Guest Experience

Guest List

Replaces paper lists, group chats, and "I already sent it" texts with a structured digital guest list system. Promoters submit names through branded portals. Door staff check in guests with real-time search and ID scan. Capacity updates across every entry point within one second. A promoter submits 50 names in under 2 minutes. Door check-in takes under 3 seconds.

Submissions

Promoter portals and list management

Every promoter gets their own branded submission portal with a unique link. They submit names from their phone without calling, texting, or emailing anyone. Everything is timestamped, attributed, and tracked. The days of screenshots in group chats are over.

Branded promoter portals
Each promoter gets a unique branded link tied to their profile. Their name, the venue's branding, and a clean submission form. Guests submitted through this link are automatically attributed to that promoter for commission tracking. No ambiguity about who brought whom.
Bulk upload
Agencies and hosts submitting large lists can drop a CSV or Excel file and import 50, 100, or 500 names in seconds. The system parses names, phone numbers, and emails, then runs deduplication automatically before adding them to the list.
Intelligent deduplication
When two promoters submit the same guest, the system catches it. Matching on name, phone, and email with fuzzy logic that handles variations — "Mike" vs. "Michael," different phone formats, nickname variations. Duplicates are flagged and resolved before doors open, not at the rope.
Cutoff management
Set submission deadlines per event with automatic portal lockout. When the deadline hits, the portal closes. Late additions require management override with full audit trail. No more promoters adding names at 11:45 PM and claiming "they were always on the list."
Guest tagging
Tag guests as VIP, industry, media, artist guest, comp, or any custom category you define. Tags are visible to door staff at the moment of check-in so they know exactly how to treat each arrival. Tags carry across events and feed into the unified guest profile.
Maximum list sizes per promoter
Cap each promoter's list at a configurable maximum. Top-performing promoters earn larger allocations. New promoters start with a smaller cap. The system enforces limits automatically — no manual counting, no arguments.
At The Door

Real-time check-in and door operations

The line moves fast because the technology moves faster. Fuzzy name search finds any guest in under 3 seconds. ID scan verifies age and cross-references the deny list simultaneously. Every check-in updates capacity across every door in real time via WebSocket. No walkie-talkies, no hand-clickers, no guessing.

Fuzzy name search
Door staff type the first few letters and the system returns matches instantly with intelligent fuzzy matching. Handles misspellings, nicknames, and phonetic variations. "Jon" finds "Jonathan." "Kris" finds "Christine." The line never stops because someone can't spell their guest's name.
ID scan integration
Integrated with Patronscan and IDScan for age verification and identity matching. Scan the ID, verify age, match the name to the guest list, and check the deny list — all in one motion. The result appears on screen before the door host looks up from the scanner.
One-tap check-in
Find the guest, tap to check in. The entry is logged with door ID, staff ID, timestamp, and method (name search or ID scan). Party size is recorded. The guest's promoter gets an arrival notification automatically. One tap, five data points captured.
Deny list enforcement
Flagged individuals trigger a visible, non-bypassable alert on the check-in screen with the person's name, photo, reason for denial, and instructions to alert management. Shared across all venue locations. No quiet overrides — a deny list match requires documented resolution.
Walk-in management
Not everyone is on the list. Door staff add walk-ins to the system in real time with source attribution — walk-in, referral, VIP host request. Walk-in data feeds the CRM just like list guests, so you capture every person who enters the building.
Multi-door sync
Large venues with multiple entry points share a single synchronized guest list. A guest checked in at the main entrance is instantly marked across all doors — no walkthrough duplicates, no conflicting headcounts. Every door station sees the same real-time truth within a 1-second sync window.
Real-Time Intelligence

Capacity tracking and arrival analytics

Know exactly how many people are inside at every moment. Compare real-time arrivals against expected guest counts by hour. See which promoters are delivering and which are padding lists. Data that used to take days to compile is live on every screen in the building.

