Split guests into groups

Large events rarely have a single guest group: adults, children, suppliers, musicians. With guest groups you record that split on the event. Important: there is still exactly one guest count per event — Univents keeps using that single number for costing, staffing and documents.

Guest groups are available from the Core plan.

Create groups once

1. Open Settings > Guest groups.
2. The first time you open it, Univents creates two groups for you: Adults and Children. You can rename or delete them.
3. New group adds more, for example “Musicians” or “Suppliers”.

Every group has a Counts as a guest switch. When it is off, the group appears in the split but its count does not go into the guest count. That is the right place for musicians, photographers or staff.

Price per group

Every group has a price mode. It applies to all per-guest items and sits in the same list, in the Price column:

• Full price — the group pays what the item costs.
• Percentage of the price — a share rather than a discount: 50 means half price. The percentage applies to the price after the customer price group.
• Free of charge — the group gets a position at 0.00 € with its guest count.
• Do not charge — no position is created for the group. That is the right place for musicians and suppliers.

Groups that do not count as guests start with Do not charge.

Prices per guest group on the item

The group’s price mode applies everywhere. A single item can override it: open Inventory, open the item and scroll to Price & Stock → Prices per guest group. There is a price field per group.

• Empty means: the group’s price mode applies.
• An entered price applies only to this item and this group — even when the customer has a price group. A children’s buffet at 18 € stays at 18.00 €.
• Payroll items, tickets and packages keep their price — guest groups do not apply to them.

Prices per guest group require the same plan as the guest groups themselves.

Split an event

1. Open an event and scroll to the Guests in groups card.
2. Click Split into groups.
3. Enter the count per group. Groups you leave empty are not part of the split.
4. The total is locked and follows from the groups that count as guests.
5. Save.

The card then shows the split and the event’s total. Edit split changes it, Remove split takes you back to a single guest count.

Splitting while creating, copying and in series

• While creating: the guest step of the wizard offers a Split into groups block as soon as you have groups. Enter numbers there and the total follows from them and is locked. Leave the block alone and the guest count stays free.
• Copy: copying an event gives the copy the original’s split, counts per group included.
• Series: if you enter a split while creating a series, every event in the series gets the same split.

One position per group

As soon as one group has its own price mode or the item carries a fixed group price, Univents creates a per-guest item per group — one booking position per group, in the order of your groups. A “Menu” at 40.00 € with 50 % for children becomes, with 60 adults, 12 children and 5 musicians:

• Menu – Adults, 60 guests × 40.00 €
• Menu – Children, 12 guests × 20.00 €
• Menu – Musicians, 5 guests × 40.00 €

For each of these positions:

• The group’s count sits on the guest axis of the position, not in the quantity — the factor chain reads “12 guests × 20.00 €”.
• A group with 0 guests gets no position.
• A group set to Free of charge gets a position at 0.00 € with its guest count.
• A fixed group price on the item replaces the base price; a percentage applies to the price after the customer price group.
• Price conditions such as “weekend +10 %” hit every group line the same way; a line discount applies per line.

On the quote, each group line is its own position carrying the group name — in the PDF and on the e-invoice just the same. In the bookings and in the editor, each line also carries a badge with the group name.

Nothing set up? Then everything stays as before: one position per item, one price, the same guest count. Anyone who does not maintain prices per guest group notices no difference.

When the split changes

When you change a group’s count on the event, its positions follow:

• Counts follow: the group line then sits in the bookings and in open quote drafts with the new guest count — recalculated with the price, not the old amount times the new number.
• Group down to 0: the position disappears, even if it was the last of its kind.
• New group (0 → 3 teenagers): no position appears on its own. The bookings show “A line for Teenagers (3) is missing for: Menu, Buffet — add it”; Add creates it with one click.
• Changed by you: if you adjusted a group line’s count yourself or deleted the line, it stays that way. Univents does not overwrite your number and does not recreate a deleted line.
• Sent and accepted documents stay unchanged and keep the familiar “outdated” notice — as with any other change to the event.
• Same item twice on the same day with groups: Univents changes nothing and asks you to check the positions.

Set a fixed group price later? An existing unsplit position stays put; the bookings show “Menu is not yet split by guest group — split”. One click splits it, as long as no quote has been sent for it. Remove the group price again and existing group lines stay as they are.

Import and AI chat

• Import: the event import template has one Guests <Group> column per group — “Guests Adults”, “Guests Children” and so on. Numbers there create the split along with the event. The Guest count column may stay empty; a number that differs from the groups’ sum makes the review step report the row as an error. A group your account does not have is never created by the import — the row stops with a named error. Details: Spreadsheet import: products, contacts and events.
• AI chat: “Set the children to 10” or “Split 60 adults and 12 children across Saturday’s wedding”. Univents looks up the event (or the inquiry), matches the name to the right group and answers with the new guest count and the whole split. Groups you leave out disappear from the split; “Lift the split” puts the event back to a single guest count. If you add a per-guest item through the chat, the group lines appear just as in the bookings; ask for an event’s price and Univents calculates per group and states the total.

Customer portal and guest list

In the customer portal the groups appear with their counts below the guest count. The customer can propose a new number per group; it only applies once you accept the change request — like any other request in the back office.

When the guest list brings in a new number via Adopt guest count, the difference moves into the first counting group and the message names that group. If the requested number cannot be reached because of the other groups, Univents says so too.

What happens to the guest count

The total stays the event’s number. It shows in the KPI row and is used everywhere else: per-guest positions on quotes and invoices, staffing, materials.

• If the guest count changes elsewhere, for example while editing the event, the difference moves into the first counting group. The sum of the groups therefore always matches the total.
• If the total changes, Univents checks the event’s finance documents. Drafts are recalculated; for quotes and invoices already sent, Univents asks you first.
• Only non-counting groups: if you only enter groups that do not count as guests, the guest count stays empty. The split still shows on the event.

What stays one line

• Packages are not split: a package stays one position, even when its parts have per-guest prices.
• Payroll items and tickets keep their price — group prices do not apply to them.
• Costing stays one line per item. It calculates with its own costed price, not with the guest group’s price.
• The public booking page still shows one position per item. The split applies in the bookings, in the editor and on the quotes and invoices that come from them.

Archive a group instead of deleting it

A group you no longer need can be archived. It then no longer appears on new events; counts already entered stay and keep counting. Existing group lines keep their price.

Deleting only works while no event uses the group and it sits in no booking or document position — otherwise Univents tells you the group is still in use. Remove the split there first, archive the group, or remove the position.