Guest management – efficient attendee tracking & data control
With Oniva, you manage your entire attendee journey centrally, efficiently, and in compliance with data protection regulations. From invitation and RSVP through to post-event follow-up, Oniva gives you maximum control and offers your guests a seamless experience.
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Manage your guest data securely and clearly in one place
digital guest management
Digital, centralised guest management
Keep track of registrations, cancellations, check-ins and accompanying persons at all times. With Oniva, you can manage your participant data centrally, securely and efficiently. Instead of sending Excel files by email, all data is stored centrally and securely in our cloud solution. This makes your guest management accessible from anywhere.
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Live guest list with filtering, search and segmentation features
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Status tracking: invited, registered, cancelled, checked in
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Event history per contact
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Import & export via Excel or through integrations
Ultimate flexibility
Flexible audiences & custom registration forms
Tailor registrations to your audiences—from simple to complex. Whether it's employees, partners, VIPs or media, Oniva lets you create individual event registrations and precisely control who sees which registration options. With personal event links, you offer a bespoke RSVP experience and enable guests to independently cancel their registration.
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Custom registration forms per audience segment
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Conditional fields for dynamic registration logic
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Personal event links with pre-filled information
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Booking privileges defined per contact
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Guests can cancel themselves via their personal event link
Live event reporting
Key insights for improved attendee management
Make informed decisions during the event. Track RSVP in real time - how many guests have registered, cancelled or checked in. Identify bottlenecks early on. Optimise on-site logistics and use data-driven insights to improve future events. With Oniva's guest management, you can take your event marketing to a whole new level.
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Live dashboards showing registration and check-in status
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Exportable reports for teams, sponsors or debriefing
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Integrations for check-in, badge printing & communication
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Data-driven learnings for your next events
High data security
Secure management of sensitive guest data
As an event organiser, you’re responsible for your guests’ personal data. Oniva helps you handle attendee management reliably—so you can manage guest data securely, transparently, and in a GDPR-compliant way without extra effort. Two-factor authentication (2FA) or Single Sign-On (SSO) adds an additional layer of security.
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Automatically anonymise personal data after the event
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Pass anonymised guest lists to the check‑in team
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Embed your own data protection policies directly into the registration process
Trusted by leading organisations
Complete control over all event stages
Guest and attendee management is fully integrated with all other Oniva features. From invitation to registration to analysis, you manage everything centrally in a single event tool.
Event Websites
Integrate your event registration directly on the event landing page
Everything you need to know about Oniva's guest management.
What is guest management?
Guest management refers to the process of organizing, tracking, and communicating with attendees before, during, and after an event. It includes managing invitations, registrations, RSVPs, check-ins, guest data, and follow-up communication. Modern guest management software automates these steps and ensures a smooth experience for both organisers and attendees.
Why is guest management important for events?
Effective guest management helps ensure accurate attendee numbers, reduces manual administrative work, improves event communication, and enhances the guest experience. It also supports compliance with data protection regulations and provides valuable insights for event evaluation.
What features does guest management software typically include?
Most guest management platforms offer features such as online registration, RSVP tracking, guest list management, custom forms, automated emails, check-in tools, seating plans, badge creation, and analytics dashboards. Advanced platforms also support integrations, multi-event management, and role-based access.
How does guest management software improve event organisation?
It centralises all guest-related information in one platform, allowing teams to collaborate more efficiently. Automated confirmations, reminders, and updates reduce manual tasks, while real-time reporting helps organisers make informed decisions throughout the event lifecycle.
Can I customise registration forms and guest journeys?
Yes. Most guest management systems allow full customisation of registration fields, branding, workflows, and communication. You can tailor the experience based on event type, target audience, or special requirements such as VIP handling or multi-track preferences.
Is guest data secure in a guest management platform?
Reputable platforms follow strict data protection standards such as GDPR. They use encryption, secure data storage, access controls, and audit trails to ensure sensitive guest information remains protected at all times.
Can guest management tools handle large-scale events?
Absolutely. Scalable systems are designed to handle thousands of guests simultaneously, support high-volume check-ins, and maintain stable performance even under peak load. This makes them ideal for conferences, trade shows, corporate events, and hybrid formats.
Helpful information for event managers
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