Guests, RSVPs & seating

The Guests app is an optional part of each wedding workspace. Add it when you want Wedding Computer to hold your guest list, RSVP invitations, seating plan and room layout alongside the timeline and vendor team.

Enabling the Guests app

Open your wedding workspace, find Wedding apps, and choose Add Guests app. The couple and people who can manage the wedding, such as an appointed planner or venue, can enable and administer it.

Guest information is not automatically shown to every vendor. The visibility setting offers three levels:

Couple only
Couple + planners/venues
Whole vendor team

Anyone given access can view the guest information in the app. Only the couple and wedding managers can add guests, change invitation settings, send invitations or arrange seating. Use the narrowest visibility that still lets the people coordinating your day do their work.

Adding guests to your list

Open Guests and choose how you want to start. You can mix methods for different parts of your list, and switch methods at any time — this is what makes entering a large list practical instead of tedious.

Add one guest — a name, invite type and email are enough to begin. Full household details are optional and can be filled in later, either by you or by the guest through their RSVP.
Paste a list — bring names straight from Notes, an email, a CSV export or another spreadsheet. Use one invitation per line: plain names work on their own, or paste columns in the order name, email, type. Separate people sharing an invitation with & (for example, “Sam & Jo Brown”). Header rows copied along with the data are recognised and skipped automatically.
Use a spreadsheet-style grid — type invitations directly into a grid inside Wedding Computer, without exporting or importing a file at all. Each row is one invitation; fill in name, email, type and side as you go. A grid holds a batch of rows at a time — save the batch, then start a new one to keep adding.

Whichever method you use, rows without a usable name are skipped and invalid email addresses are simply left blank, so one bad row doesn’t hold up the rest of the list. A single paste imports up to the first 100 rows — split a very large list into a few pastes if you need to.

This is the real time-saver for a big guest list: instead of opening a form 100 times, you paste or fill a grid once and let Wedding Computer turn each line into a guest unit with its own RSVP.

Recording guest details

Guests are organised into guest units. One unit is one invitation: a solo guest, a couple, a family or another household. A unit can contain up to six people, each with their own details.

For a guest unit you can record:

Invite name, email and phone number
Which partner’s side they belong to
Each person’s name, age group and relationship
Allergies, dietary notes and song requests
Seating priority, people to seat nearby and people to keep apart
Shared and internal planning notes

The dashboard counts guest units, individual people, invitations sent, responses and declines. A unit can be removed if it was added by mistake.

Setting up RSVP invitations

Before sending invitations, open the invitation settings. You can customise:

Email subject, invitation headline and message
RSVP button text and response deadline
Meal options, or let guests type their own choice
Whether to collect a postal address
An invitation image shown in the email and RSVP page

You can also add custom RSVP questions. Questions can be short text, long text, a dropdown or checkboxes, and can be optional or required.

Add an email address to a guest unit, then choose Send invite. Wedding Computer emails that unit a private RSVP link. You can resend an invitation when needed and copy the RSVP link after sending.

Treat each link as private. It opens only the guest unit it was created for, but anyone who receives the link could answer for that unit, so ask guests not to forward it.

What guests can submit

The RSVP page lets the recipient update the people on their invitation. For each person they can provide:

Attending or declined
Meal choice
Allergies and dietary notes
Song request
A note about that person

The form can also collect the respondent’s name, email, phone number, postal address, a message to the couple, and answers to your custom questions. Guests can revisit the same private link to update their response while the RSVP remains available.

Answering an RSVP does not create a Wedding Computer account or grant access to your wedding workspace. The guest sees only their invitation and RSVP form.

Creating the seating chart

Open Guests → Seating chart to arrange attending and pending guests.

You can:

Add tables with a name, type and capacity
Use Seat the bench to create a starting arrangement automatically
Drag people between tables and the unseated bench
Tap a person and then a seat when using a keyboard or touch device
Keep existing placements while filling available seats

The automatic arrangement uses household and seating notes where possible. It can place children at a kids table when one exists and leaves declined guests off the active plan.

Smart checks warn about unseated guests, keep-apart conflicts, declined guests who are still seated, and tables over capacity. These are warnings for you to resolve, not automatic decisions about family relationships or accessibility needs.

Placing tables on a room layout

The seating chart tells you who sits where. The room layout takes that same arrangement and puts it on an actual plan of your venue, so the people running your day can see not just the seating but the shape of the room. Open Guests → Seating chart → Open room layout.

Upload your venue’s floorplan — add a JPG or PNG to use as the canvas background, or attach the venue’s PDF as a reference (up to 10 MB). Replace or remove it at any time; if the venue changes, upload a new one.
Drag tables into position — every table from your seating chart appears as an item on the canvas. Drag each one to match where it actually sits in the room. On a phone or tablet, select an item and use the arrow controls to nudge it instead of dragging.
Add operational zones and ceremony rows — beyond tables, mark out broader zones (a dance floor, the bar, a gift table) and ceremony seating rows, name them, and position them on the same plan. These are markers for your team on the day, not guest assignments.
Stays connected to the seating chart — the layout reads from the same seating data, so reseating a guest at a table doesn’t mean redrawing the room from scratch.
Export or print — use Print / save PDF to produce a clean copy of the layout to hand to your venue, caterer or day-of coordinator. If your uploaded background is a PDF rather than an image, the printed layout notes that reference file by name alongside the diagram.

This is the piece that turns a seating list into something a venue coordinator or caterer can act on without a walkthrough: one page showing where every table, zone and ceremony row actually sits in the room.

What guest communication is not included

Wedding Computer sends the individual RSVP invitation for each guest unit. It does not currently provide guest group chat, discussion rooms, newsletters, or a general broadcast tool for later announcements.

Use your usual email or messaging service for broad updates such as transport changes or next-day plans. The workspace Links section is useful for information shared with signed-in workspace members, but RSVP recipients do not see it through their invitation link.