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XO allows you to create bookings on behalf of customers directly from the admin panel — without the customer going through the normal booking flow. This is used for guest list entries, complimentary tickets, press passes, and staff entries.

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What is a guest list / admin booking?

An admin-created booking lets you:
  • Add someone to the guest list for free (comp tickets)
  • Create a booking for a customer who called or emailed to book
  • Issue complimentary reservations for VIP guests
  • Add press, sponsors, or event staff entries
Admin bookings are created in Confirmed status immediately, bypassing payment.

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Creating a guest list booking

  1. In the admin panel, go to Events & Bookings.
  2. Select the event (and occurrence if recurring).
  3. Click the Create Booking (or + Admin Booking) button.
  4. Fill in the booking details:
  1. Click Confirm Booking.
The booking is created immediately as Confirmed. If the customer email is provided, they receive a booking confirmation with their entry pass QR codes.

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Guest list vs. standard bookings

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Viewing guest list bookings

In the Events & Bookings section, guest list bookings appear alongside regular bookings. You can identify them by:
  • The booking channel indicator (admin-created vs. self-service)
  • Using the Guest List filter to show only admin-created bookings

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Tracking guest list statistics

In the event attendance panel, you’ll see separate metrics for guest list performance:
  • Total invited — Total guest list bookings created
  • Confirmed — Bookings confirmed
  • Arrived — Guest list guests who have been scanned in
  • Cancelled — Guest list bookings that were cancelled
See How do I view guest list statistics? for details.

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Can I bulk-import a guest list?

Currently, each guest list booking is created individually through the admin panel. For large guest lists, contact support at support@thexo.app to discuss bulk import options.