Guest List 101: the complete flow from crew request to the printed box office list.
THE BIG PICTURE:
The guest list is the comp tickets and passes the artist team gives to friends, family, industry, and press. ATOM tracks every request, sends branded confirmation emails to the guest, prints the box office list, and keeps the TM's personal email and phone out of it.
TWO WAYS TO ADD A GUEST:
1. Crew submits a request. Anyone on the tour taps "Add request" on the day page and fills in the guest's name, number of tickets (up to 50 per guest), affiliation, passes, and who gets the confirmation email. Status starts at NEW.
2. The TM awards tickets directly. "+ Award tickets" on the day page, for someone who didn't ask. Skips NEW and PENDING, goes straight to APPROVED, and the guest's email goes out right away.
Both open in the panel on the right of the Guest List tab, where a guest's editor opens (full screen on a phone). So does Settings (allotment, lock, cutoff, crew pass permissions, new-request emails). Nothing saves until you tap the button at the bottom; click away mid-typing and ATOM asks first.
THE GUEST LIST TAB:
A calm list. One summary line (approved, pending, tickets, passes, seats TBD, and "all Will Call" when everyone shares a pickup; tap approved, pending, declined or seats TBD to show only those) with the allotment bar. Buttons: Add request, Award tickets, Print / Export, and ... for Seating chart and Settings. Search and one Filter button (status, affiliation, type, pickup, seat TBD, starred, notes, duplicates, VIP); active filters show as tags, tap one to clear it. Columns with nothing in them stay hidden. Hover a row for its checkbox and star; tick guests to Approve, Change status, Decline or Remove together; every row has a ... menu. Click a header to sort; pages of 12 to 100 or All. On a phone: the same summary, search and filters, and a guest list; tap a guest to edit full screen.
Click a guest's name and their editor slides in on the right: approve / decline, tickets and each pass count, seat type and section / row / seat, pickup, who gets the confirmation email, affiliation and notes, requester, and the activity log (replies, emails sent, Resend). Changes save as you go, with an Undo for the last change. On a phone it opens full screen. Crew see only their own requests and can edit them until the TM decides.
Quick add (TMs): Add a name under the list. Type a last name, first name and tix, press Enter. The guest goes on as Approved with no email sent, and their editor opens so you can fill in the rest.
TICKETS AND PASSES ARE SEPARATE:
Tickets are seats. Passes (AAA, GST, M&G, PRK, VIP, WRK, CTR, PHOTO) are the physical credentials the guest carries. A guest with 4 tickets might carry 2 AAA + 2 GST. A house photographer can have 0 tickets and 1 PHOTO pass. That's on purpose, not a mistake.
SEAT TYPE:
Each guest can be marked Reserved, GA, Pit, or Other before the venue confirms real seats. A guest marked Reserved with no section, row, or seat entered is flagged as Needs seat everywhere (their row, the tally, the printed list) until you fill it in. GA and Pit never need a location.
SEATING CHART LOOKUP:
Find seating chart in the Guest List's ... menu (it reads Seating chart once a show is attached) finds the show on Ticketmaster and pulls up its public seat map, the same one a ticket buyer sees. It's section-level only. Ticketmaster doesn't share seat-by-seat data, and promoter charts don't carry it either, so you still type the exact section, row, and seat yourself.
THE STATUS FLOW (crew requests):
• NEW: just submitted, waiting for the TM.
• PENDING: TM tapped Acknowledge. The requestor was told.
• APPROVED: TM approved. The requestor gets a "Still need 'em?" email with Yes / No / Other.
• DECLINED: TM declined with a reason. The requestor gets a polite note, optionally naming who to follow up with.
THE "STILL NEED 'EM?" CHECK:
No email goes to the guest until the requestor says YES. This protects the comp pool from "I asked weeks ago and forgot." NO releases the comp. OTHER lets them send the TM a note.
24-HOUR OVERRIDE: if the TM approves within 24 hours of doors and the schedule is in ATOM, the check is skipped and the guest's email goes out immediately.
WHAT THE GUEST SEES:
A branded email from "[Artist] Tour" (never the TM's personal address): "Congrats! 2 tickets are yours," with the venue, date, doors, their passes, and how they pick up (Will Call, Box Office, hand delivered, or back entrance, straight from the guest's record). One button confirms the exact number of tickets they were given, plus Can't make it. If they want fewer, they reply to the email. On show day the email switches to "Tonight," judged by the venue's own calendar.
A guest with passes but no tickets (a photographer with a PHOTO pass, say) gets a different email: "You're on the guest list," listing their passes, with an I'll be there button. No ticket count.
ATOM does not send a reminder before the show.
PRINT AND EXPORT (the Print button):
• Guest list sheet, in two layouts. Box Office is for whoever checks names at the window: sorted by last name, a checkbox per guest, the usual pickup stated once at the top so only the exceptions print, a gold SEAT TBD tag where a seat is still owed, and each guest numbered (#) so the window can count down. A long list prints about 40 guests a page (200 guests is about 5 pages, more if lots of guests have notes). A short list fills the page: the same business-size type with a little more room per row, and the space under the last guest fills with ruled blank Late adds rows (for walk-ups) down to the Total row at the foot. A long list's last page fills the same way. It prints like a spreadsheet: Last and First in their own columns, Tix, one number column per pass type in use, then Seat, Status, Requested by and Pickup on every row (tick or untick them under Columns in the Print window), every cell ruled, with a Total row at the bottom summing each column for reconciling at the end of the night. Notes are their own column, like a spreadsheet; a long note wraps in its cell, never cut off. Every sheet is a full page (US Letter, or A4 for shows outside the US and Canada) and prints Portrait or Landscape, whichever you pick under Paper; Box Office starts portrait, Management landscape. Last and First size to the names, and Pickup takes the rest of the width. Management adds who asked, affiliation, the guest's email and phone, and status, for auditing the list. Either can split into one page per pickup type. Guest email + phone is off by default for Box Office (the sheet goes to venue staff) and on for Management; tick it to include contact info on either layout and in the Excel and CSV files.
• Avery 5160 labels: one sticker per guest for envelopes, as a PDF that prints at true size.
• Excel: a branded spreadsheet with Last Name and First Name split, seats, passes, and a ticket total. Seats and phone numbers stay exactly as typed.
• CSV: the same table as plain text, for importing into a ticketing system.
WHY ATOM NEVER AUTO-RELEASES A COMP:
Every release takes a real person: the TM declines, the requestor taps No, or the guest taps Can't make it. ATOM won't release a comp just because nobody answered. Occasionally a comp goes unclaimed at Will Call, but nobody gets surprise-released and embarrassed at the door.
SENDER AND REPLIES:
Emails come from [artist-firstname]@atominterstate.app with the display name "[Artist] Tour." When the guest replies, it threads back into their request inside ATOM. The TM's personal email is never shown.