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Host Guide

Host Guide: Managing Your Prepaid Table

This guide is for Table Hosts who have purchased (or are purchasing) a Prepaid Table. As a Host, you pay for all seats at your table upfront, and your guests attend at no additional cost.

Table of Contents

  1. Overview: What is a Prepaid Table?
  2. Purchasing Your Table
  3. Accessing Your Table Dashboard
  4. Understanding Your Dashboard
  5. Claiming Your Own Seat
  6. Assigning Guests to Seats
  7. Managing Guest Information
  8. Editing Table Settings
  9. Common Tasks
  10. Troubleshooting

Overview: What is a Prepaid Table?

A Prepaid Table (formerly referred to as PREPAID) means you pay for all seats upfront during purchase. Your guests:

  • Do not need to pay anything
  • Receive invitation emails to claim their seats
  • Simply provide their details and any dietary requirements

Key Benefits:

  • Full control over who sits at your table
  • One simple payment for the entire group
  • Easy guest management through your dashboard

Purchasing Your Table

Step 1: Select Your Table Tier

On the event page, you'll see available ticket tiers (e.g., VIP, VVIP). Each tier may have different pricing and benefits.

  1. Navigate to the event page
  2. Select "Purchase Table" for your preferred tier
  3. Review the total price (covers all seats at the table)

Step 2: Complete Your Information

Provide your details:

  • First Name and Last Name
  • Email Address (you'll receive your dashboard access link here)
  • Phone Number (optional)

Step 3: Payment

Complete payment through our secure Stripe checkout:

  1. Enter your payment information
  2. Review the total
  3. Click "Complete Purchase"

Step 4: Confirmation

After successful payment:

  • You'll see a confirmation page
  • An email with your Table Dashboard link will be sent immediately
  • Bookmark this link for easy access!

Accessing Your Table Dashboard

From Your Email

Every email you receive contains a link to your dashboard. Look for:

  • Purchase confirmation email: "Access Your Table" button
  • Reminder emails: Links to your dashboard

Lost Your Link?

  1. Go to the event website
  2. Click "Manage Tickets" in the header
  3. Enter your email address
  4. Click "Send me a login link"
  5. Check your inbox for a new access link

Bookmarking Your Dashboard

We recommend bookmarking your dashboard URL. It looks like:

https://[event-domain]/dashboard/table/[your-table-slug]

No password is required—your access is managed through secure tokens.

Understanding Your Dashboard

Your Table Dashboard shows everything about your table at a glance.

Header Section

  • Table Name: Your table's name (editable)
  • Event Details: Date, time, and venue
  • Table Reference Code: Unique identifier (e.g., 25-T001)

Seat Overview

  • Capacity: Total seats at your table (typically 10)
  • Filled: Seats with assigned guests
  • Available: Seats ready for assignment or for you to claim

Guest List

Each seat shows:

  • Guest name (or "Available" for empty seats)
  • Reference code (e.g., G0042)
  • Dietary restrictions (if provided)
  • Status indicators (My Ticket, Self-Pay, etc.)

Actions Panel

Depending on the seat:

  • Available seats: "Claim Seat" (for yourself) or "Assign Guest" (for others) button
  • Assigned seats: "Manage" options (Edit details/Reassign/Remove)

Claiming Your Own Seat

As the Host, you'll typically want to reserve one seat for yourself.

Option 1: During First Dashboard Visit

  1. Open your Table Dashboard
  2. Find an "Available" seat
  3. Click "Claim Seat"
  4. Your information (from purchase) will be pre-filled
  5. Add any dietary restrictions
  6. Click "Claim Seat" to confirm

Option 2: Assign Yourself Like Any Guest

  1. Click "Assign Guest" on an available seat
  2. Enter your own name and email
  3. Add dietary restrictions
  4. Click "Assign Guest"

Marking Your Seat

After claiming or being assigned, you can mark a seat as "My Ticket":

  • This helps distinguish your personal seat from others
  • Look for the "Mark as My Ticket" option when viewing your seat

Assigning Guests to Seats

Basic Assignment

  1. Find an available seat (shows "Available" or "Guest Ticket")
  2. Click "Assign Guest"
  3. Enter the guest's information:
    • First Name (required)
    • Last Name
    • Email (required—invitation sent here)
    • Dietary Restrictions (optional)
  4. Click "Assign Guest"

What Happens Next

  1. The seat immediately shows the guest's name
  2. An invitation email is sent to the guest
  3. The guest can click the link to:
    • Confirm their seat ("Claim" it)
    • Update their dietary preferences
    • View event details

Assigning Multiple Guests

Repeat the process for each seat. There's no bulk assignment—each guest needs their individual information.

