Guest List

The Guest List module manages complimentary and donation-based guest tickets. You define ticket types, allocate quantities to teams, teams add their guests, you approve the tickets, and guests receive a barcode pass by email (and optionally SMS) to present at the door.

Key concepts

Tickets move through five statuses: Pending → Approved / Rejected → Collected, plus Revoked for withdrawn tickets.

Setting up

1. Create ticket types

Guest List → Ticket Types → New Ticket Type:

• Ticket details — name and description.
• Capacity and message — Maximum Quantity and the Ticket Email Template sent on approval (or Do Not Send Email).
• Donation and barcode — toggle Required Donation and set the Donation Amount, Currency (GBP/EUR/USD), and Donation Email Template. Optionally set a Barcode Prefix.
• Approval options — Auto Approve (skip the approvals queue) and Send SMS (Pro — SMS notifications are billed per send).

From the ticket type list you can also download the barcode bank and revoked barcodes.

Donations need Stripe. If any ticket type requires a donation, connect your Stripe account first — the “Guest list setup needs attention” banner with Connect Stripe will guide you.

2. Allocate tickets to teams

Guest List → Allocations → Add Allocation (or Bulk Add):

• Choose the Team, Ticket Type, and Allocation Quantity, plus optional notes.
• Toggle Require Donation for This Allocation to control whether this team’s use of the ticket type requires the donation. The amount and currency always come from the ticket type itself.

The table tracks quantity Used against each allocation.

Adding guests

Guests are primarily added through the Team Portal. Team contacts open their Guest List panel and press Add Guest: first name, last name, optional email/phone/notes, then a quantity grid showing each ticket type and how many remain in their allocation. They can edit a guest’s tickets later with Edit Guest Tickets.

On the admin side, operators manage existing guests from Overview (open a guest to edit details or add tickets with Add Ticket) and Search.

Approvals

Tickets that aren’t auto-approved appear in Guest List → Approvals:

• Approve or reject per row, or select multiple and use Approve Selected / Reject Selected.
• On approval the guest receives their ticket email (and SMS if enabled) with their pass link — or the donation email if a donation is required.

Donations

For donation-required tickets:

1. After approval the guest receives a donation email linking to Stripe Checkout.
2. Once paid, the barcode is issued automatically and the ticket becomes collectable.
3. Payment status shows as Not Required, Pending, Paid, Manually Paid, or Failed.
4. Until payment settles, the ticket shows a disabled Awaiting Donation state and can’t be collected.
5. If someone pays another way (cash, invoice), an operator can use Mark paid manually on the guest’s ticket.

The guest’s ticket

Approved (and paid, where required) guests get a public pass page — branded AccredTix Guest Pass — showing the event date, location, guest name, and an Entry barcode with QR code. The page shows Ready until the ticket is collected, then Used with a warning that it should not be accepted again.

Tickets are bearer passes: whoever presents the barcode gets in, so guests should treat the link like a ticket. Operators can use Resend tickets from the guest’s page if a link is lost.

Check-in

On the door, open Guest List → Search — “Search by name, email, team, or barcode” — or scan the barcode directly into the search box. Open the guest and press Collect on their ticket. The ticket becomes Collected with a timestamp, and the public pass flips to Used.

(Scanning integrations can also check tickets in via the API.)

Managing guests

From a guest’s detail page you can:

• Edit their Guest Info (name, email, phone, team).
• Add Ticket, approve/reject, Collect, Mark paid manually, or Revoke individual tickets.
• Resend tickets.
• Delete Guest & All Tickets (danger zone).

Reporting

• Overview — all guests with summary cards for the five ticket statuses.
• Full Report — every ticket with guest details, team, ticket type, status, donation and payment details, barcode, order ID, and collected time. Exportable.

Settings

Guest List → Settings chooses which Info Page each group sees in the team portal’s Guest List section (default: Guestlist Information). Edit the page content itself under Settings → Pages.

Quick reference — who does what