Your vendors

Inviting vendors to your workspace

You can invite any vendor to your workspace — celebrant, photographer, videographer, venue, florist, DJ, band, hair and makeup artist, caterer, cake maker, stylist, or anyone else involved in your wedding.

To invite a vendor: go to your workspace → Add people → Add vendor. Enter their email address. They’ll receive an invitation and can create a free account to join your workspace.

Once they’ve joined, they can see the shared run sheet, add their own timeline items, read shared notes and documents, and communicate with you through the shared space.

Vendors who join your workspace don’t pay anything. They participate for free regardless of whether they have a paid subscription.

Inviting vendors one by one

There’s no requirement to invite all vendors at once. You can invite your celebrant today and add your photographer next week when you’ve confirmed the booking. Each invitation is independent.

What if a vendor doesn’t want to join?

That’s fine. Not every vendor will use Wedding Computer, and some may prefer to work exclusively through email. You have two options:

Store their details manually. Add their name, phone number, email, and any notes in the shared Notes section of your workspace, or in your couple-only notes. The workspace doesn’t require all vendors to be members to be useful.

Use it for the vendors who do join. Even with some vendors outside the system, the workspace is still valuable for coordination with the vendors who are in it. Your planner can build the run sheet, your photographer can add portrait timing, and your celebrant can upload documents — regardless of whether your florist is using it or not.

Can you still see all your vendors in one place if they’re not on Wedding Computer?

If a vendor hasn’t joined the workspace, they won’t appear in the Vendors section automatically. You can note their details in the Notes section manually — their name, role, contact number, and anything else you need. This keeps the information in one place even if they’re not connected.

Can vendors see each other?

By default, vendors can see that other vendors are on the wedding but may or may not see each other’s contact details, depending on a setting you control.

Under your workspace settings, vendor visibility controls this:

Visible — all vendors can see each other’s names, roles, and contact details. Useful when vendors need to coordinate directly — for example, your photographer and your hair/makeup artist agreeing on a location for getting-ready photos.
Private — vendor contact details are hidden from each other. Only you (and your planner or venue if they’re managing the wedding) can see the full vendor team. Vendors still see the run sheet and shared workspace — just not who else is on the wedding.

Can vendors message each other?

There’s no direct messaging feature between vendors in Wedding Computer. Coordination between vendors happens through the shared Notes section (if they need to communicate something to everyone) or outside the platform via their own email or phone.

In practice, the shared run sheet is often enough — when your photographer can see exactly when the ceremony starts and what your getting-ready timeline looks like, they don’t need to chase your planner for that information separately.

Can you control what each vendor can see?

Yes. Two main controls:

Vendor visibility — whether vendors can see each other’s contact details (see above).

Timeline item visibility — each timeline item is set to one of three visibility levels: couple (everyone sees it), vendors only (the couple doesn’t see it), or private (only the vendor who created it sees it). Vendors can mark items as private if they want their internal preparation notes to stay hidden.

Notes visibility — notes are similarly scoped: shared (all members), vendors only, or couple only.

You can’t restrict specific vendors from seeing specific parts of the workspace — it’s whole-workspace access. If a vendor is a member, they see what their role allows them to see. If you need to remove a vendor who is no longer on the wedding, go to People → remove them.