Complete Guestlist - Knowledge Base

About This Document

This knowledge base provides comprehensive information about Complete Guestlist, a unified guest list management platform for event organisers, promoters, and door staff. This document is designed to help AI assistants answer user questions accurately.

What is Complete Guestlist?

Complete Guestlist is a web-based platform and iOS app designed to solve the fragmented guest list management problem for events. It provides:

Target Users

  1. Organisers - Event creators who need full control over guest lists and analytics
  2. Promoters - Staff who can add guests to assigned events with limited access
  3. Door Staff - Check-in agents using the iOS app to verify and check in guests
  4. Guests - People who sign up via public forms (no login required)
  5. Administrators - Platform administrators managing users and system settings

Getting Started

How to Sign Up

  1. Visit the Complete Guestlist website
  2. Click "Get Started" or "Sign Up"
  3. You can register using:
  4. Complete your profile with your name, phone number, and organisation name
  5. You will be directed to your dashboard

How to Log In

  1. Visit the Complete Guestlist website
  2. Click "Log In" or "Sign In"
  3. Enter your email and password, or use Google/Apple sign-in
  4. If you forgot your password, click "Forgot password?" to reset it

How to Reset Your Password

  1. On the login page, click "Forgot password?"
  2. Enter your email address
  3. Check your email for a password reset link
  4. Click the link and enter your new password (minimum 8 characters)
  5. Your password will be updated and you can log in with the new password

Dashboard

What is the Dashboard?

The dashboard is your home page after logging in. It shows an overview of your events and activity.

What information is shown on the Dashboard?

Events

How to Create an Event

  1. Navigate to "Events" in the sidebar
  2. Click "Create Event" or "New Event"
  3. Fill in the event details:
  4. Click "Create Event" to save

How to Create a Recurring Event Series

  1. Navigate to "Events" in the sidebar
  2. Click "Create Event" and select "Recurring Series"
  3. Set the recurrence pattern:
  4. Set the series end date or number of occurrences
  5. Click "Create Series" to generate all events

How to View Event Details

  1. Navigate to "Events" in the sidebar
  2. Click on the event name to open the event detail page
  3. Here you can see:

How to Edit an Event

  1. Open the event detail page
  2. Click "Settings" or the settings icon
  3. Update the event details as needed
  4. Click "Save Changes"

How to Delete an Event

  1. Open the event detail page
  2. Click "Settings"
  3. Scroll to the bottom and click "Delete Event"
  4. Confirm the deletion

What are Event Statuses?

Events can have the following statuses:

Entry Types

What are Entry Types?

Entry types are categories of guest access for your event. Examples include:

How to Create Entry Types

  1. Open the event detail page
  2. Go to the "Entry Types" section
  3. Click "Add Entry Type"
  4. Enter the entry type name
  5. Set the guest limit for this type (optional)
  6. Click "Save"

How to Edit Entry Types

  1. Open the event detail page
  2. Go to the "Entry Types" section
  3. Click the edit icon next to the entry type
  4. Make your changes
  5. Click "Save"

How to Delete Entry Types

  1. Open the event detail page
  2. Go to the "Entry Types" section
  3. Click the delete icon next to the entry type
  4. Confirm the deletion

Note: You cannot delete an entry type if guests are already assigned to it.

Guests

How to Add a Guest Manually

  1. Open the event detail page
  2. Click "Add Guest"
  3. Fill in the guest details:
  4. Click "Add Guest"

How to View All Guests

  1. Navigate to "Guests" in the sidebar
  2. This shows all guests across all your events
  3. Use the search bar to find specific guests
  4. Use filters to narrow down the list

How to Search for Guests

  1. Use the search bar at the top of the guest list
  2. Search by:

How to Filter Guests

You can filter guests by:

How to Edit Guest Information

  1. Find the guest in the guest list
  2. Click on the guest name or the edit icon
  3. Update the information as needed
  4. Click "Save"

How to Delete a Guest

  1. Find the guest in the guest list
  2. Click the delete icon
  3. Confirm the deletion

How to Check In a Guest (Web Portal)

  1. Open the event detail page
  2. Find the guest in the list
  3. Click the "Check In" button next to their name
  4. The guest will be marked as checked in with a timestamp

How to Undo a Check-In

  1. Find the checked-in guest
  2. Click the "Undo Check-In" button
  3. The guest will return to "Not Checked In" status

How to Export Guest List

Note: Export and import features require a Standard, Pro, or Enterprise subscription.

  1. Open the event detail page or the Guests page
  2. Click "Export" or "Download CSV"
  3. A CSV file will download with all guest information including:

Guest Database

What is the Guest Database?

