Overview
Crowdstack gives you direct control over your guest list, allowing you to set capacity limits, manage admission requests and organise VIP access. These settings help you balance demand with venue safety and create the right atmosphere for your event.
Setting event capacity
Capacity defines the maximum number of guests you expect or can accommodate. While Crowdstack allows unlimited registrations on Free plans, setting a clear capacity helps your door team manage flow and triggers automatic waitlisting when limits are reached.
- Open your event from the Events tab.
- Select Guests to view the guest list management screen.
- Look for the capacity configuration in the event setup or guest rules section.
- Enter your total expected attendance figure.
Once this limit is reached, new standard registration requests may automatically move to a waitlist status, depending on your specific guest-list rules.
Managing the waitlist
When an event reaches capacity or you manually restrict admissions, new guests enter a waitlist state. These guests have registered but require manual approval before receiving a confirmed place.
Reviewing requests
The guest list toolbar displays a summary of Requests and Waitlisted guests. To manage these:
- Filter the guest list by Admission and select Requested or Waitlisted.
- Review the list of pending guests.
- Select individual guests or use the checkbox to select the whole page.
- Choose a bulk action from the toolbar:
- Approve place: Confirms the guest and adds them to the active list.
- Decline place: Politely rejects the request.
- Waitlist: Keeps the guest in the queue if you are not ready to decide.
You can also approve or decline guests individually by opening their specific record.
Guest-list admission rules
Crowdstack categorises every guest by their admission status. Understanding these states helps you keep your list accurate:
- Confirmed: The guest has a guaranteed place and will receive a QR pass.
- Requested: The guest has applied but awaits your review.
- Waitlisted: The guest is queued due to capacity limits or manual hold.
- Declined: The guest has been turned down and will not receive entry credentials.
You can change these statuses at any time before the event closes. If you approve a waitlisted guest and space becomes available, they immediately receive confirmation.
VIP access and nominations
VIP settings allow you to separate high-priority guests from general admission. This is useful for managing artist guests, sponsors or loyal attendees.
VIP statuses
- VIP: Confirmed priority access.
- VIP requested: The guest has asked for priority status but awaits approval.
- VIP declined: Priority access was requested but rejected; the guest may still attend as standard if confirmed.
- None: Standard guest status.
Managing VIPs
- Filter your guest list by VIP status.
- Select Nominated or Requested to see pending priorities.
- Use the bulk actions Confirm VIP or Remove VIP to update their status.
Confirming a VIP does not automatically confirm their admission if they were previously declined; it only changes their priority tier. Ensure their admission status is also set to Confirmed.
Promoters can also nominate their own guests for VIP status. These appear as VIP requested in your list until you approve or decline them.
Door team visibility
Once you have configured your lists, your door team sees these statuses clearly in the Door Scanner app at /door. They can search for guests by name and instantly see if a person is confirmed, waitlisted or VIP. This ensures consistent decisions at the entrance without needing to contact you for every exception.