Guest lists

Manage guest list requests, pass types, and approvals for every show.

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.

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

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:

Field	Description
Guest name	The name of the person being added
Quantity	How many spots for this guest (e.g., “2” for guest +1)
Pass type	The type of access (general admission, VIP, backstage, photo pass, or custom)

5. Submit the request

Pass types

Roadcase includes four built-in pass types:

Pass type	Description
General admission	Standard entry to the show
VIP	Enhanced access (VIP area, early entry, etc.)
Backstage	Access to backstage areas
Photo pass	Photography access

You can also create custom pass types for your specific needs (e.g., “All access”, “Meet and greet”, “Industry”).

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.

Guest list settings

Administrators can configure guest list settings per show:

Setting	Description
Enabled/disabled	Whether guest list requests are open for this show
Max guests	A hard cap on total guest list spots
Soft limit	A suggested limit that triggers a warning but does not block requests

Exporting the guest list

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

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

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.

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.