as flights, hotels, transfers & activities) that are not available for the new ticket type:
The site will display a warning:
“Guests must be unassigned from their current inventory before being moved.”
- Moves are blocked until inventory is available or unassigned.
- Inventory assignments are not automatically cancelled by design, as administrators will need to make these decisions individually.
- To unassign travel package inventory, visit the Package Inventory tab in Guest Management, locate the inventory and disassociate the guest.
FAQs
Q: Who can move or copy guests?
A: Only Full Admins and Guest Admins can perform guest moves or copies.
Q: What happens to previous etickets when guests are moved?
A: Previous PDF etickets are unassigned, logged, and must be reissued for the new ticket type.
Q: Can guests be notified automatically after being moved?
A: Yes, admins are prompted to send change or registration emails depending on the context.
Summary
You’ve now learned how to move or copy guests between ticket types, users, and events using Guest Management.
This process ensures flexible guest handling while maintaining data integrity, accurate logging and proper notification workflows across your events.
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