Guest Database & Management

The Guest Database is the central repository of all individuals invited to your event. Managing this list efficiently ensures smooth communications and fast check-in speeds at the gates.

How to Import Guests from Excel

Instead of typing names manually, you can upload your entire guest list at once:

1. Navigate to Guests -> Guest List in the admin dashboard.
2. Click on "Import Excel".
3. Download our official Excel Template. Important: Keep the column headers exactly as they are to prevent mapping errors.
4. Fill in the fields: Guest Name, WhatsApp Number (using international format e.g., 62812xxxxxx), Guest Category (VIP/Regular), Pax Limit, and Table Number (optional).
5. Upload the completed spreadsheet. The database will process and show your list in seconds.

Managing Guest Categories

Categorizing guests helps you customize message templates, filter lists, and design seating plans. Access this under Guests -> Categories:

• VIP / VVIP: For priority seating, custom alerts, and distinct visual badges.
• Family (Keluarga): For custom welcome banners and larger seat blocks.
• Regular / Group: For general attendance with automated auto-color badges.

VIP & VVIP Instant Arrival Alerts

Stay notified the instant a high-profile guest or VIP arrives at any entrance gate. Configure PIC numbers under Settings -> Event Settings (VIP Alerts Tab):

• Instant Sound & Visual Notification: Scanning a VIP QR Code triggers a prominent visual alert and distinct sound on the scanner screen.
• PIC WhatsApp Notification: Automatically sends a real-time WhatsApp alert to designated Person-In-Charge (PIC) hosts with the guest's name, category, and arrival gate number.
• Live Feed Widget: View real-time VIP arrivals directly on the Event Dashboard live feed.

Quick Editing & Search

• Use the search bar in Guests -> Guest List to find any guest instantly by name, number, or category.
• Need to change a phone number or table assignment? Click Edit on the guest row, make your changes, and save. The edits will sync instantly to all on-site scanner devices.

Graduate-Parent Linking (Family Grouping)

For events like graduation ceremonies or family gatherings, you can link family members or companions to a single representative guest record:

• Headcount (Pax Limit): Set the total allowed headcount for the group (e.g., 3 for a graduate plus 2 parent companions) in the Pax column of your Excel import.
• Linked Data: The database maintains the parent companion details under the single graduate reference record.
• Group Check-in: When the graduate's unique QR Code pass is scanned, the scanner displays all linked seats and logs the arrival of the entire group at once, keeping check-in fast and family groups together.