The Guest Database is a unified view of all contacts across all your events. Guests are deduplicated by email address, so each person appears only once even if they attended multiple events.

How to Access the Guest Database

  1. Navigate to "Database" in the sidebar
  2. View all your contacts in one place
  3. See which events each guest has attended
  4. Export the full database as CSV

Public Sign-Up Forms

What are Public Sign-Up Forms?

Public sign-up forms allow guests to register themselves for your event without needing an account. Each event can have a unique form with its own URL.

How to Enable a Public Sign-Up Form

  1. Open the event detail page
  2. Go to "Form Settings" or "Public Form"
  3. Toggle "Enable Public Sign-Up"
  4. Customise the form settings:
  5. Click "Save"

How to Share the Public Form Link

  1. Open the event detail page
  2. Go to "Form Settings" or "Public Form"
  3. Copy the form URL shown
  4. Share this link via email, social media, or messaging

How Does Duplicate Detection Work?

The public form automatically detects duplicate signups:

Event Branding

How to Customise Event Branding

  1. Open the event detail page
  2. Go to "Settings" or "Branding"
  3. Customise:
  4. Click "Save"
  5. The branding will appear on your public sign-up form

Promoters

What are Promoters?

Promoters are team members who can add guests to your events. They have limited access compared to organisers and can only manage guests for events they are assigned to.

How to Invite a Promoter

  1. Navigate to "Promoters" in the sidebar
  2. Click "Invite Promoter"
  3. Enter the promoter's email address
  4. Click "Send Invite"
  5. The promoter will receive an email with an invitation link

How Does a Promoter Accept an Invitation?

  1. The promoter clicks the link in their invitation email
  2. They create an account or log in if they already have one
  3. They are automatically linked to your organisation as a promoter

How to Assign a Promoter to an Event

  1. Open the event detail page
  2. Go to "Promoters" section
  3. Click "Assign Promoter"
  4. Select the promoter from your team
  5. Set their guest limit (optional)
  6. Click "Assign"

How to Set Promoter Guest Limits

  1. When assigning a promoter to an event, enter a number in the "Guest Limit" field
  2. The promoter cannot add more guests than this limit
  3. Leave blank for unlimited guests

What are Promoter Invite Codes?

Each promoter can have a unique invite code for sharing with guests:

How to View Promoter Performance

  1. Navigate to "Promoters" in the sidebar
  2. View each promoter's statistics:
  3. Click on a promoter for detailed information

How to Remove a Promoter

  1. Navigate to "Promoters" in the sidebar
  2. Find the promoter you want to remove
  3. Click the remove icon
  4. Confirm the removal

Door Logins

What are Door Logins?

Door logins allow you to create secure credentials for door staff to use with the iOS app. Each door login has a unique PIN code that, combined with your organiser code, allows door staff to check in guests at your events.

How to Set Up Your Organiser Code

Before creating door logins, you must set up an organiser code:

  1. Go to "Settings" in the sidebar
  2. Click "Door Logins"
  3. Enter an organiser code (4-12 letters and numbers)
  4. This code is shared with all your door staff alongside their individual PINs

How to Create a Door Login

  1. Go to "Settings" > "Door Logins"
  2. Click "Add Door Login"
  3. Enter a name (e.g., "Front Door iPad" or "Main Entrance")
  4. Optionally add a description
  5. Optionally restrict access to specific events (leave empty for all events)
  6. Click "Create"
  7. A unique 6-digit PIN will be generated

Important: Note down the PIN - it will only be shown once unless regenerated.

How Door Staff Log In

Door staff use two pieces of information to log in to the iOS app:

Example: If your organiser code is "MYCLUB" and the PIN is "123456", door staff enter both to access your events.

How to Manage Door Logins

From the Door Logins settings page, you can:

Door Login Statistics

Each door login tracks:

iOS Door App

What is the iOS Door App?

The Complete Guestlist iOS app is designed for door staff to check in guests at events. It features:

How Does the iOS App Work?

  1. Download the Complete Guestlist app from the App Store
  2. Enter your organiser code and PIN (provided by the event organiser)
  3. Select the event you're working
  4. The guest list downloads to your device
  5. Search for guests by name, or use ID Scan to scan a guest's photo ID
  6. Tap to check them in
  7. Record plus-ones if applicable
  8. Changes sync automatically when you have internet

Does the iOS App Work Offline?

Yes! The iOS app is designed to work offline:

ID Scan

What is ID Scan?

ID Scan is a camera-based identity verification feature in the iOS door app. It allows door staff to scan a guest's photo ID (such as a driving licence or passport) using the device camera, automatically extract the guest's name, and fuzzy-match it against the active event guestlist. This speeds up the check-in process and reduces human error, especially in dark or busy venue environments.

