Team Member Guest List FAQ
Common questions about the guest list allocation system, covering slot management, form handling, and attendee creation.
What happens if a team member runs out of slots?
The team member cannot create new guest list form rows for a tag once all slots for that tag are used across their forms. The Profile page shows remaining slots per tag in real time. To free up slots, the team member can delete a draft or sent form, which releases those slots immediately.
Can a contact edit a guest list after submitting it?
No. Once a contact submits a guest list, the page changes to a read-only confirmation view. The contact cannot modify the submitted entries. If changes are needed, the team member must resend the form from their Profile page. Resending revokes all attendees from the original submission and gives the contact a fresh form to complete.
Can an admin see submitted guest lists?
Yes. Attendees created through the guest list system appear in the event's guest list like any other attendee. They are attributed with a [GUEST_LIST] tag in the "created by" field, followed by the contact's email address. Admins can also view a team member's allocation profile from the event edit page using the View Allocation Profile button.
What happens to allocations when a team member is copied to a new event?
Guest list allocations are not copied when a team member is assigned to a new event. Allocations are specific to each event. The admin must create a new allocation for the team member on each event separately.
What happens when a team member is removed from an event?
Removing a team member from an event cancels their guest list allocation, deletes all their forms (drafts and sent), removes any attendees created from submitted forms, and sends revocation emails to affected guests. The team member's profile link for that event stops working.
Caution: Removing a team member who has submitted guest lists is a destructive action. All attendees created from their allocations are permanently deleted.
Can a team member send forms to multiple contacts?
Yes. A team member can split their allocation across multiple forms, each sent to a different contact. For example, with 20 VIP slots, they could send 10 slots to one contact and 10 to another. The Profile page tracks remaining slots across all forms.
What if a contact's link stops working?
A contact's guest list link can become invalid if:
The team member deleted or resent the form
The allocation was cancelled
The team member was removed from the event
The profile key was rolled
The contact sees a Guest List Unavailable page and should contact the team member for a new link.
How do plus-ones affect slot counts?
Each named guest plus their plus-ones count toward the tag's slot total. For example, one guest with 2 plus-ones uses 3 slots. The system validates totals per tag both on the form (client-side) and on the server when the contact submits. You cannot exceed the allocated slot count for any tag.
Can a team member save their message and reuse it?
Yes. The message you write on the Allocation page is saved automatically to your allocation. When you create a new form, the previously saved message is pre-populated so you don't need to rewrite it each time.
What does rolling a profile key do?
Rolling a profile key generates a new unique key for the team member's Profile, Allocation, and Guest List pages. The old key stops working immediately. The team member receives a Profile Key Changed email with the new link. Use this if you believe the profile link has been shared with someone who should not have access.