Moving Guests from a Paid Event to a Paid Event (with a lower price)

With SeatRobot, you can move guests from one event to another. The process is dependent on what type of event the guest started in, and what type of event you want them to end up in.

This article reviews how to move guests from a paid event to a paid event with a higher price.  For example, my guest wants to be moved from a $250 conference to a $50 networking event.

To move them, first I'd navigate to GUEST LIST in the original event.

Identify the guest that you want to move. Click the move icon in the guest's row to move them to a new event.

The MOVE... window will appear. Click SELECT ALTERNATIVE EVENT.

You will be redirected to the EVENTS - MOVE GUEST page. Click the MORE INFO... within the chiclet of the event you want to move your guest to.

Please note: This page will only display events that have been made visible on your company's event website.

Click the TICKET button on the page.

The contact details of the person you're moving will auto-populate. Check the box next to I AM NOT A ROBOT and click CONTINUE TO PAYMENT.

Click MOVE GUEST AND PROCESS REFUND.

Your guest will receive a confirmation email for the new (receiving) event. 

The guest will also receive an email with the subject line 'Your Reservation Change and Refund' with the following message.

When you move guests between events, everything from the event's capacity, to the accounting, to the guest history is impacted. You can monitor this page by page in both events.

If you go to the GUEST LIST of the originating event, we can see that the guest we moved is no longer in that event. If you click the filter icon, you can see that there is 1 moved guest. If you click VIEW MOVED, the guest we moved will display in the list.

Once a guest is moved, their pencil icon will be yellow, indicating that there is an active note. If you click that icon, the NOTES window will appear with details of their move.

If I go to TICKETS, and open the ticket I moved the guest from, the USED count will updated to reflect that the moved guest is no longer counted towards this event. 

If I go to STATUS, I can see that the moved guest is no longer contained within any of my guest counts.

If I scroll down and click SHOW / HIDE REPORTS, I can see how the moved guest is represented in my financial reports. Within the originating event, a moved guest is seen from an accounting perspective as a full refund.

If you click the ticket icon in either of these rows, the TICKETS DETAILS window will appear, with additional information under MOVE DETAILS.

Now, if you pivot over to the receiving event, we can see how the moved guest is represented in that event. First, navigate to GUEST LIST.

The pencil icon in their notes row will be bright yellow, indicating that there is a note in there. If you click that icon, the NOTES FOR... window will appear, with an automatically generated note regarding the move.

If you navigate to TICKETS, and open the ticket of the receiving event that you moved them to, you can see that the USED count increases to reflect the moved guest.

If you go to STATUS, you can see the moved guest reflected in the counts. For example, the receiving event had 200 AVAILABLE tickets. I moved Emily Manfield into the event, which made him the 1 CONFIRMED & HELD guest in the event. Therefore, the number of AVAILABLE tickets at this time is 99.

If you click SHOW / HIDE REPORTS, you can see that the moved guest appears in the reports, and they count towards the PAID INCOME.

When a guest is moved from a more expensive event to a less expensive event, from an accounting perspective, they essentially 'overpay' for the receiving event, then they are refunded the difference. So, for this event, which cost $50, Emily Manfield pays $250, then is refunded $200. Therefore, the event receives $50, which is the cost of a ticket.

If you click the ticket icon, the TICKET DETAILS window will open, detailing the financial information regarding this move.

Thank you! If you have questions about this process, or any other features in SeatRobot, please reach out to support.