How Does ID Scan Work?

  1. Open the event in the iOS door app
  2. Tap the "Scan ID" button
  3. Point the device camera at the guest's photo ID (driving licence, passport, or other government-issued ID)
  4. The app uses on-device text recognition to extract the guest's name from the ID
  5. The extracted name is automatically fuzzy-matched against the event guestlist
  6. Matching results are displayed, ranked by confidence
  7. Tap the correct guest to check them in

All processing happens on-device using Apple's Vision framework. No images of IDs are stored or transmitted.

What Types of ID are Supported?

ID Scan works with any photo ID that displays the holder's name in printed text, including:

The text recognition works best with clearly printed text. Handwritten or heavily damaged IDs may not be recognised reliably.

What is the Torch Toggle?

The torch toggle activates your device's camera flash as a continuous light source. This is particularly useful in dark venue environments (nightclubs, dimly lit event spaces) where there may not be enough light to read the ID clearly. Tap the torch icon in the ID Scan view to turn it on or off.

Which Plans Include ID Scan?

ID Scan is available on all paid plans with unlimited ID Scan check-ins:

Free plan users can try ID Scan with up to 3 scans per event to evaluate the feature.

Is ID Scan Processing Done On-Device?

Yes. ID Scan uses Apple's Vision framework for optical character recognition (OCR), which runs entirely on the device. No images of guest IDs are uploaded, transmitted, or stored. This ensures guest privacy and means the feature works regardless of internet connectivity.

Analytics

What Analytics are Available?

Complete Guestlist provides analytics including:

How to View Event Statistics

  1. Open the event detail page
  2. View the statistics section showing:

How to View Dashboard Analytics

  1. Navigate to "Dashboard" in the sidebar
  2. View overall statistics across all events
  3. See trends and recent activity

Profile & Settings

How to Update Your Profile

  1. Click on "Settings" or "Profile" in the sidebar
  2. Update your information:
  3. Click "Save Changes"

Note: Your email address cannot be changed after registration.

How to Upload a Profile Photo

  1. Go to "Settings" or "Profile"
  2. Click on your current avatar or the camera icon
  3. Select an image file (maximum 2MB)
  4. Crop or adjust if needed
  5. Click "Save"

How to Change Your Password

  1. Go to "Settings" or "Profile"
  2. Scroll to "Security" or "Password" section
  3. Enter your current password
  4. Enter your new password (minimum 8 characters)
  5. Confirm your new password
  6. Click "Update Password"

How to Connect Google or Apple Sign-In

  1. Go to "Settings" or "Profile"
  2. Scroll to "Connected Accounts" section
  3. Click "Connect Google" or "Connect Apple"
  4. Follow the authorisation prompts
  5. Your accounts will be linked

How to Disconnect a Sign-In Method

  1. Go to "Settings" or "Profile"
  2. Scroll to "Connected Accounts" section
  3. Click "Disconnect" next to the provider you want to remove
  4. Note: You must have at least one sign-in method, so you cannot disconnect your only login method

Subscriptions & Pricing

What Subscription Plans are Available?

Complete Guestlist offers four subscription tiers. Save 17% with yearly billing.

Free Plan

Standard Plan (£25/month or £250/year)

Pro Plan (£50/month or £500/year)

Enterprise Plan (£85/month or £850/year)

Note: SMS marketing is currently available for UK numbers only. Email marketing campaigns are available on Standard plans and above.

All plans can be billed monthly or yearly. Yearly billing saves approximately 17% compared to monthly billing.

How to View Your Current Subscription

  1. Click on "Settings" in the sidebar
  2. Go to "Subscription" or look at the subscription status in the sidebar

How to Upgrade Your Subscription

  1. Go to "Settings" > "Subscription"
  2. Click "Upgrade" or "Change Plan"
  3. Select the plan you want
  4. Enter payment information if required
  5. Confirm the upgrade

How to Cancel Your Subscription

  1. Go to "Settings" > "Subscription"
  2. Click "Cancel Subscription"
  3. Your subscription will remain active until the end of the current billing period
  4. You will be downgraded to the Free plan after cancellation

Frequently Asked Questions

Account Questions

Q: Can I change my email address?

A: No, your email address cannot be changed after registration. If you need a different email, you'll need to create a new account.

Q: Can I have multiple sign-in methods?

A: Yes, you can link both Google and Apple sign-in to your account in addition to your password.

Q: What happens if I forget my password?

A: Click "Forgot password?" on the login page. You'll receive an email with a link to reset your password.

Q: Can I delete my account?

