09/2026 - Release Notes | AirLST Suite

OVERVIEW

The 09/26 release brings nine improvements across several areas of the AirLST Suite: from new guest form presets and custom document names to a revised logic for guest limits and waiting lists. 

The focus is on greater clarity in everyday work, less manual effort for recurring tasks, and clearer decisions in areas where the system previously made decisions silently.

NEW FEATURES

Custom Fields and Add-ons: Structure and Naming

We have bundled several usability improvements relating to add-ons and custom fields: less guesswork about where an entry belongs, what a field applies to, and exactly what a price field expects.

• Custom fields grouped by affiliation: The column selection in the table settings (guest list, contacts, bookings, add-on bookings) no longer places custom fields in one shared list. Fields now appear grouped under their entity – guest, contact, add-on, add-on booking – directly below the standard fields.
• Clearly see what you are creating: When creating a custom field, a banner indicates what it is being created for – e.g. “Contact – company-wide, available in all events” or “Add-on – fixed property, the same for all bookings”. In the guest list, the notice updates live as you make your selection.
• Consistent terms for add-on bookings: The last remnants of “Talks” (from the early phase of the product) have disappeared, as has “Reservation”. Add-on bookings are now consistently called bookings – in the “View bookings” menu, on the “Add-on bookings” page, in the “Export add-on bookings” export, and in guest details as the “Add add-on” action.
• Price fields show what they expect: All bookable price fields (tickets, slots, quantities, overnight stays) are now labelled “Gross price …” – the net amount is automatically calculated by the system based on your VAT rate.

Creating and using guest form presets

Creating or editing a guest previously always meant using the same form with all fields – difficult to navigate for events with many custom fields, with no indication of which information is actually relevant. Guest form presets change this: you define which fields appear, in which order, which are required, which are read-only, and which are pre-filled.

• Presets instead of one huge form: Users with the Company Owner, Admin or Manager role – as well as AirLST Support Admins – can create shared presets for each event: select fields (including the event’s custom fields), define the order, mark fields as required, lock values as read-only, and set default values for new guests.
• Switch while working and pin personal defaults: A new preset dropdown is located at the top of the guest modal – selecting a preset immediately re-renders the form. A fixed preset called “Default (complete form)” is always available as a fallback. Each user can pin a personal default preset, separately for creating and editing. Presets are shared with the team: administration requires Company Owner/Admin/Manager permissions, while everyone can use them.
• Built-in safeguards: Hiding a field never changes data. Values in hidden fields remain untouched when editing. Default values apply only when creating (existing guests retain their stored values). Impossible configurations are blocked from the outset: a locked and required field without a default value cannot be saved as a preset.

Example presets: a streamlined onsite form (name, email, company; source set automatically and locked) for quick registration at the entrance · VIP or press intake with a pre-filled and locked guest type · the complete form as the editing default for back-office work.

Availability: Available on all plans.

Set file names for event documents and send documents via link

Two improvements relating to event documents in one go.

• Custom file name for each document template: Previously, every generated document was named according to the same fixed pattern ({{event.name}} {{guest.full_name}} - {{guest.code}}) – regardless of whether it was a ticket, invoice or confirmation. Each document template now has its own file name field, supporting all known placeholders. {{guest.code}} always remains part of the name so that file names remain unique for each guest and template.
• Custom Documents as download links in email & SMS: Published Custom Documents for an event now appear in the placeholder selection for email and SMS templates, in a new “Custom Documents” section. For each recipient, the placeholder renders a personal, signed download link – including for bulk sends. No more statically attaching the same file for everyone. If a document is unpublished or deleted, the placeholder simply disappears from the selection and renders empty in saved templates.

Download invoice PDFs individually or in bulk

Users can now download invoice PDFs directly from the “Bookings & Invoices” table – individually or as a bulk download.

• Individual download: Row menu → “Download invoice as PDF” (direct download).
• Bulk download: Select multiple rows → “Actions for selection” → “Download invoice PDFs”. A background job creates a ZIP; the download link is sent via the notification centre and by email.

