How to use Riderly Guest List

1. Getting started

1. Sign up on the home page: your venue name, a username, a staff password (everyone on staff shares it) and a venue admin password (just for you — see 6c).
2. Once Riderly approves it (usually the same day) you’ll get an email. If Riderly set your venue up for you, you’ll get a setup link instead — open it and choose the password.
3. Log in at guestlist.riderly.com.au/login with your username and password, and enter your name when asked (see below).
4. Your staff link is guestlist.riderly.com.au/v/your-username — it’s in ⚙ Settings → Staff login. Send it to staff.

2. Getting staff logged in

1. Send staff your staff login link and the password. You can find the link any time in ⚙ Settings → Staff login. (Or they can log in at /login with the username and password.)
2. They open the link, type the password, and enter their name, e.g. “Sam (Door 1)”.
3. They stay logged in on that device for 30 days.

Tip: on iPhone, tap Share → Add to Home Screen so the guest list opens like an app.

Forgot the username? It’s the last part of the staff link (e.g. corner-hotel), and it’s shown in ⚙ Settings.

3. Creating a show

1. On the Events page, tap + New event. (A manager will be asked for their code when you save.)
2. Fill in the name and date. Optional extras:
   • Doors — shown to contributors and at the door.
   • Guest list cutoff — contributor links lock at this time. Leave blank to keep them open.
   • Guest list cap — a maximum number of heads across all lists for the night.
   • Notes for door staff — pinned at the top of door mode, e.g. “Artist entry via side door. Photo passes at merch.”
3. Tap Create event. Tonight’s show is marked TONIGHT on the Events page.

Old shows can be archived in Event settings — they’re hidden from the main list and their contributor links lock, but everything is kept.

4. Contributor links

A contributor is anyone who adds their own guests: the headliner’s tour manager, support acts, a promoter, a staff member. Each gets a private link for that show — no account needed.

1. Open the event → Contributors → + Add contributor.
2. Give them a clear name, e.g. “Headliner — Tour Manager” or “Promoter (Jess)”.
3. Choose which list their guests go on (Artist, Guest, Industry, Media…) so the door can see it.
4. Set an allocation in heads. Plus-ones count: “Jane +2” uses 3. Leave blank for no limit.
5. Tap Create link, then Copy and send it by text or email.

Each card shows heads used / allocation, plus how many have arrived and are inside.

5. Managing the guest list

Adding guests yourself

Open the event → Guest list → + Add guest. Choose which contributor they belong to (or “Venue”), the list, any plus-ones and a door note. Tick ★ VIP to highlight them at the door and alert every door screen when they arrive.

If adding someone takes a contributor over their allocation (or the night over its cap), you’ll be asked whether to override. Contributors themselves can never go over.

Pasting a whole list

Tap Paste list and paste one guest per line — straight from Excel, Google Sheets or an email:

Jane Smith +2
Alex Nguyen, 1, photographer
Sam Lee, bring ID

“+2” or a number in the second column means plus-ones. Anything after the next comma becomes a door note.

Editing and removing

Use Edit or Remove on any row. You can’t reduce a party below the number who’ve already arrived.

6. Door mode

Open the event and tap Door mode (or Door mode straight from the Events page). Use as many phones as you like — they all stay in sync.

• Counters: inside right now · arrived out of everyone on the list · VIPs inside.
• Search: type a couple of letters of the first or last name. It also searches notes and contributor names.
• IN: checks them in. For a party (e.g. Jane +2) it asks how many are coming in — tap a number or All. The row then shows 2/3 in.
• OUT: for when someone steps out (smoke, car, pass-out). Tap IN again when they come back — it won’t count them twice.
• Colours: green edge = inside, red edge = has left, gold = VIP.
• Filters: All · Not arrived · Inside · Left · ★ VIP.
• Not on the list? Search their name and tap + Add as walk-up (or + Walk-up). It goes on the list as “Door”, with your name against it.
• VIP alert: when any door checks in a VIP, every other door screen shows a gold alert.

The green dot at the top right means the phone is live. If it turns red, it’s reconnecting — keep going.

If the Wi-Fi drops

• Keep going. IN / OUT and the + / − counter still work. A yellow bar shows how many taps are saved on this phone.
• They sync by themselves when the connection’s back — even if the page was closed or reloaded. Nothing is counted twice.
• Manager overrides need signal (codes are checked on the server), so going over capacity is blocked while offline.
• If a saved tap can’t be applied when it syncs (e.g. other doors filled the room meanwhile), the bar lists it so a manager can sort it out.
• Don’t log out while taps are waiting — the app will warn you.
• Tip: open door mode once while you’ve got signal before doors, so the phone has the list saved.

6b. Door counter (capacity)

At the top of door mode is a shared digital clicker — like the hand tally counters on the door, but every phone sees the same number, live.

• + for each person in, − for each person out. The number updates on every door phone straight away.
• Set the venue capacity by tapping the number (or in Edit event). The bar turns amber from 80% and red from 95%.
• At capacity, the + button asks for a manager code before letting anyone else in.
• ⤢ Full screen gives the person on the door a giant + and − (the phone buzzes on each tap on Android, and the screen stays awake).
• Peak, in and out totals are kept for the night. Tap the number to correct the count (e.g. after a head count) or reset it.
• Guest list check-ins also count is off by default so a guest isn’t counted twice when someone is clicking everyone through. Turn it on if your door staff only use this app.

6c. Manager codes & venue admin

Staff share one login, so the rules are protected by manager codes — each duty manager has their own. The GM or owner manages them in the venue admin page.

Staff are asked for a manager code when they try to:

• create a new event, or delete one
• let someone in past venue capacity (with + or a guest list check-in that counts)
• add a guest past a contributor’s allocation or the night’s guest list cap
• change those limits, correct or reset the door count, or remove a guest who has already arrived

Every override is saved in the Activity log with the name on the phone and whose code approved it (e.g. “approved by JT”).

The venue admin page

Open guestlist.riderly.com.au/v/your-username/admin (or ⚙ Settings → Venue admin) and log in with the venue admin password — set when the venue was created, and different from the staff password. There you can:

• Add, reset, revoke or delete manager codes — one per duty manager. Someone leaves? Revoke only theirs.
• Change the staff password, or log out every staff phone without changing it (lost phone).
• Set the venue name, a contact email, the usual capacity and whether guest list check-ins count at the door — new shows start with these.
• Choose when guest names are removed (e.g. 90 days after a show). Head counts and reports are kept.
• See every override across all shows.

The venue admin password also works as a manager code at the door.

7. Activity & export

The Activity tab lists every change for the show — who added whom, every check-in and check-out, contributor changes — with the name of the person and the time.

Export CSV on the guest list tab downloads the full list with arrival status, who added each guest and when. It opens in Excel or Google Sheets.

8. What contributors see

When a contributor opens their link they:

1. Enter their name once (so you know who added each guest).
2. See the show, their allocation and how many spots are left.
3. Add guests with plus-ones and an optional door note.
4. Can edit or remove their guests until the cutoff — but not once someone has arrived.

They only see their own guests — never anyone else’s list. After the cutoff, or if you disable the link, it shows a locked message telling them to contact the venue.

9. Settings & passwords

• ⚙ Settings (top right of the Events page) has your staff login link, the name on this phone, and a link to the venue admin page.
• Staff password, venue name, manager codes and privacy are changed by the GM/owner in the venue admin page.
• Forgot the staff password? The venue admin can set a new one, or ask Riderly.
• Log out this device is in Settings — do it on shared or borrowed phones after the show.

10. Troubleshooting