Automatic guest data cleanup

This way you can easily and automatically clean up the guest data from past events.

Event > Settings > Section "Automatic guest data cleanup"

Note: If you cannot see this section, it is probably hidden.

In order to display it, scroll to the bottom of the “Settings” tab and click on “Show more options”.
There you can set which sections should be displayed and which should be hidden so that you have a better overview. :)

Du kannst für das guestoo Back-End zwischen zwei Darstellungsoptionen wählen. Die Screenshots in der Doku basieren auf dem "Klassischen Design".
Hier siehst Du die Unterschiede, damit Du dich auch im "Modernen Design" zurecht findest: » guestoo Back-End-Design

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Activate guest data cleanup

In order to always keep track of who is currently at the event for larger or events with a long duration, guestoo gives you the option of automatically cleaning up the guest data.

In this case, cleansing means that the guests are automatically removed from the event after a set time.

Important: This function only removes the guest data from the event, but the guest still remains in the address book as a contact. Depending on your subscription, you can clean up your address book automatically or manually and completely remove guests without an event assignment.

Recommended for

Attention!! For reasons of traceability of infection chains, we recommend, especially in the times of Covid, NOT to automatically clean up the guest data at too high a frequency in order to be able to keep track of which guests were at the event in which time period!

Please do your own research in order to find out how long you need to store your guests' data in each individual case.

Events with a high number of visitors
Events lasting several days
Events without a date
Events, where the saving of the guest data should be limited to X weeks
etc.

Guest data cleanup » Options

After activating the option "Enable automatic guest cleanup" (= Toggle on green), you have the following options to choose from for cleaning up the guest data of your event:

Clean up declined guests
Removes all guests, whose participation has been declined, from the event's guest list
Clean up checked-in & checked-out guests
Deletes all guests from the event who have been checked in and/or checked out
Remove guests in status "Waiting for confirmation", "Registered & confirmed" and "Open"
Deletes all guests in these statuses X days after registration from the event
!!! The guests will be deleted X days after registration. Not after the event has ended. Guests with the status “Registered & Confirmed” may also be deleted before the event has even started, depending on the registration date.
Remove unconfirmed guests (in "Waiting for confirmation" status) (DOI)
Removes all guests from the event's guest list whose participation has not been confirmed through the DOI process or by the organizer

For each of these options, you will be shown an input field in which you must enter the number of days that should pass before the guests are deleted from the event.

In addition, you also have the following options to exclude certain guests from the cleanup and/or inform them about their removal from the guest list:

Exclude guests with given consent from the cleanup
If you activate (= Toggle on green) this option, you can choose one or multiple declarations of consent. If a guest has given their consent to one or multiple of these declarations, they will NOT be affected by this cleanup and will therefore remain in the event's guest list.
Inform removed guests about deletion
If you enable this option (= Toggle on green), the guests that are removed will be informed about being removed from the event's guest list. The text of the email that will be sent out is taken from Emails > Cancellation to a guest.

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