Paddles and Table Assignments
The following information is available on this page:
Assigning Tables
Understanding How Tables Work
Tables on PayBee may used for all kinds of events including fundraising galas and golf tournaments. Ideally, tables are assigned before the event so the check in process during the event is smooth and short.
Guests may be assigned table numbers but we do offer the option for you to assign Table Names instead. We typically see this at golf tournaments where Table 1 may be considered Hole 1 and Table 2 may be considered Hole 2, for example.
You may also assign various tables to a Category. This is typically the case when a Sponsor purchases multiple tables. For eg., Chase Bank could be a sponsor with tables 1-4. You could also use categories to denote various categories of table seating like VIP, General Admission, Volunteers, etc.
Assigned Seating Within Tables
Finally, you can also choose to include Assigned Seating within each table. For most events, this is typically not important but if your guests are to be seated at a specific Seat Number on the table, we do offer the option to assign seats as well. If you would prefer to go by a Seat Name instead of Seat Number, this is possible on PayBee as well. We see this at event venues like theaters where a guest may be seated on Seat A on Row 1, for eg., where the Seat Name is Seat A and Table Name is Row 1 in this instance. To see how you can assign tables and seats to your guests, click here.
Assigning tables to guests
The Tables setting must be enabled for the event to create new tables. If you are unsure of the current setting, go to Manage > Events, tap on Edit under your event and scroll down to Table Assignment. Below you will find information on: Tables can be created and assigned in two locations:
Creating & assigning Tables in the event settings
To create your tables go to Manage > Events and click on the Event and go to the Settings tab and then go to the Table Assignment setting, make sure the flag is ON and tap on Add/Update Tables. They may also be created by going to Manage > Tickets and Guests > Tables tab. You can also choose to switch Assigned Seating ON here. Seat Names can only be created in the ticket management settings.
Tables can be assigned under the In-Person Event report. Go to Manage > Events and click ... (3 dots) under the event and choose In-Person Event Report. From the Attendees tab you can assign tables.
Choose the table for that guest. Tables can be edited per guest by choosing the table number under the TableNum column.
Creating & assigning Tables in the ticket management settings
To create tables go to Manage > Tickets and Guests. Choose your ticketing campaign and go to the Tables tab. (The Tables setting must be enabled for the event to create new tables).
To assign tables go to Manage > Tickets and Guests. Select the ticket campaign in the pulldown at the top and then make sure the Tickets tab is selected.
To see a list of ALL of your guests and assign tables to each of them, go to the Guests tab instead of the Tickets tab under Manage > Tickets & Guests.
Click the Manage guests button for each ticket and assign tables in bulk to the entire tickusing the pulldown in the window.
Creating & assigning Tables With Assigned Seating
Go to Manage > Ticket & Guests > Tables tab. Tap on the Add Tables button to add new tables, make sure to switch "Guest will be assigned specific seats in table" field ON to enable assigned seating within these tables.
Once this is done, you will see a button with a chair icon appear next to the other action buttons for these tables indicating that assigned seating in ON for these tables. To add Seat Names or to add/delete seats to a table with assigned seating, tap on the chair button.
You may use the Edit and Delete buttons to add Seat Names to these seats or delete seats from the table.
To assign tables and seats to all guests on your guestlist, go to the Guests tab and tap on the Assign button under the Table column. All tables with assigned seating will show up with chair icons next to them in the dropdown. Choose a table and then choose the seat. Tap Assign to save the selection. The Edit button (button with the pencil icon) may be used to update the Table and Seat selection.
Using The Interactive Table Layout During Events
The Table Layout gives you a visual way to manage event seating while also providing an at-a-glance view of guest check-ins, donations, auction activity, Fund a Need participation, and other fundraising activity by table.
Previously, you could create tables and configure details such as the table name, category, number of seats, and individual seating assignments. With the new Table Layout, you can now visualize all tables, manage guest assignments, and quickly review seating and fundraising activity from the same experience.
Accessing the Table Layout
You can access the Table Layout from either of the following locations:
Manage > Tickets & Guests > Select a ticket campaign > Tables
Manage > Events > Select an event > Tables
The Tables page includes both the table layout and the existing table list, giving you multiple ways to manage and review your event tables.
Table Layout Modes
The table layout includes two modes:
Seating — View and manage guest seating, table capacity, assignments, and check-ins.
Fundraising — View fundraising activity and performance by table.
You can switch between these modes depending on whether you are managing seating or monitoring fundraising activity.
Seating Mode
Seating mode provides a visual overview of table assignments and check-ins.
Table Assignment Overview
At the top of the layout, you can see how many tables are:
Fully Assigned — All available seats have been assigned.
Partially Assigned — At least one guest is assigned, but seats remain available.
Empty — No guests have been assigned.
You can also use these statuses as filters to quickly focus on fully assigned, partially assigned, or empty tables.
You can also see the number of checked-in guests at each table directly within the layout.
View Table Details
When you select a table, a details panel opens on the left side of the screen with information specific to that table.
The panel includes the following tabs:
Table
The Table tab provides an overview of the selected table, including:
Table number
Number of assigned guests
Number of available/empty seats
Donors who have completed transactions
Guests with pending carts
Campaigns that guests at the table have contributed to
This allows you to quickly understand both the seating status and activity associated with the table.
Guests
The Guests tab displays the guests assigned to the selected table, including:
Guest name
Email address
Paddle number
If the table has available seats, you can add additional guests directly from this tab.
You can also move all guests from one table to another table when the destination table has enough available seats.
Settings
The Settings tab allows you to update the table configuration, including:
Table name
Table category
Number of seats
You can update these settings without leaving the table layout.
Fundraising Mode
Fundraising mode provides a visual overview of fundraising activity by table. This makes it easier to identify which tables are generating the most activity and where transactions may still be pending.
For each table, you can view:
Total Raised
Total Donated
Total Pending
Pending Carts
Number of Donors
This information helps you monitor completed and pending fundraising activity across the event.
Fundraising Filters
You can continue to filter tables based on their seating status:
Fully assigned
Partially assigned
Empty
In addition, Fundraising mode provides campaign-based filters. You can filter tables based on campaigns in which guests have participated, including:
Pending transactions
Completed transactions
This makes it easy to identify tables with activity associated with specific fundraising campaigns.
View Fundraising Details
When you select a table, the table details panel opens on the left side of the screen. Here, you can review the fundraising and guest information associated with that table.
The table-level view helps you understand activity at a glance and drill into the guests and transactions contributing to that table's fundraising totals.
Existing Table List
In addition to the visual layout, you can continue to access the existing table list. The table list provides a traditional view of your event's tables and their associated information.
Together, the table list and visual layout give you flexibility in how you manage your event:
Use the layout to visually manage seating and quickly identify table status.
Use the table details to manage guests and table configuration.
Use Fundraising mode to monitor fundraising performance and pending activity.
Use the table list to review tables and their information in a traditional list format.
Assigning Paddles
PayBee generates paddles for all your guests with their information on it. This includes their name and table number (if you are assigning tables). You can download the PDF and print it on regular paper or card stock. Blank paddles will also be generated based on the number of Unassigned tables you have added under the Paddles tab in your Event settings so you can assign them to the guests at check-in.
Go to Manage > Events > click on your Event and go to the Paddles tab.
You can automatically assign paddles to all guests by clicking on the Assign Paddle to All button and then choosing to assign them by Default order which is the order that they appear on the guest list, First Name, Last Name or by Table Number.
Print Your Paddles & Table Cards
Once you have assigned paddles, you can preview and download the paddles for printing. More information on this may be found here.
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