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Guests, approvals, and invite links

Guests, approvals, and invite links

Manage the guest list — approve or decline registrations, add guests from CRM, and share invite links you control.

Reviewed OperatorVertiqa 1.67+

An event's Guests and Communications tabs are where the guest list gets built and worked.

Guest states

Each guest is in one state: Invited, Pending approval, Waitlisted, Approved, Declined, Attended, or No-show. The quick filters (All, Pending approval, Approved, Waitlisted, Declined) slice the list, and the tab header counts guests awaiting approval so you never miss them.

Approving registrations

When the event requires host approval, new registrations arrive as Pending approval. Select one or more rows and use Approve or Decline — bulk actions apply to the whole selection at once. On a capped event, guests past capacity land as Waitlisted; when an approved guest cancels, the next waitlisted guest is promoted automatically.

Adding guests yourself

Add guest adds people directly from your CRM contacts. They land on the list right away — this does not send anything to the guest, so tell them however you normally would. If the event is at capacity, a host-added guest is waitlisted.

Need the list elsewhere? Export CSV downloads it (name, email, status, source, registered time).

For invite-only events (and extra reach on public ones), mint invite links on the Communications tab. Two kinds:

  • Anyone with the link — a shareable link anyone can register through.
  • One specific contact — bound to a contact; only their email address can register with it.

Links can carry a max use count and an expiration, and can be revoked at any time — revocation takes effect on the very next attempt. Every link is yours to distribute: you copy and share it yourself; Vertiqa never sends it on your behalf.

What your guests experience

  • A published public event page at /event/{slug} shows the details, remaining spots, and a Register form (name, email, and your custom questions). Calendar links (.ics and Google Calendar) are available right on the page.
  • The message right after registering matches reality: confirmed for open events, pending host approval when you review registrations, or waitlisted when the event is full. Each guest also gets a personal confirmation page with that live status, calendar links, a check-in QR code, and a Cancel my RSVP button.
  • Invite-only event pages are never search-indexed and never reveal the guest list.