Team Member Guest List System Overview
The guest list system lets you delegate guest management to your team members. Admins allocate guest slots by tag, team members build and send guest list forms to contacts, and contacts submit their guest names — creating attendees automatically with QR code invitations.
Key Roles
Three roles interact with the guest list system.
Admin - the account owner who creates events, assigns team members, and allocates guest slots per tag
Team member - a person assigned to an event who receives guest slots, builds guest list forms, and sends them to contacts
Contact (guest list manager) - the person who receives a guest list form, fills in guest names and plus-ones, and submits the list
End-to-End Flow
The system follows a linear flow from allocation to attendee creation.
Assign a team member to the event from the web dashboard.
Allocate guest slots to the team member, specifying how many slots per tag (e.g., 10 VIP, 5 General Admission).
The team member receives an email notification with a link to their Profile page.
The team member visits their Profile page, which shows remaining allocations per tag, draft forms, and sent forms.
The team member creates a guest list form on the Allocation page — adding guest rows per tag, a message, and the contact's details.
The team member previews the form and either saves it as a draft or sends it to the contact.
The contact receives an email with a link to the Guest List submission page.
The contact fills in guest names, email addresses, and plus-ones for each tag slot.
The contact submits the guest list.
Qflow creates attendees in the event automatically and sends each guest a QR code invitation email.
Key Concepts
Tag-Based Allocation
Guest slots are allocated per tag. Each tag (such as VIP, General Admission, or Backstage) has its own slot count. The team member can only create guest list entries within the allocated counts for each tag.
Profile Key
Each allocation generates a unique profile key. This key appears in the URL for the Profile, Allocation, and Guest List pages. All three pages are anonymous — no login is required. Access is controlled entirely through the key.
Multiple Forms
A team member can create multiple guest list forms from a single allocation. For example, a team member with 20 VIP slots could send one form with 12 slots to one contact and another form with 8 slots to a different contact. The Profile page tracks remaining slots across all forms.
Draft and Sent States
Forms exist in one of three states:
Draft - saved but not yet sent to the contact
Sent - emailed to the contact, awaiting submission
Submitted - the contact has submitted the guest list and attendees have been created
Automatic Attendee Creation
When a contact submits a guest list, Qflow creates an attendee record for each named guest in the event. Each attendee receives an invitation email containing a QR code barcode for check-in.
Revocation
If an admin or team member deletes a submitted form, resends it, cancels the allocation, or removes the team member from the event, all attendees created from that form are deleted. Each affected guest receives a revocation email informing them that their QR code is no longer valid.
Contacts do not need a Qflow account. They access the guest list form through a unique link in their email.
Pages in the System
The guest list system uses three standalone pages, all accessible without logging in.
Profile - the team member's dashboard showing event details, remaining allocations per tag, draft forms, and sent forms
Allocation - the form builder where the team member adds guest rows, writes a message, and previews the form before saving or sending
Guest List - the submission page where the contact fills in guest details and submits the list
If a link is invalid or the allocation has been cancelled, a Guest List Unavailable page is shown instead of an error.