Managing event registrations often means accommodating last-minute requests: a VIP donor calls asking to attend your sold-out Homecoming Gala, a walk-in arrives at a Family Weekend check-in desk, or a colleague needs to add a spouse to an existing registration. These situations require a fast, flexible way to register guests without running into same restrictions (like capacity limits or registration deadlines) that apply to the public registration page.

Almabase Events has a dedicated interface to add guests directly to any event and edit existing registrations, while overriding capacity or timing restrictions.

1. Open the Guests tab on your event and click the "+" icon.
From your event dashboard, click the Guests tab. You'll see all current registrations and a "+" icon at the bottom left to add a new guest.

2. Fill out the admin registration form.
This opens a dedicated form designed specifically for admins — separate from the public guest registration page. Enter the guest's first name (required). All other fields — last name, email, phone, affiliations, and any custom fields — are optional.

3. Add additional guests if needed.
If you are registering a couple, family, or group, click "Add more guest(s)" to include additional people under the same registration.

4. Select sub-events and tickets.
If your event includes sub-events (like a reunion mixer, dinner gala, or brunch), click "Add Sub Event to Registration" to browse and select sub-events. You can then assign tickets for each sub-event directly in the form.

5. Add additional tickets and donations.

6. Review the summary and choose a payment option.
The Ticket Summary section shows a breakdown of all tickets and the total amount due.

7. Click "Add Registration."
The guest is registered immediately and appears in your guest list.

Example: Priya Patel, a VIP donor, calls the alumni office the morning of your Homecoming Weekend. All tickets appear sold out online, but you open the Guests tab, click "+", enter Priya's name, select the Class Reunion Dinner & Awards Gala sub-event, add a Meal Package and Tailgate Entry Pass, mark payment as pending, and click Add Registration. Priya is confirmed in under a minute.

On the right side of the edit registration screen, you'll see a Quick Actions panel with one-click options: Send confirmation email, Copy registration link, Open Guest Kit, Contact registrant, and Cancel registration. At the top right, you'll find Check-in and Save buttons for immediate actions.

1. Locate the guest in the registration list.
Find the guest whose registration you need to update, and click on their name to open the registration detail panel.

2. Click "Edit Registration."
This opens the same admin form used for adding a new guest, pre-filled with the existing registration details.

3. Update information or add tickets.
Adjust guest details, add additional tickets or sub-events, or update their registration options as needed. Navigate between the Contact, Guests, Sub-events, Tickets, and Summary tabs to make changes across the full registration.

4. Save changes.
Click Save at the top right. The registration is updated immediately.

Example: Maria Gonzalez registered for Homecoming Weekend but calls a day before the event to add her spouse to the Class Reunion Dinner. You locate Maria's registration, click Edit Registration, add a second guest and dinner tickets, and save — all within the admin panel, regardless of current event capacity. If Maria asks for a confirmation, you click "Send confirmation email" from the Quick Actions panel without leaving the screen.

Admins are not subject to the same restrictions as the public registration page:

Yes. Admins can override ticket and sub-event capacity and register guests regardless of current limits.

Edit their registration using the admin flow. You can add or remove sub-events and update their tickets as needed.

No. You can choose "Pay later" to save the registration without payment and collect it later. This is useful for walk-ins or special guests.

If your event is configured to send registration confirmations, guests added by admins receive the same email as regular registrants. You can also manually send a confirmation from the Quick Actions panel when editing any registration.

Yes. Use the Edit Registration option from the guest detail panel to update details, add or remove tickets, or cancel the registration using the Quick Actions panel.

Yes. Admins have no timing restrictions and can add or edit registrations at any time.

Only the first name is required. All other fields are optional and can be updated later.

Yes. Registrations added by admins are included in all event attendance lists and reports.

Access is determined by your team's admin permissions in Almabase. Check your settings or contact your platform administrator for details.