Tip: Prepare your guest list beforehand with names and emails to speed up the process.

Managing Guest Information

Editing Guest Details

For any assigned seat:

  1. Click on the guest's seat card
  2. The "Edit Guest" modal appears
  3. You can modify:
    • Display Name: Override how the name appears
    • Dietary Restrictions: Vegan, Vegetarian, Gluten Free
  4. Click "Save Changes"

What You Cannot Edit

Some information is locked after assignment:

  • Email Address: Cannot be changed (use Reassign instead)
  • First/Last Name: Linked to the user's account

If you need to change who is in a seat, use the Reassign function.

Reassigning a Seat

To replace one guest with another:

  1. Click on the assigned seat
  2. Click "Reassign to a Different Guest"
  3. Enter the new guest's information
  4. Confirm the reassignment

What happens:

  • The original guest loses access to this seat
  • A new invitation is sent to the replacement guest
  • An activity log records the change

Removing Yourself or a Guest

To make a seat available again:

  1. Click on the assigned seat
  2. Scroll down to find "Remove Guest" or "Remove Myself"
  3. Confirm the removal

The seat returns to "Available" status and can be assigned to someone else.

Editing Table Settings

Table Name

You can customize your table's name:

  1. Find the edit option near the table name
  2. Enter a new name (e.g., "Smith Family Table", "Acme Corp Table")
  3. Save changes

Welcome Message

Add a personalized message for your guests:

  1. Look for "Welcome Message" in table settings
  2. Enter your message
  3. Save changes

This message appears when guests view the table.

Common Tasks

"I need to change who's coming to the event"

Use Reassign to swap one guest for another, or Remove to clear a seat and then assign the new person.

"My guest hasn't received their invitation"

  1. Check that you entered the correct email address
  2. Ask the guest to check their spam folder
  3. Use "Resend Invitation" if available, or
  4. Remove and re-add the guest to trigger a new email

"I want to add someone to help manage the table"

Currently, sharing management access requires administrative assistance. Please contact event support if you need to add a co-manager to your table.

"How do I know who has confirmed?"

Guest seats show whether the person has:

  • Been assigned (invited)
  • Claimed their seat (confirmed)
  • Updated their dietary preferences

"I purchased multiple tables"

If you have multiple tables, you'll see a table switcher in your dashboard to navigate between them.

Troubleshooting

"I can't access my dashboard"

  1. Check your email for the dashboard link
  2. Try "Send me a login link" on the event website
  3. Clear browser cookies and try again
  4. Contact event support (email in page footer)

"A seat is showing as unavailable but no one is assigned"

This can happen if:

  • A previous assignment is processing
  • There's a sync delay

Refresh the page. If the issue persists, contact support.

"I assigned the wrong person"

Use Reassign to change the guest, or Remove to clear and start fresh.

"My guest says they didn't get an email"

  1. Verify the email address in the dashboard
  2. Have them check spam/junk folders
  3. Reassign the seat to trigger a new invitation

"I need to add more seats"

Table capacity is fixed at purchase. If you need more seats:

  • Purchase additional individual tickets, or
  • Contact event support about adding another table

Best Practices

  1. Assign seats early: Give guests time to confirm and plan
  2. Collect dietary needs: Remind guests to update their preferences
  3. Keep emails current: Use email addresses guests check regularly
  4. Bookmark your dashboard: For quick access anytime
  5. Double-check emails: Typos prevent invitation delivery

Still need help? Contact the event organizers directly.

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