Manage Event Seating with Table Seating

The Table Seating tool helps you visually assign guests to tables for your event. Instead of manually typing table names, you can use an interactive seating chart to organize guests quickly and clearly.

This feature becomes available after you create a Ticket Page, since table seating is designed for ticketed guests. Available with a Full Suite license. 

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Quick Overview/Tutorial 🎥 ⬇️: 

⚙️ Accessing & Activating the Table Seating Page

Once your event has an active Ticket Page, you can access the seating chart.

1. Go to Event Tickets in the admin menu.

2. Click Table Seating.

3. The first time you open the Table Seating page, you will need to activate the feature.

4. Review the information card explaining the seating tool.

5. Click Activate Seating Chart.

6. then click OK 
   
   
   
   

The seating tool will open and display:

• Option to upload a Floor Plan or use the blank white screen

• Toggle between Unassigned Guests and All Guests, including those already assigned as bidders.
  • Unassigned means not yet assigned to a table. 

• Tools for assigning guests to tables

• Seating Stats
  • Total Guests
    • Assigned
    • Unassigned
  • Total Tables
    • Full
    • Empty
    • Partially filled

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👥 Viewing Guests Without Tables

The seating page shows a list of guests who have not yet been assigned to a table.

Guests appear:

• Grouped by ticket purchaser

• With company name displayed (if provided)

• From all ticket pages combined

This makes it easy to seat guests who purchased multiple tickets together.

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🪑 Assigning Guests to a Table

Guests can be assigned to tables individually or in groups using drag-and-drop from the Guests list.

To add a guest to a table from table seating:

1. Assign a Single Guest to a Table

   1. Locate the Guests list on the far right side of the screen.

   2. Find the guest you want to assign.

   3. Click and hold the guest’s name.

   4. Drag the guest to the desired table.

   5. Release to drop the guest onto the table.

2. Assign Multiple Guests to a Table

   1. In the Guests list, click each guest you want to assign to the same table.

   2. Once the guests are selected, click and drag them toward the desired table.

   3. Drop them onto the table to assign them together.
      
      
      
      

3. Fix an Incorrect Table Assignment: If a guest is added to the wrong table

   1. Click the center of the table where the guest is currently assigned.

   2. Find the guest in the table’s guest list.

   3. Choose one of the following options:

      • Click the Move icon to move the guest to another table.
        

      • Click the Red X to remove the guest from the table.
        
        
        

From Bidders> Manage Bidders

1. Click on a guest without a table assignment.

2. The Choose Table window will appear.

3. Select an existing table from the dropdown list.

4. The guest will immediately be assigned to that table.

From Event Tickets>Manage Guests

1. Click on a guest without a table assignment.

2. The Choose Table window will appear.

3. Select an existing table from the dropdown list.

4. The guest will immediately be assigned to that table.

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➕ Creating a New Table from Table Seating, Manage Bidder, &  Manage Guests

If the table you need does not exist yet, you can create one during the seating process.

Table Seating:

1. Navigate to the Table Management section.

2. Set the Table Capacity to the amount allowed per table
3. click the +Table button
4. To Edit the table name click on the table that was just created. 
5. From the popup enter the new table name. 

Manage Bidders:

1. Navigate to Bidders>Manage Bidders>select the table for the guest you need to add. 

2. Click Add to a new table.
   

3. Enter a Table Name.

4. Set the Capacity (number of seats) available at the table.

5. Click Assign to table to create the table and place the bidder  at that table.
    

Manage Guest:

1. Navigate to Event Tickets>Manage Manage Guests>select the table field for the guest you need to add. 
   

2. Click Add to a new table.
   

3. Enter a Table Name.

4. Set the Capacity (number of seats) available at the table.

5. Click Assign to table to create the table and place the guest at that table.
   

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✏️ Editing Table Assignments

If you need to update a table’s details:

1. Locate the table you want to update.

2. Click the Edit option for that table.

3. Update the table name, number, or seat count as needed.

4. Click Save to apply the changes.

You can also adjust seating assignments at any time.

From areas like:

• Manage Guests

• Manage Bidders

• Butler

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👀Viewing Table Capacity

Table capacity helps you track how many guests are assigned to each table and how many seats remain available.

Check Available Seats

1. Locate the table in the Table Management layout.

2. Each table displays the number of assigned guests and total seats available.

This allows you to quickly see:

• Which tables are full

• Which tables have open seats

• Where additional guests can be assigned
  

Manage Seating Limits

If a table reaches its seating capacity, you may need to:

• Move guests to another table

• Increase the table seat count by editing the table

• Create additional tables to accommodate more guests

Monitoring table capacity ensures guests are evenly distributed and helps prevent overcrowding.

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👀Viewing and Editing Guest Information

You can view guest details at any time from the Guests list or from within a table.

View Guest Information

1. Locate the guest in the Guests list or within a table.
   Guest List:
   
   
   Edit Table:
   

2. Click on the info icon in the guest’s name block.
   

3. The guest’s profile will open, displaying their information such as:

   • First and Last Name

   • Company Name (if applicable)

   • Ticket/Sponsorship name

   • Purchasers Name

   • Custom Questions (if applicable)
     

Edit Guest Information

If you need to update a guest’s details:

1. Go to Event Tickets>Manage Guests.

Updates will automatically reflect throughout the event system.

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📋 Copying Table Seating from One event to a New Event

If your organization runs recurring events, you can copy an existing floor plan or table seating layout from a previous event when creating a new event.

Steps to Copy Table Seating

1. When creating a new event, go to the Event Content section.

2. Select the event you want to copy information from.

3. Choose all the data you would like to copy into the new event

4. When you reach the Ticket Pages step, make sure to also select Table Seating.
   

5. Continue completing the event setup.

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🔐 Permissions for the Table Seating option

Permissions for Updating Table Seating

Access to update table seating may depend on your user permissions within the system.

To update table seating from different areas of the platform, you must have the appropriate permissions enabled.

Required Permissions

To update table seating from the following areas, you must have permission to:

• Manage Bidders

• Butler

• Manage Guests

These permissions allow you to modify table assignments from those sections of the platform.

Table Seating Page Permission

The Table Seating permission only grants access to the Table Seating page itself.

This permission allows users to view and manage seating directly from the table layout but does not grant access to update seating from other areas such as Manage Bidders, Butler, or Manage Guests.

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🧾 Activity 

If another user is editing the seating chart at the same time, the system will alert you to prevent changes from being overwritten.