> ## Documentation Index
> Fetch the complete documentation index at: https://docs.roadcase.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Guest lists

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

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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](/tour-planning/venues.md).

## Dashboard alerts

Administrators see pending guest list requests on their [dashboard](/account/dashboard.md). This makes it easy to stay on top of approvals without checking each show individually.


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