Live capacity tracking
Real-time headcount across every entry point, updated via WebSocket on every check-in. Fire marshal capacity, VIP area limits, patio counts, and total venue count — all live, all accurate, all visible to anyone who needs it. No more hand-clickers that drift by 50 after midnight.
Arrival rate vs. projections
The Ops Manager sees real-time check-in rate compared to expected arrivals by hour. Tracking ahead of projections? You might need to open a second door. Behind? Time to text the promoters. Actionable data in the moment, not in tomorrow's debrief.
Promoter performance tracking
Each promoter's submission count vs. actual arrivals, visible in real time. Promoters can see which of their guests have arrived and their running arrival count. They follow up with no-shows themselves. Management sees conversion rates across the entire promoter roster.
Arrival notifications
Automatic push notification to the submitting promoter or VIP host when their guest checks in at the door. Real-time confirmation that their people showed up. No follow-up texts, no "did they make it?" calls. The system handles it.
Historical guest list data
Every guest list submission feeds the Guest CRM for future marketing segmentation. Who came to the Halloween party last year? Who has been on the guest list three times but never made a reservation? The data is there, and it is actionable.
Pre-doors demand forecasting
Before doors open, the GM sees total guest list count by promoter. Combined with ticket sales and reservation count, this gives a clear demand forecast for the night — staffing decisions, bar prep, and security levels set from real data, not gut feel.
Built For Every Role

How each persona uses Guest List

The guest list touches promoters, door staff, hosts, and management. Every persona gets a purpose-built view — submit, scan, monitor, or analyze.

The Promoter
Submit guest names via a personal link or the mobile app without calling anyone. Guests are on the list instantly with full attribution. See which guests have arrived and track running arrival count in real time. Follow up with no-shows. Build a track record backed by data.
The Door Staff
Search and check in a guest by name in under 3 seconds. The line moves fast. ID scan handles age verification and deny list matching simultaneously. Tags show VIP status, special notes, and party size. One tap to confirm.
The GM
See total guest list count by promoter before doors open. Forecast demand, adjust staffing, and set expectations with real numbers. After the night, review promoter conversion rates and make data-driven decisions about who stays on the roster.
The VIP Host
Add personal clients to a VIP list with notes for the door team. "Birthday celebration, treat them well." "Regular, knows the owner, skip the line." Notes appear on the check-in screen the moment the host's guest is located in the system.
The Ops Manager
View real-time check-in rate vs. expected arrivals by hour. Know if the night is tracking ahead or behind projections. Adjust door flow, open additional entry points, or pull security coverage based on live data, not instinct.
Connected Platform

Integration points

Every guest check-in ripples through the platform — updating capacity counts, triggering commission calculations, enriching guest profiles, and feeding the analytics engine. The guest list is not a standalone tool. It is wired into every module that cares about who walked through the door.

Commission Engine
Guest arrivals trigger promoter commission calculations automatically. When a promoter's guest checks in, the commission engine logs the arrival and applies the promoter's commission structure. No manual counting at the end of the night.
Capacity Module
Every check-in decrements available capacity in real time. The capacity dashboard reflects the actual number of people inside the venue at any moment, updated within 1 second across all door stations.
Guest CRM
Check-in data enriches guest profiles automatically. Visit history, promoter attribution, tags, and attendance frequency all build over time. A guest who has been on the list five times has a profile that reflects it.
Notification Service
Arrival alerts fire to promoters and VIP hosts via push notification the moment their guest checks in. Configurable per venue — some want every arrival notified, others only VIP tags.
ID Scan Integration
Patronscan and IDScan integration for age verification and deny list matching. One scan verifies identity, confirms age, checks the deny list, and matches the guest to their list entry. Four operations in one motion.
Under the Hood

Core data entities

Four core entities power the guest list system. Every record is tenant-scoped, every check-in is logged immutably, and every state change fires through the event bus to connected modules.

GuestListEntry
Guest name, phone, email, promoter, event, party size, tags, status (pending, checked in, no-show), check-in timestamp, and checked-in-by staff ID. The atomic unit of the guest list — one row per guest per event.
Promoter
Name, email, phone, unique submission link, commission structure, and active status. Each promoter is a first-class entity with their own portal, their own performance history, and their own commission rules.
DenyListEntry
Name, photo URL, reason for denial, added-by staff ID, and active status. Shared across all venue locations. When a deny list match occurs at check-in, the entry details display immediately on the door staff's screen.
CheckInEvent
Links the guest list entry to the door, staff member, timestamp, and check-in method (name search or ID scan). An immutable audit record of every person who entered through every door on every night.
Get Started

The group chat is not a guest list system.

See how digital guest list management replaces the chaos with a structured, trackable, real-time system. Every name attributed, every check-in logged, every door in sync.

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