How to run a club guest list
A practical, step-by-step guide to running a nightclub guest list: build recurring door lists, collect promoter and DJ guests, set limits, and check everyone in fast at the door, online or offline.
A nightclub guest list is a weekly grind: different promoters, different DJs, the same door, every week. Run it in group chats and screenshots and you get double bookings, blown comps and a slow door. Here is a workflow that keeps one clean list per night and moves fast at the entrance.
Step by step
- 1
Start from last night, not a blank sheet
Reuse the guests, promoters and settings from your previous night so a recurring club night is ready in minutes. Add or trim names instead of rebuilding the whole list every week.
- 2
Collect promoter and DJ guests with forms
Send each promoter or DJ a shareable form. They submit their own guests, you set a limit per person, and you approve or reject each request before anyone reaches the door.
- 3
Set the list per night
Keep one clean door list per night, with promoter, plus-ones and comps clearly separated, so the door knows exactly who is on and under whose name.
- 4
Share a PIN-protected door link
Generate a public check-in link protected by a 4-digit PIN. Hand it to any door person over WhatsApp, no account, no app download, and rotate the PIN when the night is over.
- 5
Check in fast at the door, online or offline
Look up a guest by name and check them in with one tap, or scan a QR code with the phone camera. Every check-in syncs in real time across all devices, and keeps working when the club wifi drops.
Do it in GuestAccess
GuestAccess is built for exactly this. Recurring nights reuse last week's guests, promoters and settings. Promoters and DJs submit their own guests through forms with per-name limits. Door staff check people in from a PIN-protected link with no account, and it all works offline, so a busy door on bad wifi never stops the line.
Frequently asked questions
What is the best way to manage a nightclub guest list?
Keep one live door list per night, collect promoter and DJ guests through shareable forms with per-name limits, and check people in from a PIN-protected link at the door. GuestAccess does all of this in one place, online or offline.
How do promoters submit their guest lists for a club night?
Send each promoter a form link. They add their own guests up to the limit you set, and once you approve them the names flow straight onto the night's door list.
Can multiple door staff check people in at once?
Yes. Share the same PIN-protected link with your whole door team. All check-ins sync in real time, so a guest checked in on one phone shows as arrived on every other.
What if the club wifi is unreliable?
Check-in keeps working fully offline. Every lookup and check-in is stored on the device and syncs automatically the moment the connection returns.
Run your club guest list on GuestAccess.
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