Accompanying persons

What are accompanying persons?

Accompanying persons are individuals who are registered with the same booking as the main contact. Here are some important points about accompanying persons:

• They appear in the booking of the main contact.
• No separate contact is created for them, so they cannot be contacted via campaigns.
• They do not receive their own booking confirmation or other notifications.
• All communication, as well as the delivery of e-tickets, campaigns, and notifications, is handled through the main contact.

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Admin configuration

To enable accompanying persons in your event, follow these steps:

1. Edit event: Go to the admin area and edit the event.
2. Configure authorisation groups: Open the desired authorisation group(s) for which accompanying persons should be enabled. If only part of your guests should be allowed to bring accompanying persons, you can create a separate authorisation group for these guests.
3. Activate the functionality: Enable the feature and specify how many accompanying persons can be added.
4. Configure the registration form: Set up the registration form for accompanying persons. The form template, like that for the main booker(s), will be inherited from the configuration on the workspace.

How do accompanying persons work?

Guest view

The input is made directly during the booking process. Guests have the option to choose which accompanying persons they would like to bring for which options. They cannot exceed the quota defined in their authorisation group. Guests can also register with accompanying persons for the waiting list or bookings on request.

Admin view

After registration, accompanying persons can be viewed in the booking of the main contact. No separate contacts are created for accompanying persons, and they cannot be contacted via campaigns or notifications. Under "booked options", the guest list is visible, with each accompanying person displayed as a separate row. When a filter is applied on the right by booking option, the guest list of all registered individuals (including accompanying persons) for that option will be shown.

Accompanying persons and capacity limits

Accompanying persons are considered part of the main contact's capacity limit. This means that when booking accompanying persons, the total quota of available spots for a booking option is not exceeded. For example, if a guest adds two accompanying persons, this counts as three participants in the quota. If only one spot is left for an option, the guest cannot register an accompanying person.

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Accompanying persons and waiting lists

If a guest with accompanying persons is on the waiting list, an invitation will only be sent once enough spots are available to register both the main contact and all accompanying persons together. The invitation will be sent to the entire group (main contact + accompanying persons).

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Managing bookings with accompanying persons

For each booking with accompanying persons, a separate tab will appear in the contact of the main contact. In this tab, the personal details of the accompanying persons, such as names or email addresses, can be edited.

Check-in and e-ticket

No separate e-ticket is issued directly for accompanying persons. If the option "e-ticket per total booking" is selected, the main contact will receive a ticket that applies to both them and all their accompanying persons. If the option "e-ticket per booking option" is chosen, a separate ticket with an individual QR code will be created for each booked option. The main contact can forward this ticket directly to their accompanying persons. If e-tickets are enabled as badges, a badge will also be generated for the accompanying persons and added to the PDF.