Hosts and Guests

Hosts are participants who bring other people to events, and guests are the people they bring. Depending on how much information you track, you can add guests as constituents, named guests, or unknown guests. You can also add a participant's spouse as a guest.

Note: On a registration form, the host is the person who completes or pays for the registration. Hosts can register themselves for events, or only register other people, such as parents registering their children for events.

  • Constituent— If you track details about a guest such as their contact information or affiliations with your organization, save them as a constituent.

  • Named guest — If you only track basic information such as the guest’s name, gender, or date of birth, save them as a named guest.

  • Unknown guest — If you only know the participant has a guest, but don’t have other contact information, indicate the guest is unknown.

  • Spouse — If the guest is marked as the spouse on the participant's constituent record, select the spouse's name.

Note: To access the record for a guest, select their name from the participant's record under Party information. For additional information, such as biographical details, select their name at the top of the record.

Note: Named and unknown guests don't create constituent records in your database.

  1. Choose who to add the guest to.

    • Under Participants, select Work with participants, and then Add guest from the participant's menu .

    • On a participant's record, under Party information, select Add guest.

  2. In the Individual field, search for and select the constituent to add.

    Tip: To add a new individual, select Add , New constituent. For more information, see Constituents.

  3. In the Participation level field, select how the person's involved in the event, such as Child Participant or Playground Attendee.

    Note: To add a participation level, select Events settings from Events, and then select Participation level. You can also configure participation levels from Control panel, Tables, Participant Types.

  4. In the Invitation status and Invitation date fields, indicate whether (and when) the person is invited.

  5. In the Registration status and Registration date fields, indicate whether (and when) the person is registered.

  6. Select Save.

  1. Choose who to add the guest to.

    • Under Participants, select Work with participants, and then Add guest from the participant's menu .

    • On a participant's record, under Party information, select Add guest.

  2. In the Individual field, select Add , Named guest.

  3. Under Add individual, provide biographical information about the guest, such as their name and birthdate.

  4. Choose how the individual's name should appear, such as on name tags.

    • In the Addressee field, choose the name format to use with a mailing address, such as on envelopes or mailing labels.

    • In the Salutation field, choose the name format to use as a greeting.

      Note: The preview of formats that appears when you select the Addressee and Salutation fields includes indicators for conditional ↵* and hard line break ↵ options.

    To define a new format specific to this individual, select Custom and enter the addressee or salutation to use. For more information, see Name Formats.

  5. Select Save.

  6. In the Participation level field, select how the person's involved in the event, such as Child Participant or Playground Attendee.

    Note: To add a participation level, select Events settings from Events, and then select Participation level. You can also configure participation levels from Control panel, Tables, Participant Types.

  7. In the Invitation status and Invitation date fields, indicate whether (and when) the person is invited.

  8. In the Registration status and Registration date fields, indicate whether (and when) the person is registered.

  9. Select Save.

  1. Choose who to add the guest to.

    • Under Participants, select Work with participants, and then Add guest from the participant's menu .

    • On a participant's record, under Party information, select Add guest.

  2. Select Unknown guest.

    Note: On the guest's record, Guest of and the participant's name appear instead of the guest's name.

  3. In the Participation level field, select how the person's involved in the event, such as Child Walker or Playground Attendee.

    Note: To add a participation level, select Events settings from Events, and then select Participation level. You can also configure participation levels from Control panel, Tables, Participant Types.

  4. In the Invitation status and Invitation date fields, indicate whether (and when) the person is invited.

  5. In the Registration status and Registration date fields, indicate whether (and when) the person is registered.

  6. Select Save.

  1. Choose who to add the guest to.

    • Under Participants, select Work with participants, and then Add guest from the participant's menu .

    • On a participant's record, under Party information, select Add guest.

  2. If the spouse has an existing relationship record with the participant, select the spouse's name in the Spouse field.

    Note: If the spouse is already a guest, or a host participant for other guests, their name doesn't appear as an option.

  3. In the Participation level field, select how the spouse is involved in the event, such as Adult Walker or Concert Attendee.

    Note: To add a participation level, select Events settings from Events, and then select Participation level. You can also configure participation levels from Control panel, Tables, Participant Types.

  4. In the Invitation status and Invitation date fields, indicate whether (and when) the spouse is invited.

  5. In the Registration status and Registration date fields, indicate whether (and when) the spouse is registered.

  6. Select Save.