FAQs

Sure you can. Select the EventReception Package [Event Diagrams] .

No installation is needed. You access the EventReception platform online, on any device, preferably with Google Chrome.

You can use EventReception diagrams to set up any 2D floorplan easily, professionally and fast, including Expos, exhibition centers, social events and so on.

Each space is optionally associated with an empty floorplan which is uploaded as a background image. On top of the background image you add your objects (tables, furniture etc). Background floorplan images are optional. You can always create scaled event diagrams on a blank canvas.

Certainly not. Once we have set up your account everything remains perfectly scaled at all times.

Certainly. You can easily space tables, chairs, as well as any other object.

EventReception Table Borders enable you to easily show and track the safe area of each table with a single click. Set the table borders at your desired distance and subsequently select to show all table borders, show the table borders of selected tables only, or hide table borders.

Yes. You can edit the table borders of any table(s) as well as change their border colors, style and so on.

Sure you can. Simply set the desired distance between tables (and/or chairs or other objects) and click 'n drag to draw the area you'd like to fill with your selected objects. The designated area gets populated automatically at max capacity.

Certainly not. You can save your diagrams as templates and use them again with one click. Templates allow you to use diagrams as they are, or as a stepping stone to new layouts. You can also copy-paste whole layouts from past events.

Of course. You can both set/change the default dimensions of all object in your account, as well as change any or all objects' dimensions per event.

Yes. You may also change the ruler-line's color, width, type, as well as the font-size and color of the measurement.

You can very easily add text, arrows and different shapes as well as change colors, size, borders etc.

Of course you can. You can both number as well as name tables.

We can add as many furniture and additional equipment as you want. A one-time surcharge per new item applies, so you might want to make sure you can't use the platform's existing drawing tools and objects to portray your objects.

With a couple of clicks from the EventReception platform. Your clients will receive an email with a link access their floorplan(s). Any changes you make thereafter, will be shown to your clients automatically (or upon hitting refresh).

No. Your clients are in "view-only" mode. They cannot add, delete, move or edit anything.

Sure. You can export your plans in pdf to print them out or email to clients and colleagues.

Yes. Each event's equipment list is created automatically, as per the objects you have inserted in your event diagram. The equipment list is shared in real time with your clients. You can also export it to pdf to print or attach to an email.

Certainly. You can assign as many event diagrams to an event as you need. You can include alternative layouts of the same event space, or add different event spaces/venues etc.

As many as you want.

There is no extra charge.

No problem at all. Simply email us your empty floor plans for each space/sub-space.

Email us your empty event spaces in any format (for example jpeg, png, bmp, cdr, pdf, doc, ppt, ai and so on). Please include a single distance measurement in each plan, to scale them accordingly. The floor plans' optimal width is 1920 pixels, but anything above 1300 pixels width is fine.

No worries. Take a photo of your hand-drawn diagram(s) even from your phone, and send it/them. We'll sketch them up and upload them to your account.

Sure you can. You don't have to a background diagram to make scaled floorplans

If your diagrams are in black and white and want us to beautify them to convey more information to your clients, please send us photos from your event space. For a typical floorplan we need about 2 - 3 hours of work (charged at €50/hour), but we'll let you know exactly how much time we'll need for the conversion, as per your specific diagrams and photos.

Yes. You can create or edit your event diagrams very easily even on your phone or tablet.

The software is intuitive and very easy to use. Saying that, an online training session is scheduled to get you (and your team) quickly up to speed, and we' re always here to help.

After scheduling an online call to quickly show you the software, we can send Demo Access Codes to try the software before purchase.

e-GuestList supports iPads, Android tablets, and web browsers on any device.Use the native app on iPads and Android tablets, or sign in on the web to check in guests from a desktop, laptop, tablet, or phone.

Yes. You can create a Free Account with no credit card needed and try the app with your own events.Free accounts let you create unlimited events with up to 30 guests per event.

Yes. Right after payment, your event credit or plan becomes available in your account, so you can continue immediately. If you do not see a confirmation email, please check your spam folder.

1) Sign in on the web

Log in to your web account and create an event.

2) Add your guest list

Upload from Excel or add guests manually on the web.

3) Start checking in

Use the native app on iPads or Android tablets, or use Web Check-ins from any online device.

Use our sample Excel layout and paste your data into the matching columns. You can also update your list, delete duplicates, or replace the whole list. If you need custom columns or titles, let us know and we can prepare a custom template.

An event has a single guest list, lasts up to 24 hours, and each guest is either checked in or not.

Example 1 — One event: A reception from 18:00–03:30 with one guest list.
Example 2 — Two events: A conference with a morning and an evening session where you need separate attendance for each session.

• 1–2 events → Per-Event
• 3 or more events in a 30-day period → Per-Month
• Regular events across 6 months → Per-Year

Yes. You can create as many events as you want during your active plan. Guest and device caps still apply per event, depending on the option you choose.

