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Events

How to Retroactively Assign Table Numbers to E-Tickets

Important things to know:

  • E-tickets are PDF documents that are automatically generated at the time of purchase and cannot be modified or edited after they're issued.

  • Guests will not see table numbers on their e-ticket PDF when you add them retroactively.

  • Table numbers added as notes will be visible to your team in the check-in manager and when scanning QR codes on the day of the event.

  • If you need table numbers to appear on e-tickets, you will need to cancel and reissue new tickets (see option 2 below).

  • If you did not issue e-tickets for purchases, this method will not work. 

This is the quickest way to assign table numbers to guests after tickets have been sold. The table information will be available to your check-in team but will not appear on the guest's e-ticket.

Step 1: Navigate to your guest list

  1. Login to your Zeffy account.

  2. Click on Campaigns in the left-hand menu.

  3. Click on the three dots to the right of your event campaign and select Manage event.

  4. Switch to the Guest list view.

Step 2: Add a table number note to each ticket

  1. Use the search bar to find a specific guest's ticket.

  2. Click on the guest's name. A page will open to the right with their ticket details.

  3. Click the "+" button next to the Notes line.

  4. Enter the table number (e.g., "Table 5") in the note field.

  5. The note will be saved automatically.

Step 3: View table assignments during check-in

On the day of your event, when you scan a guest's QR code—including with the lightning check-in manager in the Tap to Pay app—or check them in manually using the check-in manager, the table number note will be visible to your team in the ticket details. 

Option 2: Cancel and reissue tickets with table numbers on the e-ticket

If you need table numbers to appear directly on the e-ticket PDF, you will need to cancel existing tickets and reissue new ones. This process is more time-consuming but ensures guests see their table assignment on their e-ticket.

Before you begin: Set up a custom question on your event form asking for table numbers. This will ensure table numbers appear on reissued e-tickets.

Step 1: Cancel the original tickets

  1. Go to Payments.

  2. Search for the payment using the buyer's name or email.

  3. Click on the transaction to view the details (click anywhere on the payment line except the contact name).

  4. Click Actions in the top right corner > Select Refund/Cancel tickets.

  5. Do not refund the payment. Cancel the tickets associated.

Step 2: Manually issue new tickets with table information

  1. Head to Campaigns and click on the campaign name to open your campaign manager.

  2. Click Add payment.

  3. Select the "Free" payment method to issue the tickets without an associated cost.

  4. Select the appropriate ticket type and select the appropriate contact to email the tickets to.

  5. Enter the table number in the custom question field.

  6. Select the option to send the confirmation email so the guest receives their new e-ticket with the table number.

  7. Click Save.

The guest will receive a new e-ticket with their table number displayed.

Important: This process must be repeated for each ticket holder. For large events with many guests, Option 1 (adding notes) is significantly faster.

Which option should you choose?

Choose Option 1 (Add notes) if:

  • You have many tickets to update

  • Your check-in team will have access to the check-in manager or QR code scanner

  • You want a quick solution that doesn't require reissuing tickets

Choose Option 2 (Reissue tickets) if:

  • You have a small number of tickets to update

  • Guests need to see their table number on their e-ticket PDF

  • You have time to cancel and reissue tickets individually

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