The digital guest list

Cloud-based and automated guest management

The digital guest list is the linchpin of an event. Whether it's customer loyalty, image management, acquisition or networking event: every event has different goals, but all events bring together a target group. And there it is: neatly listed, filterable according to various criteria and flexible segmentation. In the digital guest list, the target group and buyer persona become the real people who are to be reached with a planned event.

Open and closed guest lists

As soon as an event is planned for which guests should register in advance, it is essential to set up a digital guest list. First, a distinction is made between an open and a closed application. Registration is open if the digital guest list does not yet include any participants in advance. It is particularly suitable for events that are publicly communicated. The digital guest list is created here on the basis of registrations. When it is clear in advance who will be invited to the event, this is known as a closed registration. Here, an invitation list is stored in the system and then dynamically managed based on the feedback. The guest data is quickly and easily imported into the system from an Excel or CSV file, manual additions are possible at any time and duplicate filters prevent unnecessary amounts of data. Depending on their response, the people on the digital guest list are then given a new status as soon as they accept the invitation.

Always up to date

In a digital guest list, contacts are therefore managed dynamically and partly automatically. This is where all participant-related information is collected, and all registrations and cancellations are recorded. The big advantage over proven Excel lists is the cloud-based storage of guest data. In this way, the digital guest list can be edited from different devices at any time and the current data set is available each time. In particular, this simplifies teamwork. Thanks to a changelog function, all changes to the digital guest list can be traced at the same time and, in addition, team members can be assigned appropriate editing permissions for their tasks. ‍

Quotas and filters

‍The digital guest list also manages quotas and waiting lists and groups participants into groups of participants so that specific information can be passed on to the corresponding guest groups. In order to structure the digital guest list in a meaningful way, data fields and tags set up, which assign specific information to each individual guest. This allows you to filter quickly and easily and conveys group-related, personalized content individually. ‍

The digital guest list in the Check In app

During the event, the digital guest list will be sent via Check In App constantly updated. Guests are checked in using the QR codes on their tickets. In the digital guest list, their status is immediately changed. In this way, the digital guest list always shows which guests have already been checked in and who is still missing. If notifications have been created for a guest, these are displayed in the app when they check in and the admissions staff can act accordingly. Qualified VIP or speaker management is thus convenient and effective.