This guide is for you as an admin working on a guest list, and for anyone who owns a guest list. You add the guests, give them their products and send the tickets. The list itself and its products are created by an admin. See Opret en gæsteliste.
Find the list
As an admin: go to Guest lists > Guest lists and click the list's name or Assign guests.
Members who own the list log in and go to Guest lists in the menu. They only see their own lists.
External owners open the list from the link in their email. See "What an external owner sees" at the bottom.
At the top of the page you see the list's name, the number of guests and a box per product, for example "Backstage 3 / 5". This means 3 of the list's 5 Backstage have been handed out.
Add guests one at a time
Click Add guest, or go to the empty row at the bottom of the table.
Enter the guest's Name and Email.
Choose one or more Products. The list only shows products that have some left.
Choose the guest's Language. The ticket and email will be in that language.
Click Create Guest.
The guest now shows as Not sent. The ticket is not sent automatically. See "Send tickets" below.
Every guest needs at least one access item (for example a wristband) and at most one of each access item. You can use the same email address for several guests.
Import guests from Excel or CSV
If you have a lot of guests, you can import them from a file.
Click Import guests.
Choose the file. It must be Excel (.xls, .xlsx) or CSV with headers on the first row. Click Download example file to see an example.
Click Import.
The file needs these columns, with these English headers:
Name (required): the full name of the guest
Email (required): where the ticket is sent
Tickets (required): the product names (or ids), exactly as they appear on the list, separated by commas
Language (optional): the language code, for example
daoren. If it is empty, the event's primary language is used.Comment (optional): an internal note, shown on the guest row
Tip: A misspelt product name doesn't cause an error. The guest is simply created without that product, so check the guests' products afterwards. Write the names in the language you use in Crewstack yourself.
The import runs in the background and you can safely leave the page. You get an email when it is done, listing any rows that failed.
Note: The whole file is rejected if it has a column Crewstack doesn't know (for example "Navn" instead of Name), if a required column is missing, or if the file uses more of a product than the list has left. Single rows with errors, such as an invalid email address or an unknown language, are skipped and the rest are imported.
Note: If you import the same file twice, you get every guest twice and the products are used twice. Crewstack doesn't check for duplicates.
Owners who aren't admins can only import if Allow guest list owners with direct link to import from Excel is switched on (requires a super admin) under Settings > General settings > Guest lists.
Note: External owners who are signed in with a direct link need to send the file to an admin, who imports it for them.
Import guests disappears when the list has no products left.
Send tickets
Tick the guests who should get their ticket. The tick box in the header selects everyone.
Click Send tickets in the bar at the bottom.
Choose where the tickets go:
Send to the guests own email: each guest gets their own ticket.
Send to another email: all the selected tickets are collected in one email to one recipient, such as a tour manager. Enter the email and name (the owner's are filled in already) and Select email language.
Click Send tickets.
The guests then show as Ticket sent (on lists with a price, unpaid guests still show as Awaiting payment), and the table shows when the ticket was sent. You can send again if a guest didn't get the email.
Payment
If the list has a price, it shows as Ticket price at the top, and guests show as Awaiting payment until the ticket is paid. An unpaid ticket doesn't work in the scanner. You have two options:
Pay yourself: select the guests, click Pay tickets and pay the Total cost by card.
Let the guest pay: send the tickets as usual. The guest is asked to pay before they can download the ticket.
You can also pay for a single guest under Actions > Pay and show ticket.
Edit and remove guests
Comment: click the speech bubble next to the guest's name to write an internal note.
Remove a guest: choose Actions > Delete Guest. The guest's ticket stops working and the products become available again.
Change name, email, language or products: Actions > Edit Guest is only shown to admins and guest list admins. If you are the owner, you can delete the guest and create them again. The ticket then has to be sent again.
Status and check-in
The filters above the table show guests by status:
All: every guest on the list.
Not sent: the guest has been created, but the ticket hasn't been sent.
Ticket sent: the ticket has been sent.
Awaiting payment: the ticket hasn't been paid (only on lists with a price).
Checked in: the guest has been scanned at the entrance. Hover over the status to see the time.
A row can also show Ticket problem if the ticket is invalid. Hover over the status to see why. The guest is counted under the Not sent filter.
Use Search guests to find a guest by name or email.
Admins and guest list admins can also check guests in from here: select the guests and click Check-in guests, or use Actions > Check-in on a single guest. A mistaken check-in is removed with Actions > Remove check-in. At the entrance you would normally use the scanner. See Scanner / Scanning af billetter.
Tip: Admins can search guests across all lists under Guest lists > Guests.
What an external owner sees
An external owner opens the list from the link in the email and doesn't have to log in. The page shows the organizer's logo, the event's name and the label Signed in with access link, but no menu. If the person owns several lists, they switch between them by clicking the list's name. Otherwise they can do the same as an internal owner: add and delete guests, send tickets and pay.
If the owner has lost the link, an admin can send it again. See Opret en gæsteliste.
Pitfalls
"There are no more available tickets": all the list's products have been handed out. An admin can give the list more products if the product's overall budget allows it. Owners ask an admin to do this.
"You've added more tickets than available on the guest list.": a product that has run out was chosen. Choose another or give the list more.
"You must assign at least one access item to a guest.": choose at least one access item for the guest.
"You need to create a ticket template before you can create any guests": there is no ticket template in the guest's language. Choose another language or get a super admin to create the template.
The same email for several guests: this is allowed, but with Send to the guests own email the address gets one email per guest. If one person wants all the tickets together, use Send to another email.