Event guest management
Guest management is the whole of an event, seen through its guests.
The list you start with, the invitation you send, the replies you collect, the door you run and the report you hand over — one record per guest, from the first spreadsheet to the last scan.
Event guest management software keeps one record for every guest across the whole life of an event. The name that arrives in a spreadsheet is the name on the invitation, the name that replies, the name that is scanned at the door and the name in the attendance report. When those are five separate tools, the same person exists five times and nobody can say how many people actually came.
Winglark is built around that one record. It is not a venue booker or a budget planner: it is the guest side of an event — invitation-only events in particular, where there is a list before there is anything else, and where the door has to recognise a person rather than sell to one. Where an event also sells places, ticketing runs on the same record.
Below is what guest management covers, which part of Winglark does each part, and what to look for in any tool that claims to do it — including this one.
What guest management covers, and what does it here.
Six capabilities, one guest record. Each links to its own page, written only from what the product verifiably does.
ListGuard
The guest list, imported and cleanedPaste it or upload it as it is. Duplicates, invalid addresses and mixed-up columns are found before a single invitation is sent.TemplateForge
The invitation, designed from the eventBlocks bound to the event — date, place, programme, reply button — so the invitation cannot say a date the event no longer has.MailFlow
Sending, with the delivery recordInvitations under your own sender and domain, and every message followed from queued to delivered, bounced or held back.InvitePulse
Guests added after the sendLate names matched against the event, so only the genuinely new are invited and nobody is written to twice.GatePass
The door, on any phoneA QR code per guest, staff roles, several doors at once, walk-ins and re-entry, and check-in that keeps working without signal.- The report of what happenedWho was invited, who replied, who came — by name — and the gap between the promise and the door.
What to look for in guest management software.
Seven questions worth asking of any tool, ours included. The answers are on the linked pages.
- Does it find duplicates and unreachable addresses before the invitation goes out, or after guests complain?
- Is the invitation bound to the event’s data, or is it a picture that has to be redone when the time changes?
- Does “sent” mean accepted by a mail server, or does it show delivered, bounced and suppressed per guest?
- Can guests be added after the send without anyone receiving the invitation twice?
- Does check-in work with no signal, on a phone the team already owns, at more than one door?
- Does the report name the people who promised and did not come — and the ones who came without replying?
- Do roles match a real team: door staff who see only the scanner, a client who sees only their own events?
How it runs on Winglark.
- 01
Create the event by its type
A conference, a launch, a private view — the type brings the right guest fields, RSVP questions and reports.
- 02
Bring the list you already have
Spreadsheet, paste or a previous event. Every row is checked; nothing reaches the event until you have seen the result.
- 03
Design and send the invitation
From blocks bound to the event, previewed as the real email, sent under your own name with a delivery record per guest.
- 04
Collect replies on the same record
Coming, not coming, undecided, no answer — plus-ones, meal choices and the type’s own questions, changeable until the day.
- 05
Run the door, then read the report
Scan on any phone, with or without signal; the report shows RSVPs against attendance, by name, exportable to CSV, Excel or PDF.
Questions
Is Winglark an event management platform?
It is the guest side of one: the list, the invitations, the replies, the door and the attendance report — and, where an event needs it, paid places through ticketing that is switched on with our team. It does not plan budgets or manage venues.
Which events is it for?
Invitation-only events of any size — corporate events, conferences, launches, galas, private views, weddings — where there is a guest list before there is anything else. Twenty-five event types, each with its own fields and reports.
Do guests need an account or an app?
No. A guest receives an invitation with their own link and, if the door is on, their own QR code. They reply in a browser and show the code on a phone or on paper.
Can several people work on one event?
Yes. Six roles — owner, manager, guest manager, door staff, report viewer and partner staff — each with the access its job needs. An agency gets a workspace per client, with the data separated on the server.
What does it cost to try?
The first event is free: fifty guests, real invitations, real replies, no card. Plans are opened by request while Winglark is in early access.
Your first event is free.
Fifty guests, real invitations, real replies. No card required.