Copy an Event Including Its Event App

From now on, the Event App is also included when copying an event. Previously, the app was silently omitted during copying and had to be rebuilt manually – now a checkbox in the familiar “Copy event” dialog is all that is needed.

• One checkbox, the entire app: Select the Event App in the copy dialog, and the complete app is recreated on the new event: app setup & design (theme, branding, navigation), app pages, agenda including speakers, event plan, directories, FAQs, galleries & media library, exhibitors, newsfeed (editorial posts), surveys and quizzes.
• Content & structure – never guest data: The copy contains setup and content only. Guest and runtime data are deliberately excluded: no chat messages, sent push campaigns, survey/quiz responses, scans or tracking data. All QR codes are regenerated, media files are physically duplicated – nothing in the new app references the original event.
• Copied apps start as a safe draft: The new app is unpublished, receives a fresh URL, and the custom domain is not carried over. Go-live remains protected as usual: publishing permissions are never copied, so a copied app cannot accidentally go live.

Using the Event Cockpit and Navigation in the Guest Area

We have given the event cockpit a cleaner, more useful header and made the guest area easier to navigate.
The event status is now visible at a glance, and the right tools are just one click away.

• Updated cockpit header: The bulky header is gone – the cockpit now shows your most important guest figures (total, confirmed, other, cancelled) at a glance with an RSVP progress indicator, along with the event date, location and landing page link in a clear summary.
• Check-in history in the sidebar: Both are now separate menu items under “Guests” instead of buttons above the table – quicker to find and always in the same place.
• A cockpit that adapts to your setup: The cockpit now shows only what is relevant for the respective account: The landing page link appears when the landing page feature is active, and unused quick links disappear from the header.

Set the Number of Rows in the Guest List

Previously, the guest list reverted to 25 rows every time it was opened, meaning you had to adjust your view each time you visited. It now remembers your choice for each event.

• Remembers your number of rows – for each event: Set the list to 100 (or 250, 500 …), and it will remain that way the next time you open this event. Each event retains its own size, because an event with 50 guests and one with 5,000 guests rarely need the same view.
• Larger default value + new 50 option: New guest lists now open with 50 rows by default instead of 25, and 50 is now available in the row dropdown (previously, the options went directly from 25 to 100).

Work with multiple users in the guest list at the same time

Working in a heavily used guest list is now much calmer. The list no longer reloads itself while someone is performing a bulk action.
Your work remains exactly where you left it.

• Editing a guest while colleagues perform bulk updates? Your open edit, filters, sorting and scroll position are preserved, and nothing reloads automatically.
• Finally, work in parallel: A bulk action started by one user no longer locks the guest list for everyone else at the event. Each person can continue working undisturbed with their own guests.
• You decide when to refresh: While a bulk job is running, you will see a small notice at the bottom of the screen; as soon as data has changed, a “Refresh” prompt appears, which you can trigger when needed. (If you started the bulk action yourself, your list refreshes automatically after completion – unless you currently have a guest open.)

Set Up a Guest Limit and Waiting List

The waiting list is no longer linked to your guest limit – and what happens when your event is full is now a decision you make, rather than one the system makes silently for you.

• Waiting list status available at any time: The “Waiting list” status can now be set wherever a guest status is set – guest list, guest details, bulk actions, import, API and workflows – without requiring a guest limit or waiting list setting.
• You decide what happens when places become available: A new setting, “When the guest limit is reached”, replaces a rule that previously ran invisibly in the background. “Waiting guests first – manually” retains the previous behaviour: new registrations are placed on the waiting list, and you confirm who moves up. Every existing event remains on the first option, so nothing changes until you actively switch it.
• Every route now consistently rejects registrations and shows the possible next steps: adjust the limit or place the guest on the waiting list.
• Unlimited waiting list: The maximum number of guests on the waiting list can now be left blank. Registration then remains open for as long as you wish.

HAVE QUESTIONS?

If you have any questions, our Customer Service Team is available to assist you.