Yes. You can keep Per-Event credits together with Per-Month or Per-Year plans in the same account. When you create an event, you choose the option that best fits that event.

Yes. You can buy a single event credit or a monthly or annual plan directly inside your account. This makes it easy to manage different purchase options and choose the one that best fits each event.

No. Choose your plan based on your guest-list size, not your expected arrivals or final check-ins. For a list of 250 guests, you should choose a MAX-300 option.

No. The native iPad and Android tablet apps work both online and offline. Web Check-ins work online from any device with a browser.

If you are using the native tablet app, check-ins continue as normal. The app stores data locally on the tablet and automatically resumes syncing once internet returns.

Yes. Please connect all tablets to the internet as soon as the event ends, and no later than 48 hours after the event date. This ensures that your web reports are complete and fully up to date.

Web Check-ins let you check in guests online from any device with a web browser, including desktop, laptop, tablet, or phone. No app installation is needed. Just sign in to your account and enable Check-in for the event you want.

Web Check-ins include the main features you already use on tablets, plus extra online convenience. These include check-ins directly from Tables and Groups, easier field-based search, and advanced table/group filtering with text and dropdown filters.

Yes. Online check-ins sync automatically across your connected devices. This means your web account, Web Check-ins, and online tablets stay up to date together.

You usually need to log out only when signing in with a different account. Logging out clears local data on the device. To protect unsynced check-ins, the app does not allow logout while sync is still pending. Connect the tablet to the internet, let it sync, and then you will be able to log out safely.

No. Being offline or syncing later does not erase your data.

Data is only at risk if a device still has unsynced check-ins and someone intentionally uninstalls the app, clears its data, or factory-resets the device. Even then, your data remains safe once that device has already synced to the web.

Put all tablets online, then sign in to your web account and check your reports there. If the reports are updated, your sync is complete.

Past events are removed from tablets automatically after the device has synced and 48 hours have passed since the event. Unsynced events remain on the tablet. If you still have unsynced events saved locally, connect the device to the internet as soon as possible.

On the Events page, click Show Older Events to reveal older past events.

Basic totals appear on the tablets. For full reports, live insights, and PDF or Excel exports, use your web account.

If your devices are online during the event, reports refresh automatically. If tablets were used offline, connect them afterwards so the reports can update fully.

Online reports include expected guests, actual check-ins, no-shows, walk-ins, late changes, cumulative progress, check-ins by device, and more. You can also export reports to PDF and Excel.

Reports appear after 10 check-ins. If you already have 10 or more check-ins, make sure your tablets have synced or that your event has had online check-in activity.

Yes. You can create a unique share link for each event and give access to partners or clients. For extra security, you can protect the shared list with a 6-digit PIN.

You can choose which columns are visible, whether guest search is allowed, and whether each guest’s arrival status is shown. You can also see how many times the link was used, disable or re-enable it, or delete it completely.

Yes. It takes just a couple of taps, and you can also use your microphone to quickly enter guest details.

Yes. You can choose one of three seating modes:

1) No tracking

Seat and move guests freely.

2) Show warnings

See free seats and get a warning if you exceed table capacity.

3) Strict

See free seats and prevent over-seating.

Yes. You can rename, show, or hide columns as needed. You can manage this from the web, and supported settings can also be used inside tablet devices.

Yes. We comply with EU and UK GDPR. See our GDPR & Data Privacy page.

Your data is protected with SSL encryption and stored in a 3-tier data center certified by ISO/IEC 27001:2022.

Yes. Per-Event purchases expire 12 months after purchase. You can extend their expiry to 24 months by simply emailing us.

You can pay directly inside your account when buying an event credit or a plan. Supported methods include cards, wallets, e-banking, PayPal, and other available options shown during checkout.

Yes. Invoicing is handled directly inside the app during purchase.

For the SMS to be sent legally and correctly, a series of required steps, checks, and approvals must be followed — all of which are taken care of by the platform automatically.

We support Unicode so you can communicate in any language including Japanese, Chinese, Greek, Arabic etc.
Unicode characters do limit the max characters per SMS.

Of course you can. Email us the message you want to send to your guests.

Single SMS messages are up to 160-characters long, including spaces.
If your message has 160-306 characters it will be charged double and if it's between 307-456 characters it'll be charged as three messages.

Send us the google map link to the event venue.
We'll subsequently set it up as an e-map link and include it in the SMS to your guests.

When guests tap on the link they will see a welcoming photo and will then be taken to the map to show the route to the venue.

Yes, unfortunately even empty spaces count towards the SMS character limits.
That's one of the main reasons we use the short e-map.co link in your SMSs.

Payment is made online via e-payments .
Fill in the form and hit [Continue] to proceed to Viva's Smart Checkout.
Select your preferred payment method (credit card, digital wallet, Paypal etc.) to complete your online transaction safely & securely.