Use Details > Guest list in an artist booking to record your guest-list allocation, add names and keep track of the places still available. The number entered for each guest-list entry counts towards the allocation. This is separate from the venue capacity, ticket sales and the booking's overall capacity.
This article is for artists and artist team members. You need permission to edit the booking and its Guest list section to add or change entries. If you can only read the booking, ask your artist-group administrator or the agency responsible for it to make the changes.
What do Total spots, Assigned and Available mean?
Value | Meaning | Example |
Total spots | The guest-list allocation for this booking. Set it using Number of guest list spots. | 8 places agreed with the promoter. |
Assigned | The sum of the Guests quantities across all entries. | One entry for 2 places and another for 3 give 5 assigned places. |
Available | Total spots minus Assigned. | 8 minus 5 leaves 3 places. |
Guests is the total number of places for that entry. It is not a number of additional guests to add on top of the named person. If Avery Morgan and one companion need admission, enter 2. That entry uses two places in total.
The number of names or rows can therefore differ from the number of assigned places. Two entries can account for five people.
Set the guest-list allocation
Open the booking. If its preview appears first, click Edit details.
Open Details and find Guest list under Additional info.
Expand Guest list and click Number of guest list spots or the existing value to open the editor.
Enter the total allocation agreed for this booking.
Click outside the editing panel to finish editing. Click the booking's Save button when it is enabled.
Reopen the booking and check Total spots.
You can save an allocation before adding any names. An allocation of eight with no entries shows Total spots: 8, Assigned: 0 and Available: 8 in the booking preview.
Use the allocation agreed with the promoter or venue. A venue with a capacity of 350 does not automatically give you 350 guest-list places. Set those separate values according to their own purpose.
Add guests and comments
In the expanded Guest list section, click Guest list entry.
Enter a Name that the door team can identify.
Set Guests to the total number of places covered by that entry.
Add a Comment when useful, such as a check-in instruction or an agreed guest category.
Add further entries as needed.
Click outside the editor, then click the booking's Save button.
Reopen the booking and check the names, quantities, comments and remaining places.
Name is required in the current Artist editor. A comment on its own does not let you save an entry with an empty name. Comment is optional when the name is supplied. If you are still waiting for a name, keep the place in the overall allocation and add the named entry once the details are confirmed.
Use concise, practical comments. For example: “Press guests — check in at the box office after doors open.” Include only details needed to manage admission.
Example: eight places for a club night
A promoter agrees to eight guest-list places. You add two entries:
Name | Guests | Comment |
Avery Morgan | 2 | Label representatives — two guest-list places agreed with the promoter. |
Jordan Ellis | 3 | Press guests — check in at the box office after doors open. |
The saved booking shows Total spots: 8, Assigned: 5 and Available: 3. The remaining three places have not yet been assigned.
What happens if I assign more places than the allocation?
Optune can save a guest list that exceeds the entered allocation. For example, an allocation of 8 with 9 assigned places shows Available: -1.
A negative value means the recorded guest list is over the allocation by that number of places. It does not confirm that the promoter has accepted extra guests, and it does not automatically increase the allocation.
Review the quantities and resolve the difference with the person responsible for admission. Reduce or correct entries, or update Total spots after an increased allocation has been agreed. Check the saved totals again before the event.
Edit or remove an existing entry
Click an existing guest-list entry to reopen the editor. Update its Name, Guests quantity or Comment, finish editing the panel and save the booking. Check the totals after changing a quantity.
Changing a name does not tell you how many places that entry should use. Review the Guests value separately when replacing an entry or changing a group of attendees.
To remove an entry, open the guest-list editor, use the row menu at the right of that entry and choose Delete. Finish editing and save the booking. The removed entry's quantity is released from Assigned; Total spots stays as the overall allocation. Check the correct row before deleting it.
Can guest names appear in an itinerary?
Yes. The Artist booking's Share or download PDF preview can include the guest names, quantities and comments, as well as Total spots, Assigned and Available. Do not assume that an itinerary shows only the overall allocation.
Open the preview and inspect the Guest list section before downloading or sharing it. Check the actual output intended for the recipient. The booking preview, an itinerary and a link with selected categories are different views; seeing information in your own account does not establish what another recipient can access.
If a recipient should only receive the agreed allocation, use a document containing the total-place field described below and inspect its preview. Avoid including the named guest list or comments in that document.
Use the guest-list allocation in a contract
In the contract editor, Data > Booking > Total guest list spots provides the booking's total allocation. It does not mean Assigned or Available.
Set and save Number of guest list spots in the booking.
Open an editable contract draft for that booking.
Open Main content > Edit and place the cursor where the allocation belongs.
Expand Booking in the Data panel and click the value beside Total guest list spots to insert the dynamic field.
Add a descriptive label, such as “Guest-list allocation”, and the word “places” beside the inserted value.
Click Update and open the document preview to check the result.
For the eight-place example, the dynamic field displays 8, although five places are assigned and three remain available. Use the inserted field for the value instead of manually typing a number that could become out of date.
You need access to the contract editor to use this feature. Booking access alone does not guarantee permission to create or edit every document associated with the booking.
Troubleshooting
I cannot finish editing or Save stays disabled. Check for a highlighted empty Name field, including a new row you added accidentally. Complete the required name and check the Guests quantity. Finish editing the panel before using Save. If there are no changes, Save may remain disabled.
The assigned total is higher than the number of rows. Each row can represent several places. Add the Guests quantities, not the number of names.
Available is negative. More places are assigned than the entered allocation. Correct the quantities or record an increased allocation once agreed.
The contract shows the wrong kind of total. Total guest list spots represents the allocation. Compare it with Total spots in the saved booking, rather than Assigned or Available.
I can see the guest list but cannot change it. Check your booking and category edit permissions with the artist-group administrator or responsible agency. Do not expect read-only access to include guest-list editing.