Share these answers with table purchasers, invited guests, and event staff so every seat is registered before event day.
When a supporter buys a table* for your event, they can register each guest in one of two ways. They can fill in each guest’s details during checkout, or they can let each guest register on their own. Letting guests register themselves is helpful when the table host hasn’t finalized their guest list, or when each guest needs to provide their own contact details or answer custom fields such as meal preferences or accessibility needs. It also involves a few extra steps that can confuse purchasers, guests, and staff if they don’t know what to expect. This guide collects the questions our Customer Success team hears most. For help setting up tables, see How-to: Create Event Tickets and Tables.
*Terminology may differ according to Campaign settings. Your event may call tables “Packages,” “Groups,” or “Teams,” and individual tickets “Seats,” “Passes,” or something else. Menu labels in your account follow the same terminology.
For Table Purchasers
What does “This attendee will provide their own information” do?
During checkout, the Event Tickets step lists every ticket included in the table. For each ticket, the purchaser can either enter that guest’s name, email address, and custom field responses, or check This attendee will provide their own information.
Checking the box means the purchaser doesn’t have to fill in that guest’s details. Instead, the guest gets a unique invitation link and completes their own registration, including any custom fields the Campaign collects.
The purchaser can mix and match within one table. For example, they might fill in their own ticket and their partner’s, then check the box for the remaining guests.
What happens if I add my guest’s email address?
- Check This attendee will provide their own information for that ticket.
- Enter the guest’s email address under Send an invitation email.
- Select Save.
- Complete checkout.
Once checkout is complete, RallyUp automatically emails the guest a link to complete their registration. Double-check the spelling of each email address, because the invitation goes only to the address you enter. If you make a typo, the event organizer can correct it and resend the invitation.
What if I don’t have my guest’s email address?
Leave the email field blank. Under Or send them a direct link, select Copy next to that ticket’s unique link, then send it to your guest however you like: by text, email, or chat. Repeat this for each guest. Every ticket has its own link, so make sure each guest receives the link for their own ticket.
The link becomes active only after you complete checkout. If a guest opens it before your purchase is finished, it won’t work yet.
Important: If you check the box but don’t enter an email address and don’t send the link, your guest won’t be notified and won’t be registered.
A ticket says “Completed” during checkout. Does that mean my guest is registered?
No. “Completed” during checkout only means that ticket’s setup is saved. A guest who is providing their own information isn’t registered until they open their invitation and finish registering.
Why does it matter if my guests register before the event?
Registration allows guests to save a payment method and provide important information such as dietary restrictions or accommodation requests. Giving this information ahead of time make check-in much faster when they arrive at the event.
How do I resend an invitation or get a guest’s link again?
You can find the information links for each guest in your email receipt. If you can’t find your receipt, you can contact the event organizer by selecting Contact Organizer on the Campaign Page. The organizer can resend the invitation email, share the guest’s direct link, or correct an email address.
For Invited Guests
Someone bought a table and invited me. How do I register?
Open the invitation email, or the link your table host sent you, and complete the registration form. This includes your name, email address, and any questions the organizer asks, such as your meal selection. If the event requires a saved payment method, you’ll be asked to add one during registration. If you save a payment method, you will not be charged at that time.
I never received an invitation email.
- Check your spam, junk, or promotions folder.
- Ask your table host which email address they entered, or whether they planned to send you a direct link instead.
- If you still can’t find it, contact the event organizer, who can resend your invitation.
My registration link isn’t working.
Links become active only after the table purchaser completes checkout. If the purchase is complete and your link still doesn’t work, contact the event organizer for help.
For Organizers
When will invited guests appear as registered in my reports?
Only after they complete registration through their invitation email or direct link. Until then, the seat appears as Pending registration, with no email address, Guest Number, or card on file.
To see the status of every ticket at a specific table:
- Go to Campaign Settings in the left menu and choose your event from the drop-down menu.
- Select Campaign Management, then View Table Registrations.
- Find the table purchase and select the three-dot menu on the far right of the row.
- Select View Tickets. The list is filtered to that table’s tickets.
Tip: A week or so before your event, check for tables with tickets still marked Pending registration. Then remind those table hosts to follow up with their guests. Pending guests can’t bid or give by paddle until they’re registered.
How do I resend an invitation email, share a guest’s direct link, or fix a mistyped email address?
- Go to Campaign Settings in the left menu and choose your event from the drop-down menu.
- Select Campaign Management, then View Table Registrations.
- Find the table purchase and select the three-dot menu on the far right of the row.
- Select Edit Table.
- Select the guest’s seat. Correct the email address if needed, then send the invitation email, or copy the direct link and share it with the guest or table host.
Can I register a guest on their behalf?
Yes. If a table host sends you their guest’s details, you can fill them in yourself instead of waiting for the guest to register.
- Go to Campaign Settings in the left menu and choose your event from the drop-down menu.
- Select Campaign Management, then View Table Registrations.
- Find the table purchase, select the three-dot menu on the far right of the row, and choose View Seats.
- Find a seat marked Pending registration, select the three-dot menu on the far right of the row, and choose Edit Seat.
- Enter the guest’s first name, last name, email address, and any custom field responses, such as a meal selection.
- Select Save.
The guest will automatically receive an email letting them know that they have received a ticket and will need to complete registration. Since you just completed registration for them, they can ignore this, unless your event requires a saved payment method. In that case, the guest will still need to use the registration link to add their own card. Organizers can’t enter card details on a guest’s behalf.
On Event Day (for Staff)
A guest arrived but never completed their registration. What do I do?
The guest’s ticket will show as Pending registration, and they won’t have a Guest Number until they’re registered. The fastest fix is to register them yourself:
- Go to Campaign Settings in the left menu and choose your event from the drop-down menu.
- Select Campaign Management, then View Table Registrations.
- Find the table purchase, select the three-dot menu on the far right of the row, and choose View Tickets.
- Find a ticket marked Pending registration, select the three-dot menu, and choose Edit Ticket.
- Enter the guest’s name, email address, and any required details, such as a meal selection, then select Save.
- Check the guest in as usual and hand them their paddle or card with their Guest Number.
If you’d rather have the guest register themselves on their phone:
- From View Table Registrations, select the three-dot menu on the table purchase and choose Edit Table.
- Select the guest’s seat, then send the invitation email to their email address, or copy the direct link and text it to them.
- Once they’ve completed registration, check them in as usual.
If your event requires a saved payment method and the guest doesn’t have one, see Running Event Day in RallyUp for how to resend their registration email so they can add a card.
Related: See “Running Event Day in RallyUp” for the full check-in workflow, and “Payment, Registration & Refunds FAQs” for managing Table seats and resending registration emails.