The timeline & wedding day

The timeline (or run sheet) is the minute-by-minute schedule for your wedding day. It’s the most actively used part of the workspace — both in the weeks leading up to the wedding and on the day itself.

Access it from your workspace → Timeline.

Who builds the timeline?

Typically your planner or venue builds the initial structure and key timing. Each vendor then adds their own items — your photographer adds portrait sessions, your celebrant adds ceremony timing, your venue adds room-flip and catering milestones. The result is one shared schedule that reflects everyone’s contribution.

If you don’t have a planner, you and your vendors build it together. You can add timeline items yourself too — transport timings, family gathering points, anything that belongs in the schedule.

What can you see on the timeline?

You see all items set to couple visibility — the full day’s plan as your vendors intend for you to see it. Some vendors set items to vendors only (visible to the vendor team but not you) or private (only visible to themselves). This isn’t meant to hide things from you — it’s usually internal prep notes or technical logistics that aren’t relevant to the couple.

Each item shows its time, title, description, location, and who’s responsible.

Can the timeline include getting ready, first look, ceremony, canapés, speeches, cake, and dancing?

Yes. The timeline supports any kind of item, and you can add as many as needed. The category system organises items into: getting ready, ceremony, portraits, reception, and other. Every moment of the day — from the first hair appointment to the last song — can have a place on the timeline.

Can you add exact locations and assigned people?

Yes. Each timeline item has a location field (e.g. “Hotel lobby, Level 2” or “Rose Garden, South Lawn”). To assign people, use the direct add buttons shown beneath the item for available wedding-team people and vendors. Select a name once and it is saved immediately — there is no second plus-button step. Use a free-text role only for someone who is not on the wedding roster.

Assignments are shared read/write information, not a private note. Anyone who can see a shared item can see its assignees and add or remove them directly; only the owner can manage assignees on a private item. This makes it possible for everyone to know not just when something is happening, but exactly where and who should be there.

Why might a timeline time change on its own?

Not every item has a fixed clock time. Your photographer or celebrant can anchor an item to sunrise, sunset, or golden hour instead of a set time — for example, “portraits: 15 minutes before sunset.” An item can also be anchored to another item’s duration, so it shifts automatically if the thing before it runs long or short.

This matters for you because sunset itself moves depending on the date and the venue’s location. When an item is anchored this way, its displayed time is recalculated automatically from the actual sun times for your date and place — so if your wedding date or venue changes, or as your date gets closer and the exact sun times firm up, that item’s time can update by itself without your photographer or celebrant having to redo the math by hand.

In practice: if you see a portrait slot listed as 6:42pm one week and 6:37pm the next, that’s this feature working as intended, not a mistake. It’s how your vendors keep light-dependent moments — portraits, a sunset exit, an outdoor ceremony — locked to the right natural light instead of a clock time that might no longer match sunset by the time the day arrives.

Does everyone see the same version?

Yes. The timeline is a shared document. When your planner updates ceremony timing or your photographer adjusts portrait sessions, you see the updated version immediately. There’s no “version 6 final final” problem — everyone is always looking at the same schedule.

If your planner is the managing vendor, other vendors have to submit a change request for timing changes before they take effect. This keeps the timeline stable and ensures your planner has approved any adjustments.

Can you print the run sheet?

Yes. Go to Timeline → Export → Print run sheet (PDF). This produces a clean A4 document of the full day’s schedule. Print it, email it, or save it to your phone — it’s a standard PDF.

You can also export a phone wallpaper version: Timeline → Export → Save as wallpaper (PNG). This gives you a portrait-format image of the day’s schedule, sized for a phone lock screen. The export makes a best-effort request to Cloudflare Workers AI for a short tagline using the couple names, date, optional location, and ceremony type; it still succeeds without a tagline if AI generation fails, and the result can be cached for up to 60 days.

Can you send the timeline to family members?

Yes, in a couple of ways:

Share the PDF — export the run sheet as a PDF and send it to anyone via message, email, or WhatsApp. It’s a standard document they can open on any device without an account.

Use the right membership role — the signed-in guest membership is currently limited and does not include the live timeline. If a family member needs only the schedule, share the exported PDF. If they genuinely need ongoing live access and editing, discuss the appropriate couple or vendor membership with the workspace manager rather than giving them a misleading guest role.

Can vendors check the run sheet from their phones?

Yes. Wedding Computer is a web app accessible from any phone browser. Vendors sign in to their account on their phone and access the timeline from there. On the wedding day, this is how most vendors will check the schedule.

What happens if reception is poor on the day?

Wedding Computer requires an internet connection. If you’re in a location with poor or no signal on the day — a remote property, a basement reception room — the timeline won’t load without connectivity.

The practical solution: export the run sheet PDF before the wedding day and have it saved locally on your phone or printed. The PDF doesn’t need internet to view. Most vendors do the same for their own copy.

Can you add wet-weather plans or backup locations?

There’s no dedicated wet-weather field — but you can handle it through the timeline and notes:

Duplicate items with “(wet weather)” labels — add a second version of outdoor items with the backup location and timing, and mark them as “wet weather” in the title. On the day, vendors reference whichever version applies.

Use the Notes section — write the wet-weather plan as a note visible to all vendors. Describe the backup locations, how the change will be communicated, and who makes the call.

Timeline item descriptions — add the backup plan in the description field of each affected item: “Ceremony at Pavilion. Wet weather: move to Garden Room, notify venue coordinator by 10am.”

There’s no automated “activate wet weather plan” button — communication on the day is still manual, whether by phone or message.

Can you add emergency contacts?

Not as a dedicated structured feature, but the Notes section is the right place for this. Add a note visible to all vendors with names and phone numbers: venue emergency contact, supplier contacts for any last-minute issues, transport company, accommodation front desk. Any vendor who needs a number on the day can find it there.

Using Wedding Computer on the wedding day

On the day, open your workspace → Timeline. If your vendor or planner has switched to live mode, you’ll see the current status of the day:

Items that have started are marked as started with their actual start time
Items running later than scheduled show a drift indicator — how many minutes behind the schedule you are
The live view updates in real time as vendors mark things off

You can view the live timeline from your phone at any point during the day. In a planner- or venue-led wedding, that timeline lead controls starting shared rows and ending live mode. If there is no managing planner or venue and the couple is the timeline lead, couple members can mark directly editable shared rows as started and can end live mode.