Guest lists

Roadcase provides a complete guest list management system. Team members can request spots, administrators approve or deny them, and the final list can be exported as a PDF or emailed directly to the venue.

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How guest lists work

The guest list workflow has three steps:

1. Request — A team member submits a guest list request for a specific show
2. Review — An administrator reviews and approves or denies the request
3. Export — The finalized guest list is exported as a PDF or emailed to the venue

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Submitting a guest list request

Any team member (administrator, member, or crew) can request guest list spots:

1. Open a show from the calendar
2. Navigate to the Guest list tab
3. Click Request spots
4. Fill in the request:

5. Submit the request

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Pass types

Roadcase includes four built-in pass types: You can also create custom pass types for your specific needs (e.g., “All access”, “Meet and greet”, “Industry”).

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Approving and denying requests

Administrators see all pending guest list requests in the show’s guest list tab and on the dashboard. For each request, an administrator can:

• Approve — The guest is added to the final list
• Deny — The request is rejected

When a request is approved or denied, the requesting team member is notified.

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Guest list settings

Administrators can configure guest list settings per show:

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Exporting the guest list

Once the guest list is finalized, export it for the venue:

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PDF export

Click Export PDF to generate a formatted, printable guest list. The PDF includes:

• Show details (date, venue, artist)
• All approved guests with names, quantities, and pass types
• Total guest count

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Email to venue

Click Email guest list to send the finalized list directly to venue contacts. Roadcase pulls the available contacts from the venue’s contact list.

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Dashboard alerts

Administrators see pending guest list requests on their dashboard. This makes it easy to stay on top of approvals without checking each show individually.