Master Tour allows you to add to and manage the Guest List for each Tour Date and Event.
This article covers how to:
Locate the Guest List Section
To get to the Guest List section of the Master Tour desktop application, just click a Tour Date on the right side, then click the Guest List section on the left side. You can also click Navigate>Guest List in the top menu bar, use the Cmd-7 keyboard shortcut on MacOS, or use the Ctrl-7 keyboard shortcut on Windows.
Here, you'll see all the Guest List requests that have been submitted for this Tour Date from the Master Tour Mobile app, the my.eventric.com Web Portal, and the Master Tour desktop application.
Add a Guest Listing
To add a Guest Listing, you'll just start entering info in the top row of the Guest List. Similar to Excel and other spreadsheet programs, you can use Tab and Return/Enter to progress through the fields of your Guest List entries.
- Tab - progresses to the next field in a Guest Listing
- Shift-Tab - goes to the previous field in a Guest Listing
- Return (or Enter) - progresses to the next Guest Listing in your Guest List
- Shift-Return (or Shift-Enter) - goes to the previous Guest Listing in your Guest List
After you've added as much info as you want to add, you can either click the red + button on the right side, or type Return (or Enter).
Please note that Return and Shift-Return shortcuts do not work in the Notes field, since Return is used to make new lines there. However, you can still Tab into and out of the Notes field. On new Guest Listings, you can Tab out of the Notes field to finish creating the Guest Listing and return focus to the Last Name field of the "New Guest" row at the top.
Most fields are freeform text fields, but # Of Tix and Pass Types will only allow you to enter numbers, while Status and Pickup only allow you to select options from a dropdown list. Priority is a simple Yes/No toggle, which you can click on or type a Space in to toggle on or off.
As you enter info, some of this info will show up as default data in the "New Guest" row at the top to help make data entry easier. For instance, if you're entering a group of Guest Listings that all have the same Affiliation, after you type in the first Guest Listing with that Affiliation, your subsequent Guest Listings will default to having the same Affiliation. Status, Affiliation, Requestor, and Pickup all will default to the values from the last Guest Listing you added, but can be changed at any time.
Locate the Organization Guest List Settings
- Go to Navigate>Organization in the top menu bar:
or click on the gear to the right of your Tour's name:
- Click on the Guest List section of your Organization Settings:
- Here, you will see all your existing Guest List Pass Types, and your Guest List Notification Emails toggle:
Set Up New Guest List Pass Types
By default, a new Organization will only show the # Of Tix column, and will not have any additional Guest List Pass Types showing as options in your Guest List. In order to add new Guest List Pass Types for you and your users to request you'll just need enter:
- a short Abbreviation that will show in your Guest List grid (recommended 1-3 characters long)
- a Description of that Guest List Pass Type
- the material on which the Guest List Pass Type will be distributed
Once you add this info, your new Guest List Pass Type will appear in the Guest List section for each of your Tour Dates, and will be available for Users with Mobile Guest List or greater permissions to request on Master Tour Mobile and the my.eventric.com Web Portal.
Automate Guest List Notification Emails
In the Organization Guest List Settings section, you also can toggle Automated Guest List Notification Emails on or off. If you select Yes here, then whenever a Guest Listing is Approved, an email will automatically be sent to the email address in the Email Notify field of that Guest Listing.
For instance, here firstname.lastname@example.org is entered under Email Notify. When this Guest Listing is Approved,
an email is automatically sent to email@example.com, letting them know their tickets were approved:
Note that this email includes numbers of Tickets and each Pass Type that the Guest has been approved for.
Lock a Guest List
If you'd like to prevent Guest List Submit and Guest List View All And Submit users from submitting more guest list requests, you can lock the guest list manually by checking the Locked checkbox in the top right corner of your Guest List:
Set a Guest List Cutoff Time
If you'd like to prevent Guest List Submit and Guest List View All And Submit users from submitting guest list requests after a certain time, you can set a cutoff time in the top right corner of your Guest List:
Once the selected time comes, your guest list will become locked, and users with Guest List Submit and Guest List View All And Submit permissions will not be able to submit new Guest List Requests. Users with Guest List Manage All or higher permissions will still be able to submit new Guest List Requests and manage the Guest List regardless of cutoff time.
Set Guest List Allotments
To enter allotments for Tickets and/or Pass Types, just click into the Num Allowed row for a Ticket or Pass Type, and enter how many you have available for the event:
The totals at the bottom will show how many Tickets/Passes you have Remaining, and the number Remaining will turn red if you've gone over your allotment and have a negative number of Tickets/Passes remaining.
Checking the "Enforced" checkbox will prevent users with Guest List Submit or Guest List View All And Submit permissions from submitting Guest List Requests over your remaining Allotment of Tickets. So if you have 10 tickets in your allotment, and 8 tickets have already been Approved for your Guest List, your Guest List Submit and Guest List View All And Submit users will only be able to submit requests for a maximum of 2 tickets.
If the Enforced checkbox is checked and there are no more tickets Remaining, Guest List Submit and Guest List View All And Submit users will not be able to submit new Guest List Requests. Users with Guest List Manage All or higher permissions are able to submit new Guest List Requests for any number of tickets at any time regardless of if an Enforced Allotment has been met.
Change Statuses of Multiple Guest Listings
To change the Statuses of multiple Guest Listings at a time, just check the checkboxes of any Guest Listing whose status you want to change, then click the "Mark Requests" button in the top right corner to select a new Status for the Guest Listings:
You can select all of your Guest Listings at once by clicking on the checkbox in the top left corner of the Guest List, just to the left of where it says "LAST" in the header row.
Sort and Filter Guest Listings
To Filter out Guest Listings and focus on some particular Guest Listings, just click on the Filter button in the top left corner, then check the checkboxes for the Requestor, Status, or Affiliation you'd like to see:
You can use Filtering in combination with the checkbox in the top left corner to quickly select different types of Guest Listings and change their Statuses in bulk. Notice that the Totals at the bottom change with each Filtered selection, and only show the Totals from the Filtered Guest Listings.
To Sort Guest Listings, you'll just click on the header title of a column to sort by Ascending or Descending order:
Remove Guest Listings
To delete a Guest Listing, just click on the trash can icon to the right of the Guest Listing, then click the Delete button to confirm you want to delete the Guest Listing. You can also delete Guest Listings in bulk by checking the checkboxes of multiple Guest Listings, then clicking the Remove button in the top right corner. Note: Deleting Guest Listings is irreversible, so please use caution. If you delete a Guest Listing accidentally, then you will need to add that Guest Listing back again manually.
Export Guest Lists
To export a Guest List, just check the checkboxes of all the Guest Listings you want to export, then click the Export Selected button in the top right corner:
This will export a .csv file of these Guest Listings that is openable by Excel and most other spreadsheet applications.
Print Guest Lists
Click here for information on Printing.