A: Contact support to request account deletion. All your data will be permanently removed.

Event Questions

Q: Is there a limit to how many events I can create?

A: Yes, this depends on your subscription plan. Free users can create 2 events per month, Standard users can create 10, and Pro/Enterprise users have unlimited events.

Q: Can I duplicate an event?

A: Yes, you can duplicate an existing event to use it as a template for a new event with similar settings.

Q: What happens to my data when an event is over?

A: Your event data is retained and can be accessed anytime. Use the Guests or Database pages to view historical guest information.

Q: Can multiple people manage the same event?

A: Yes, you can assign promoters to help manage guest lists. Organisers have full control, while promoters have limited access.

Guest Questions

Q: Can guests sign up more than once?

A: The system detects duplicate registrations by email. Guests will be notified if they try to sign up with an email already on the list.

Q: How do I add plus-ones for a guest?

A: When adding or editing a guest, set the "Plus Ones" field to the number of additional guests they can bring.

Q: Can guests check themselves in?

A: No, check-in is done by organisers through the web portal or by door staff using the iOS app.

Q: What information is required for a guest?

A: Only the guest's name is required. Email, phone, notes, and plus-ones are optional but recommended.

Promoter Questions

Q: What's the difference between an organiser and a promoter?

A: Organisers have full control over all events and settings. Promoters can only add guests to events they are assigned to, with optional guest limits.

Q: Can promoters see all guests?

A: Promoters can only see guests for events they are assigned to.

Q: How do I track which guests a promoter brought?

A: Each guest is tagged with the promoter who added them. View this in the guest list or use the Promoters page for summary statistics.

Check-In Questions

Q: Do I need internet to check in guests?

A: On the web portal, yes. On the iOS app, no - the app works offline and syncs when internet is available.

Q: Can I undo a check-in?

A: Yes, click the "Undo Check-In" button next to a checked-in guest to reverse the check-in.

Q: How do I check in a guest with plus-ones?

A: When checking in a guest, you can record how many plus-ones actually arrived with them.

ID Scan Questions

Q: What is ID Scan?

A: ID Scan is a feature in the iOS door app that uses the device camera to scan a guest's photo ID (driving licence, passport, etc.), extract their name, and automatically match it against your event guestlist. It speeds up check-in and reduces errors.

Q: Does ID Scan store images of guest IDs?

A: No. All text recognition is performed on-device using Apple's Vision framework. No images are uploaded, transmitted, or stored.

Q: How many ID Scans can I use?

A: Paid plans (Standard, Pro, Enterprise) include unlimited ID Scan check-ins. Free plan users receive 3 scans per event as a trial.

Q: ID Scan isn't recognising my guest's ID. What should I do?

A: Ensure the ID is held steady and the text is clearly visible. Use the torch toggle in dark environments. The feature works best with printed text on standard photo IDs (driving licences, passports). Heavily damaged or handwritten IDs may not be recognised reliably.

Billing Questions

Q: How am I billed?

A: Subscriptions can be billed monthly or yearly. Yearly billing saves approximately 17% compared to monthly. You can view your billing history in Settings > Subscription.

Q: Can I get a refund?

A: All paid plans come with a 14-day money-back guarantee. If you are not satisfied within 14 days of subscribing, contact support for a full refund.

Q: What payment methods are accepted?

A: We accept major credit cards through our secure payment processor.

Troubleshooting

Login Issues

Problem: I can't log in with my email and password

Problem: Google/Apple sign-in isn't working

Event Issues

Problem: I can't create more events

Problem: My public form isn't working

Guest Issues

Problem: I can't add more guests

Problem: Guest search isn't finding results

iOS App Issues

Problem: Guest list isn't downloading

Problem: Check-ins aren't syncing

Problem: ID Scan isn't recognising the ID

Problem: ID Scan shows "scan limit reached"

Contact & Support

How to Get Help

Access help from within the application by clicking "Help" in the sidebar. You'll find four support options:

  1. Knowledge Base - Searchable documentation covering all features (you're reading it!)
  2. Intro Tour - Interactive walkthrough of the main features
  3. Ask AI - AI-powered assistant trained to answer questions about Complete Guestlist instantly
  4. Contact Us - Submit a support ticket to our team

Priority Support: Paid plan subscribers (Standard, Pro, Enterprise) receive priority human support with faster response times.

Email: You can also reach us directly at [email protected]

Feature Requests

We welcome feedback and feature requests! Use the Contact Us form or email us with your suggestions for improving Complete Guestlist.

Privacy & Security

Data Privacy

Security Features

Glossary

Last updated: February 2026

Complete Guestlist - Unified Guest List Management