Introduction

This guide provides a detailed overview of how to manage the guest (+1) in event bookings and how the system behaves across the different stages of the flow: registration, access, modification, and cancellation.

The available options allow you to choose whether to collect guest data or not, with direct implications on both communications and entry tracking.

Prerequisites

This is an advanced guide. Before proceeding, make sure you have read the following articles:

Enable guest for participants

After configuring the main booking options, you can enable guest management by activating the switch Enable guest for attendees and configuring the Guest registration type field.

This field provides two options:

Anonymous guest - No guest data is collected.
Registered guest - Guest data will be collected.

The selected option determines the behaviour of the entire flow, in terms of data collected, communications sent, and access methods.

What the main participant and their guest (+1) receive

Both options (anonymous or registered guest) allow the guest to access the event together with the main participant. However, they differ in registration flow, communications, and data collection.

Note: if you have enabled QR codes for the event, remember that the guest does not have a personal QR code and can only access together with the main participant, regardless of the chosen method (anonymous or registered).

Anonymous guest This option is recommended when it is not necessary to collect guest data.

In this case:

the guest's data is not recorded in the system;
the guest does not receive any communication.

The main participant receives the booking confirmation email (configured in the field Confirmation email in the event card), indicating that the booking is valid for 2 people.

In the Reservation section of the event, only the main participant's data is collected.

The entry of the anonymous guest is tracked together with that of the main participant (only presence or absence). For more details, see the paragraph Event access.

Registered guest This option allows you to collect data for both the main participant and their guest.

After completing their registration, the main participant enters their guest's data. The required data are:

First name
Last name
Email address

At the end of registration, the main participant views and receives:

a confirmation screen informing them that their guest has received a registration email which they must confirm to participate in the event.
the booking confirmation email.

The guest instead receives an automatic registration email in which they must:

confirm their data (the email address is not editable);
accept the privacy policy;
choose whether to subscribe to the newsletter.

Once the procedure is completed, the guest also views a confirmation screen.

Note: if the guest does not complete the registration, the main participant can still access the event. If the participant arrives with an unconfirmed guest, the system's behaviour depends on whether the QR code is present in the confirmation email shown at the entrance. For more details, see the paragraph Event access.

Modifying a booking

Booking changes is only available for events that have multiple dates or multiple selectable time slots.

For example:

an event spread over several days (e.g. 1–3 May),
or an event with multiple time slots on the same day (e.g. guided tours at 10:00, 11:00, etc.).

In these cases, the main participant can modify their choice by clicking the Change booking button found both in the confirmation email and in the event reminder email.

If the event has a single date and a single slot, the button is not visible.

The option to change a booking is enabled by default for all events configured in this way and cannot be disabled: registered users will always have the possibility to change their booking.

Impact of booking changes on the guest

The impact of booking changes on the guest depends on whether they have already completed registration or not.

The guest has already completed registration

In this case the guest do not receive any automatic notification of the change.

When the main participant modifies the booking:

they view a screen confirming the modification and inviting them to inform their guest of the change;
they receive a confirmation email with the new date and/or time.

The main participant is therefore responsible for informing their guest. The final confirmation screen explicitly reminds them of this.

The guest has not yet completed registration

If the modification occurs before the guest has completed registration:

the guest receives a new registration email informing them that their invitation has been updated;
the link contained in the previous registration email will no longer be valid;
if the guest tries to use it, they will be redirected to a screen indicating that the booking has been modified or cancelled and inviting them to contact the person who made the invitation if in doubt.

Cancelling a booking

Only the main participant can cancel the booking via the Cancel booking button (available in confirmation and reminder emails).

"Show cancel booking" button: Unlike booking changes, the option to cancel the booking is not enabled by default. As the organiser, you can decide whether to allow users to cancel by activating or deactivating the Show cancel booking button. This choice directly affects the event flow.

Impact of cancellation on the guest

Again, the impact on the guest depends on whether they have already completed registration or not.

The guest has already completed registration

If the guest has already completed registration, they do not receive any automatic communication about the cancellation. When the main participant cancels the booking:

they view a screen confirming the cancellation (Artshell requires double confirmation to avoid accidental cancellations) and inviting them to inform their guest.

The main participant is therefore responsible for informing their guest. Again, the final screen explicitly reminds them of this.

The guest has not yet completed registration

the link contained in the previous registration email becomes invalid;
if the guest attempts to use it, they are redirected to a screen indicating that the booking has been modified or cancelled;

In this case as well, the guest is invited to contact the person who sent the invitation.

Event access

At the time of access to the event, entry tracking can occur in two ways, depending on the configuration:

via the Artshell Scanner app, if the QR code option is enabled for the event;
manually, if QR codes are not used.

Tracking via Scanner app If QR codes are enabled, only the main participant presents their QR code at the entrance.

The main participant may:

arrive alone;
arrive with their guest;
arrive with a guest who has not completed registration.

In all these cases, the Artshell Scanner behaves differently.

The Scanner automatically recognises whether the booking is valid for one person or for two (main participant + guest).

The procedure is as follows:

The operator scans the main participant's QR code;
If a guest is expected, the “Add guest +1” button is shown;
The operator confirms whether the participant is accompanied by clicking “Add guest +1”

If the guest has completed registration, access is granted normally to both;
If they have not completed registration, the Scanner app displays an informational message warning that the guest has not completed registration and has not accepted the privacy policy.

The operator can use the "Resend registration email" button to send the email again to the guest so they can proceed with registration.

Note: the informational message within the Scanner does not automatically block entry. The operator can decide whether to allow access anyway or require completion of registration.

Manual tracking Manual tracking is used when QR codes are not enabled and entries must be recorded directly in the Reservation section of the event.

How to access the Bookings section and record entries:

Open the event tab and select the Details tab
Access the Bookings section
select Participants

In both cases, information on entries and participants is available in the Bookings section of the event, which allows detailed monitoring of participation, including guest presence.

How to reach the Bookings section to view entries:

open the event tab and select the Details tab
access the Reservation section
Select Participants
Ask for the participant’s name and search using the search bar
Select the participant and choose: Single entry if the participant is alone, Entry with guest if they are accompanied.

In both cases (manual tracking or via QR code), entry information is available in the Reservation section. In this section you can:

view the full list of participants
check the number of entries (in case of multiple scans)
check whether the guest is present or not

By selecting a participant and clicking on the icon , you can access the Activity Entry history to view detailed information.

Conclusions and summary

Guest management allows you to adapt the registration flow to the event's needs, enabling you to choose whether or not to collect data about the companion and to monitor their participation. In summary:

the guest can be configured as anonymous or registered within the event tab
during registration, if necessary, the guest's data must be entered after the main participant's data
the guest completes registration via activation email (if the guest is not anonymous)
the guest does not have a personal QR code
access occurs together with the main participant
the presence of the guest together with the main participant is reported to the Artshell scanner (if QR codes have been configured)
the entry of the main participant and their possible guest is tracked in the Bookings section (in the Details tab of the event tab)