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Exporting and Closing the Guestlist

Saving, exporting and closing your guestlist

Updated over a month ago

Once you've added all your guests or it's time to finalize the list before showtime, you can close and export the guest list with just a few clicks. This helps prevent last-minute edits and ensures the venue or box office receives a clean, printable version.

Step-by-Step: Close and Export a Guest List

  1. Open the Guestlist on the Event Detail page.

    You can either click the Guestlist tab in the left column or scroll down to the guestlist block.

  2. Click the three-dot menu next to the guestlist title.

  3. Choose Your Export Option:

    • Select Download and close guestlist to save a PDF to your computer.

    • Or choose Email and close guestlist to send it directly to recipients.

  4. Complete the Export Form

    • Add an optional note to include on the guestlist PDF.

    • For email: fill out the subject line, message, and choose Members and/or external recipients (eg: The box office).

  5. Confirm and Send/Download

    • Click to send the email or download the file.

    • The guest list will automatically be marked as closed. No further edits can be made.

When using email, select individual members or categories.

Use the external recipients for sending to not band connected persons.

What does the Guestlist look like?

  • The exported guestlist PDF includes:

    • Event date and title

    • Alphabetical list of guests

    • Number of tickets and passes

    • Total counts at the bottom

    • Intro message (if provided)

    • Timestamp showing when the list was printed/exported at the bottom

    • Checkbox next to each guest (for use at the box office)

If you choose to download the PDF and nothing happens, check your browser's pop-up blocker settings. Some browsers may prevent downloads from opening in a new tab or window.

Re-Opening a Closed Guest List

If you need to make changes after closing the list:

  • Click Edit on the Guestlist using the 3 dots in the left pane or the 3 dots on the right next to the title

  • Toggle the list to re-open

  • Save your changes and proceed as needed

Optional: Close Without Exporting

You can also close the guest list manually without sending or downloading:

  • Click Edit

  • Use the close toggle and hit Save

This is useful if you simply want to lock the list without generating a PDF yet.

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