Help

Collecting the guest list

Whether your walk-on booking page asks for every player's name and email, or just the details of the person making the reservation.

Who can do this: Owners only. Where: Sidebar → Business → Settings → "Booking Options" → "Collect Guest List"

What the setting does#

On (the default). When someone books a walk-on session for more than one player, PBHQ asks for the name and email address of every player in the group before it will take the booking. Each player gets their own waiver link by email as soon as the booking is confirmed.

Off. PBHQ collects contact details from the person making the reservation only — one name, one email, one phone. The rest of the group is added to the booking as placeholders ("Player 2", "Player 3") that you or the organizer fill in later.

It's one setting for your whole field, covering every walk-on and per-game activity — paintball, airsoft, laser tag, and any custom activity of your own.

Turning it off#

  1. Go to Settings → "Booking Options".
  2. Untick "Collect Guest List".
  3. A bar appears at the bottom of the screen reading "Changes to settings detected". Click "Apply" — or "Discard" to back out.

The change takes effect immediately on your public booking page. Bookings already in your system keep the details they were booked with.

What your customers see#

Everything before the last step — date, time, player count, gear, add-ons, payment — is identical either way. Only the contact details step changes.

Ticked (default) Unticked
What's asked The booker's name, email, and phone, then a Full Name and Email for every other player The booker's name, email, and phone, and nothing else
Required to book? Yes — the booking can't be completed until every field is filled in n/a
Waiver links One emailed to every player straight away One emailed to the booker, plus a shareable group link

Single-player bookings look identical either way — there's never anyone else to ask about.

How waivers get signed with it off#

Everyone is still on the booking. A 6-player walk-on still creates 6 players: the person who booked under their own name, and "Player 2" through "Player 6" as placeholders. Player counts, gear allocation, availability, and reports are unchanged.

There are three ways those waivers get signed.

The confirmation email and the confirmation page both give the person who booked a link to their "Group Waiver Status" page. Anyone with that link can see who has signed, click "Edit" on a placeholder to enter that player's real name and email, and click "Save & Send Waiver" to email them their signing link.

This is the easiest path for a group booking ahead of time — the organizer forwards one link and everyone sorts themselves out. See What customers sign.

2. You fill them in from the dashboard#

Open the booking from Sidebar → Bookings. On the "Players" roster you can "Edit" any player to add a name and email, "Send Link" to email them their waiver, "Add Participant" if someone turns up who wasn't on the booking, and "Group Waiver Page" to open the same page the customer sees. See Editing a booking.

3. They sign when they arrive#

Anyone who still hasn't signed can sign at your check-in kiosk or on any device at the front desk. For most fields that turn this setting off, this is the normal path. See Kiosk mode.

What this setting does not change#

  • Party packages. Controlled per package at Sidebar → Catalog & Pricing → Party Types.
  • Events. Big Games and Tournaments have their own registration flow. See Events overview.
  • The person booking. Their name, email, and phone are always required — that's who your confirmation, reminders, and receipts go to.
  • Prices, availability, and inventory. Nothing about the money or the gear math changes.
  • Existing bookings. Anything already booked keeps the details it was booked with.
  • Confirmations and reminders. The booking customer still gets their confirmation email and their 24-hour and 2-hour reminders as normal. See Emails and texts.
  • Staff bookings. Bookings your team takes over the phone use the same screens, so they follow the same setting. See Booking for a customer.

Which should you choose?#

Leave it on if:

  • you want waivers signed before game day with no chasing,
  • you'd rather not have a queue at the desk while people fill in forms, or
  • you use the emailed waiver links to build your customer list.

Turn it off if:

  • customers complain that the booking form demands email addresses for friends whose addresses they don't know,
  • you're losing bookings at the last step because of it, or
  • you already take names and waivers at the counter.