Why You Should Use Guestlist Software at Your Event

Organizing an event can be a demanding process, where every detail has its place. One of the key tasks is managing the guest list and making sure that all the information is recorded correctly. Managing a guest list manually can be time-consuming, and it is easy for an organizer to get lost in the list. Fortunately, there is a solution that can help organizers improve and simplify this process - guestlist software.

In this article we will look at the reasons why organizers should use guestlist software at their events and how this software can help them with organizing and managing their guests.

Inviton Guestlist software is a self-service tool. To set up an event, all you need to do is add some basic information, such as the name, category, venue, event capacity, and the start and end date and time.

Coordinating guestlists from various sources

If you want to reduce the time spent on administrative work when sharing and coordinating guest lists from your various event partners, in Inviton Guestlist software you can create an individual guestlist for each partner, with limits on the number of guests at the event, which they can manage themselves via the web without needing to register in the system. You can then view these lists individually or as a complete list of attendees.

A partner has access to the information for the guest lists assigned to them at the events, and they can add, edit and remove guests from the lists they are assigned to. They can change attendees' names up until the moment the attendee arrives at the event and registers. After that, this attendee can no longer be deleted or edited. For each guestlist, a duplicate-name check can be enabled to prevent the same person from being added to the list multiple times, thereby avoiding unwanted duplicates that could otherwise needlessly reduce the event's capacity.

Data import

Importing a list of attendees into the Guestlist software is a quick and easy process. Simply select a file with your data in any format, map the individual columns from Excel to the correct fields (first name, last name, company, ticket type, etc.) and the software loads them in automatically. This creates a new guest list that can then be edited and processed further. Importing a list allows users to save time and minimize the risk of errors caused by manually entering data.

Access control

When controlling access to your event, you have several options available. The registration confirmation that attendees receive contains a QR code that enables quick and trouble-free entry to the event. Another option is to look up the attendee's name in the list on a tablet in the Inviton Promoter app and then check them off as present at the event. If an unexpected guest shows up on site, only those with permission can add them. During access control, it is also possible to add or edit notes related to a given guest.

Offline mode

If the internet goes down, the individual devices can also work in offline mode using their own internal database. When the connection is restored, the individual devices synchronize and update all their data.

Statistics and reports

You can check the event's statistics at any time, including how many people have registered and from which lists. You can also download attendees' registration times with timestamps.

Who is Inviton Guestlist software for?

Inviton is intended for everyone who needs to efficiently manage guest lists, record their arrival and track attendance. It can be used for any type of event, such as festivals, parties, exhibitions, seminars, workshops, conferences, concerts and more. In addition, Inviton is also used to manage specific parts of an event, for example entry to VIP zones.