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”) and an assigned to field (e.g. “Bridal party”, “Photography team”, or a specific name). This makes it possible for everyone to know not just when something is happening, but exactly where and who should be there.

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.

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.

Invite them to the workspace — if a family member (like a parent or maid of honour) needs ongoing access to the live timeline, you can ask your vendor to invite them as a guest member. Guests can view the workspace and timeline but can’t edit anything. Be aware that guests see everything in the workspace that’s set to couple or shared visibility.

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. You can’t mark items as started yourself — only vendors can do that — but you can see exactly what’s happening and whether things are running on time.