Invited Only
Only guests on the list can attend. No public registration.
This flow is chosen when the guest list is settled and must not grow on its own. Control sits entirely with you: who is invited, how many companions they may bring, and who is admitted. With no public sign-up, no unknown guest appears at the door.
Best forGala dinners, state occasions, closed launches, internal gatherings.
Stages
How a Guest Moves Through It.
- 01
Invitation
A personal invitation goes out by email or WhatsApp with a link unique to each guest.
- 02
RSVP
The guest confirms attendance, companions and any special requirements.
- 03
Confirmation
A branded confirmation is sent automatically with time and venue details.
- 04
QR
A unique QR is issued per guest and is valid for a single entry.
- 05
Check-in
Your crew scans, the guest name appears, and the arrival is recorded instantly.
What You'll Decide
Three Things That Decide Whether It Runs Smoothly.
This flow has decisions best settled before sign-ups open rather than when the event is close.
- 01
Plan for guests who aren't on the list
Someone always arrives with a colleague or as a substitute. Decide up front whether they are turned away, recorded manually, or routed to a small walk-in lane.
- 02
Personal invitations need clean data
Because every link is unique to a guest, a wrong name or number shows immediately. We clean duplicates and number formats before anything is sent.
- 03
RSVP gives you a number you can use
Early confirmations make catering, seating and station counts far more accurate than guessing from the invitation total.
Before We Start
What You'll Need to Hand Over.
- The guest list in Excel or Google Sheets: name, WhatsApp number or email, and guest category.
- The companion rule: allowed or not, and how many per invitation.
- The RSVP deadline.
- One person on your team with authority to decide when someone off the list turns up.
Don't have all of it yet? That's fine. We'll put the rest together in the first conversation.
Questions
About the Invited Only Flow.
Whose name does the invitation go out under?
The design and wording follow your event. By email, invitations can go out from your own domain once it is verified. By WhatsApp, they come from an official business number, with your event named in the message.
What if an invitation is forwarded to someone else?
Every invitation is bound to one name. A forwarded QR still reads as the original guest, and the same QR cannot be used to enter twice. Where it matters, crew match the name against ID at the door.
Can VIP guests be treated differently?
Yes. Categories such as VIP, speaker or press can each have their own invitation wording, check-in lane and badge, all from the same guest list.
Not sure this is the right flow? Let's talk it through.
Plenty of events end up on a different flow than they expected, and that is normal. Tell us how your guests usually arrive and we'll help map it.