Moving Guests from a Paid Event to a Paid Event of Equal Cost

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 different paid event of the same cost. For example, I'm managing two different networking events that both cost $50. A guest asked if they could be transferred to the other event. 

To do this, I need to navigate to GUEST LIST inside the event that guest is currently registered for.

Then, identify the person that I want to move and click the move icon in their row.

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.

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.

You'll be redirected to a new page. Click COMPLETE GUEST MOVE.

The moved guest will receive an updated confirmation email and they will appear in the guest list of the event you moved them to.

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.

First, navigate to GUEST LIST in the originating 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. The pencil icon that corresponds with their name will be yellow, indicating that they have an active note.

If you click that icon, the NOTES FOR... window will appear, with details of the 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.

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 you move a guest to an event with equal cost, in the accounting of the receiving event, it just looks like they purchased a ticket.

If you click the icon in the TICKET column for a moved guest, the TICKET DETAILS window will open with more information about the move.

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