Updating Guest Information

When managing your event, you may need to update various aspects of a guest's information or registration. This guide covers how to change a guest's status, manage their tickets, and handle name or email updates.

Accessing Guest Details

To update any guest information:

1. Go to your event's Manage Event page
2. Click on the Guests tab
3. Click on any guest to open their Guest Details panel

Changing a Guest's Status

You can change a guest's registration status to:

• Going (Approved)
• Waitlist
• Not Going
• Pending

Note: You cannot change a guest back to "Invited" status once they've registered.

To change status:

1. In the Guest Details panel, click on the status dropdown
2. Select the new status
3. Choose whether to notify the guest (notification is enabled by default)
4. Optionally add a custom message if notifying the guest
5. Click Update Status

The guest will receive an email notification about the status change unless you disable notifications.

Managing Guest Tickets

If your event has multiple ticket types or allows group registration, you can add or remove tickets for a guest.

To modify tickets:

1. In the Guest Details panel, look for the ticket management section
2. Click Add Tickets to grant additional tickets of different types
3. Click Remove next to existing tickets to invalidate them
4. Save your changes

Important: A guest must always have at least one valid ticket. The system won't allow you to remove all tickets.

Updating a Guest's Name

Guest names are part of their Luma profile, which is shared across all events they attend. As a host, you cannot directly edit another person's profile information.

Options for name updates:

• Direct the guest to lu.ma/settings where they can update their own name
• They can also use the Luma iOS app to update their profile

Updating a Guest's Email

Like names, email addresses are tied to a guest's Luma account and cannot be directly changed by hosts.

If a guest registered with the wrong email:

1. Add a new guest with the correct email:

   • Click Invite Guests on the Manage Event page
   • Enter the correct email address
   • Click Preview
   • Toggle on Add guests directly to event
   • Submit to add them as approved

2. Update the original guest's status to "Not Going":

   • Find the guest with the incorrect email
   • Change their status to "Not Going"
   • Disable notification to avoid confusion

Viewing Guest Activity Timeline

When you click on a guest in the Guests tab, you can see a detailed timeline of all actions related to that guest, including:

• Registration status changes - Shows when the guest's status changed (e.g., from Pending to Going) and which host or manager made the change
• Check-in information - Displays when the guest was checked in and by whom
• Ticket modifications - Records when tickets were added or removed
• Registration details - Shows when and how the guest registered (self-registered, invited, or added directly)
• Email history - All emails sent to this guest with delivery and open tracking status

The email history is particularly useful when guests claim they didn't receive an email. You can verify whether emails were delivered and opened, helping you determine if the message reached their inbox but wasn't noticed versus an actual delivery issue.

This activity timeline provides a complete audit trail for each guest, making it easy to track who approved registrations, processed check-ins, or made any other changes to guest information.

Converting Free Registrations to Paid Tickets

If you've changed your event from free to paid after guests have already registered, there are important limitations to understand:

The Modify Tickets feature does NOT collect payment. It only grants tickets administratively without any payment processing.

Options for existing free registrants to pay for tickets:

1. If group registration is enabled: Guests can purchase additional paid tickets alongside their existing free registration by visiting their confirmation page.

2. If group registration is NOT enabled: Guests must:

   • First mark themselves as "Not Going" to cancel their free registration
   • Then re-register with a paid ticket

Recommended approach for hosts:

1. Enable group registration temporarily to allow guests to purchase paid tickets
2. Email your guests explaining the change and providing clear instructions
3. Set a deadline for when guests need to complete their paid registration
4. Consider offering a discount code if you want to honor the original free registration for some period

Note: There is no direct way to "upgrade" a free registration to a paid one while collecting payment. The guest must either purchase an additional ticket (if allowed) or cancel and re-register.