Hosts and Guests

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

Note: On the online registration form, the host is the person who completes or pays for the registration. Hosts can register themselves or register others, such as parents registering their children.

Guest types

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

  • Named guest — When you track basic information such as name, gender, or birth date, save them as a named guest.

  • Unknown guest — When you don’t have any contact information, indicate the guest is unknown.

  • Spouse — When the guest is a spouse on the participant's constituent record, select the spouse's name.

Note: To access a guest's record, 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.

Add a constituent as a guest

  1. Choose the participant to add the guest to.

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

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

  2. In Individual, search for and select the constituent.

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

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

    • To add a participation level, select Events settings from Events, Overview, then select Participation level. You can also configure participation levels from Settings, Tables, Participant Types.

  4. For Invitation status and Invitation date, indicate whether, and when, the person is invited.

  5. For Registration status and Registration date, indicate whether, and when, the person is registered.

  6. Select Save.

Add a named guest

  1. Choose the participant to add the guest to.

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

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

  2. In Individual, select Add, then Named guest.

  3. Under Add individual, enter biographical details, such as name and birth date.

  4. Choose how their name appears on items like 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 name format preview when you select Addressee and Salutation includes indicators for conditional ↵* and hard line break ↵ options.

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

  5. Select Save.

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

    • To add a participation level, select Events settings from Events, Overview, then select Participation level. You can also configure participation levels from Settings, Tables, Participant Types.

  7. For Invitation status and Invitation date, indicate whether, and when, the person is invited.

  8. For Registration status and Registration date, indicate whether, and when, the person is registered.

  9. Select Save.

Add an unknown guest

  1. Choose the participant to add the guest to.

    • Under Participants, select Work with participants, 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 Participation level, select how the person's involved, such as Child Participant or Playground Attendee.

    • To add a participation level, select Events settings from Events, Overview, then select Participation level. You can also configure participation levels from Settings, Tables, Participant Types.

  4. For Invitation status and Invitation date, indicate whether, and when, the person is invited.

  5. For Registration status and Registration date, indicate whether, and when, the person is registered.

  6. Select Save.

Add a participant's spouse as a guest

  1. Choose the participant to add the guest to.

    • Under Participants, select Work with participants, 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 with the participant, select their name for Spouse.

    Note: If the spouse is already a guest, or a host for other guests, their name won't appear.

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

    • To add a participation level, select Events settings from Events, Overview, then select Participation level. You can also configure participation levels from Settings, Tables, Participant Types.

  4. For Invitation status and Invitation date, indicate whether, and when, the person is invited.

  5. For Registration status and Registration date, indicate whether, and when, the person is registered.

  6. Select Save.