Enabling guests to invite additional guests

Managing Additional Guest Registration and Workflows

Additional guests (often referred to as plus ones) can be invited and registered for events in multiple ways. This guide explains how additional guest workflows and registration processes work, ensuring you can configure them effectively for your events.

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Additional Guest Workflows

The additional guest workflow defines how additional guests are managed within an event. This setting is found under the Guest Fields tab when editing an event. There are three possible configurations:

1. Not Enabled

If this option is selected, additional guests cannot be added to guest lists for this event.

2. Request Owners Allocate Additional Guests

With this setting, users who own ticket requests will be able to allocate additional guest places at their discretion. When adding guests to a request, a link labeled Add Additional Guest will appear, allowing request owners to specify how many additional guests can be added per primary guest.

• No additional guest fields need to be enabled for this workflow.

• This setup provides flexibility by allowing event managers to determine which guests can bring additional attendees.

3. Additional Guest Fields Offered to All Guests

This option allows all guests who are invited to also invite additional guests as part of their registration.

• To use this option, Additional Guest fields must be created at the company level (Settings > Lists > Guest Registration Information) and then applied to specific events under Edit Event > Guest Fields.

• Once enabled, each guest will be presented with fields to enter their additional guests' details during registration.

• If multiple additional guests need to be invited, multiple additional guest fields should be created (e.g., Additional Guest 1, Additional Guest 2).

Enabling Additional Guest Fields at Event Level

Once additional guest fields have been configured at the company level, they can be added to specific events via Edit Event > Guest Fields tab. For each additional guest field added, three fields will be displayed on the form:

• First name

• Last name (Family name)

• Email address

When adding an additional guest, all fields will become mandatory once at least one of them contains data. It is possible to make the additional guest field optional (by not selecting the Mandatory checkbox), in which case the primary guest can leave the fields blank and no additional guest will be invited.

TIP: We recommend explaining your additional guest policy clearly in the Registration Guest Page Content that is displayed above the registration form.

Note: Additional guest fields will only appear when this workflow is selected.

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Additional Guest Registration Options

Once the additional guest workflow is enabled, the next step is defining how additional guests will be registered. This setting is also found under the Guest Fields tab. The available options are:

1. Auto Register

With this option:

• Additional guests are automatically registered when the primary guest completes their registration.

• Each additional guest receives a confirmation email based on the Additional Guest Auto Registration template.

• Custom fields for additional guests cannot be collected in this workflow.

This setting is useful when detailed additional guest information is not required.

2. Invite to Register

With this option:

• Additional guests receive a separate invitation email when the primary guest completes their registration.

• Each additional guest must complete their own registration form before being confirmed.

• This ensures that event organisers collect complete details from each additional guest.

This setting is recommended when specific guest information (e.g., dietary requirements, accessibility needs) must be captured for each attendee.

3. Primary Guest Completes

With this option:

• The primary guest enters all registration details for their additional guests immediately after completing their own registration.

• This ensures all required information is captured without needing the additional guests to register separately.

• Each guest, including the primary guest, will receive a confirmation email based on the Guest Invitation Accepted template.

This setting is ideal when primary guests are expected to know and provide details for their additional guests.

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Managing Additional Guests

• Each additional guest has an individual guest record, managed via Guest Management.

• Additional guests are linked to their primary guest via an Admin Notes field, indicating who invited them.

• Guest data can be exported via Guest Management and included in reports such as Guests by Event.

Handling Cancellations and Declines

• If a primary guest declines their invitation, all associated additional guests will also be declined.

• If a primary guest cancels before their additional guests have registered, those additional guest places will also be cancelled.

• If a primary guest cancels after their additional guests have already registered, the additional guests will remain registered. Event organisers will need to manually manage these cases.

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Default Additional Guest Settings

System administrators can configure default additional guest settings for all new events via Settings > Preferences > Guest Management Settings, under the Additional Guest Default Settings section. These defaults include:

• Default Additional Guest Workflow

• Default Additional Guest Registration

These settings can be overridden for specific events as needed.

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Summary of Key Features

Setting	Description
Additional Guest Workflows	Controls how additional guests are managed at events.
Not Enabled	Additional guests cannot be added.
Request Owners Allocate Additional Guests	Request owners decide who can bring guests.
Additional Guest Fields Offered to All Guests	All guests are given the option to bring additional guests.
Additional Guest Registration	Defines how additional guests complete their registration.
Auto Register	Additional guests are automatically confirmed upon primary guest registration.
Invite to Register	Additional guests receive invitations and complete their own registrations.
Primary Guest Completes	The primary guest fills out details for their additional guests.

By configuring these settings effectively, you can ensure that additional guest invitations and registrations are managed smoothly while capturing the necessary data for event planning.