Adding Offline Reservations

Add reservations for guests who are purchasing and/or paying outside of the platform.

1. Check for Existing Supporter

1. Go to All Supporters
2. Search for the guest (business or individual)
3. If found click pencil to open the guest record
4. Once in guest record use drop down to select RSVP type
5. Now Skip to step 5

2. Add a New Contact (If Needed)

If the guest is not found:

1. Click Add a Contact
2. Check your Supporters Database (if applicable)
3. If still not found, click Create New Contact
4. Enter:
   • Name (business or individual)
   • Phone number
5. Click Save

3. Select RSVP Level

1. Choose the appropriate RSVP level (example: paid guest, couple ticket, table, volunteer)

4. Answer Registration Questions

1. Enter responses to any registration questions.  IMPORTANT If you have not enabled registration questions, this portion will not appear.
2. If unknown, click Skip

5. Save the Reservation

1. Click Save Answers

If the selected RSVP level includes multiple tickets, you will be prompted to:

• Yes, I will specify guests now: Add guests individually using available options (existing supporters, database, new contact, or TBD)

• Yes, Assign all guests TBD: Assign all tickets to placeholder guests

• Do not add guests for reservation: Skip assigning guests at this time

⚠️ Important: Be careful when skipping guest assignment to avoid missing guests later.

6. Process Payment

1. Go to Event Statements → Statements and Payments
2. Select Balance Due
3. Click the statement (dollar sign) icon next to the guest
4. Click Enter Payment
5. Enter payment details (example: check number)
6. Submit payment

💡 Good to Know

• Offline reservations allow you to track guests who paid outside the system
• Guests can be added or updated later
• Payments must be entered manually for offline reservations

⚠️ Important

Always complete the payment step to ensure the reservation is fully recorded.

Printable Quick Help Guide:

(see  below for printing instructions)

How to Print This Guide

1. Right-click on the image of the guide
2. Select Save Image As…
3. Save the file to your computer
4. Open the saved image
5. Click Print (or use Ctrl + P / Command + P)

💡 Good to Know

For best results, print using Full Page or Fit to Page settings to ensure proper sizing and clarity.