Manage Your Event Guests

Overview

The Guests page helps you manage the people associated with an event, review their registration status, and prepare invitations. You can find guests, view their information, add new guests, and select guests for bulk actions.

Find and view guests

1. Open your event in PixCrowd Hub.
2. Select Guests under the Event section of the menu.
3. Use Search guests by name, email or group to narrow the guest list.
4. Use All Statuses to filter guests by status.
5. Choose the grid or list icon to change how guests are displayed.

Understanding the guest list

In List view, the table displays:

The total number of guests appears below the list.

Add a guest

1. On the Guests page, click + Add Guest.
2. Complete the guest information requested in the form.
3. Save the guest using the form's available action.

Note: The Add Guest form is not shown in this article. Available fields and additional options will be documented separately.

Edit a guest

1. Find the guest using the search box or status filter.
2. Click Edit on that guest's row.
3. Make the needed changes and save them using the edit form.

Select guests for an action

1. Check the box beside each guest you want to select.
2. Review the selection count below the list.
3. Use Send invitations or Delete, as appropriate.

The checkbox in the table header is also available for selecting guests. Confirm which guests are selected before taking a bulk action.

Send invitations

PixCrowd sends invitations directly from the Guest List. There is no separate invitation dialog.

1. Check the boxes next to the guests you want to invite. You can select multiple guests at once.
2. Check the selected count below the guest list to confirm your selection.
3. Click Send invitations to initiate sending to the selected guests.

How PixCrowd chooses the delivery method

PixCrowd sends only one invitation message per guest. The delivery method is chosen automatically using this priority:

1. SMS text first: If the guest has a phone number, PixCrowd prioritizes a text invitation.
2. Email second: If the guest does not have a phone number but has an email address, PixCrowd uses email.

If a guest has both a phone number and an email address, the invitation is sent by SMS only—not both. To have the invitation sent by email instead, review the guest's contact details before sending. The behavior when neither contact method is available is not specified here.

SMS message allowance

Every PixCrowd plan includes 100 SMS text messages per event. This is a shared allowance for SMS invitations sent from Guests and SMS photo links sent from PixCrowd Capture. Both count against the same 100-message allowance. Additional SMS messages can be purchased. Email invitations do not use the SMS allowance.

For example, sending 40 SMS invitations and 30 Capture photo-link texts uses 70 messages, leaving 30 included SMS messages for that event.

Guest consent is required. Before sending, you confirm that each selected guest agreed to hear from you about the event at the phone number or email address supplied. Guests can opt out of SMS by replying STOP or unsubscribe from email. PixCrowd's notice states that opted-out guests will not be contacted again. Review the Terms linked below the sending controls.

Tip: Check the phone number and email fields before sending. Because SMS takes priority, adding a phone number affects which channel PixCrowd uses for the invitation.

RSVP and event registration

Every direct invitation sent by SMS text or email includes a link to the event's RSVP form. When guests open the link, they can respond:

• Yes — they plan to attend.
• No — they do not plan to attend.
• Maybe — they have not decided yet.

Completing the RSVP registers the guest with the PixCrowd event, so PixCrowd Collect can recognize them when they access the event. This is separate from creating an organizer account in PixCrowd Hub.

RSVP availability window: The RSVP form is available beginning 90 days before the scheduled event date and remains available until the event goes Live at its scheduled start date and time. Guests should respond during that window. Once the event goes Live, the RSVP window closes.

Share an open invitation link

An organizer can also invite people without selecting them individually from the Guest List. Share the event's invitation link through WhatsApp, a direct SMS message, or another messaging channel.

1. Obtain the event invitation link from PixCrowd's event-sharing controls.
2. Share the link with the people you want to invite.
3. Guests open the link and see the same RSVP form used for direct email and SMS invitations.
4. Guests choose Yes, No, or Maybe and register with the event so Collect can recognize them.

The same 90-day-before-event through go-Live RSVP window applies to open invitation links.

SMS allowance: The included 100 SMS messages per event apply to SMS invitations sent by PixCrowd and SMS photo links sent through Capture. A link that an organizer shares independently through WhatsApp or their own messaging app is not an SMS sent by PixCrowd; any external messaging costs or rules are separate.

Important: Use the standard event link for open invitations. For example: https://www.pixcrowd.com/DEMO-12.

Delete selected guests

1. Select the guest or guests you intend to remove.
2. Click the red Delete button.
3. Review any confirmation prompt carefully before proceeding.

Deleting guests may affect event records. The exact deletion behavior and any confirmation options should be verified in the application before publishing more detailed instructions.

Common questions

How do I find a specific guest? Search by name, email, or group using the search box at the top of the Guest List.

Can I view only guests with a certain status? Yes. Open All Statuses and select an available status filter.

What does “Registered” mean? It is the status displayed for guests who have registered. Other status definitions should be documented once the complete list of statuses is confirmed.

Why is there a dash in the Email or Group / Table column? The list does not display a value for that field.

Can I invite guests by text message instead of email? Yes. PixCrowd supports SMS and email invitations and automatically selects the delivery method from the guest's contact details.

If a guest has both a phone number and an email address, will they receive two invitations? No. Each guest receives one invitation. SMS has priority, so the invitation is sent by text when both contact methods are available.

Is there a separate Send Invitations dialog? No. Select guests in the Guest List and click Send invitations.

How many SMS text messages are included? Every event includes 100 SMS text messages on every plan. This allowance covers both guest invitations and photo-link texts sent through PixCrowd Capture. Additional SMS messages can be purchased if needed.

Do SMS photo links from Capture count against the allowance? Yes. Every SMS photo-link message sent through PixCrowd Capture counts toward the same event-level allowance used for SMS guest invitations.

How does a guest RSVP? Guests open the link in their email or SMS invitation and select Yes, No, or Maybe. Completing the RSVP registers them with the event for recognition in PixCrowd Collect.

When is RSVP available? From 90 days before the scheduled event date until the event goes Live at its scheduled start date and time.

Can I invite people through WhatsApp or a text I send myself? Yes. Share the event's open invitation link. It opens the same RSVP form as a direct PixCrowd invitation.

Why can't I send an invitation to a guest? Check that the guest has a usable phone number or email address and that you have permission to contact them. Other delivery restrictions or errors depend on the application's sending behavior.

Related help

• Event Overview
• Event List
• Add a Guest
• PixCrowd Collect — guest access and photo sharing (coming soon)
• PixCrowd Capture — photo capture and SMS photo links (coming soon)

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This article documents the Guest List, invitation delivery, RSVP registration, and open invitation sharing in PixCrowd Hub.