Guide for planners & venues

Wedding planners and venues play a different role in Wedding Computer than other vendors. Because you coordinate the whole day — not just your own piece of it — you can take a managing vendor role that gives you additional controls: timeline ownership, change approvals, and oversight of the full vendor team.

This guide covers everything specific to planners and venues. For features shared with all vendors (CRM, invoicing, run sheets, calendar), see those sections in the main documentation.

The managing vendor role

When you’re added to a wedding workspace, you can be assigned the can manage flag. This makes you the managing vendor for that wedding. As the managing vendor:

You control the master timeline — key wedding timing fields (date, ceremony time, reception time, getting-ready times, portrait times) can only be changed with your approval
Other vendors who want to change these fields submit a change request that comes to you first
You can approve or decline each request, with an optional note
You can edit any vendor’s timeline items — not just your own

Planners and venues are typically the natural candidates for this role. A planner who is coordinating the whole day needs to hold the timeline; a venue whose room schedule drives everything else similarly needs to gate timing changes.

To assign yourself as managing vendor: when you’re added to a wedding (or once you’re already a member), go to the wedding workspace → People → click your own name → enable Can manage.

If you created the wedding workspace yourself (by promoting a booked contact to a wedding), you can set this when creating the workspace.

Creating and managing wedding workspaces

As the planner or venue, you’ll typically be the one who creates the workspace.

To create a workspace: go to Contacts, find your booked couple, and choose Promote to wedding. Fill in the wedding details (date, location, ceremony type, timing) and create the workspace.

To invite the couple: from the workspace, go to Add people → Invite couple. Enter both email addresses. The couple gets a free account — no subscription needed.

To invite other vendors: go to Add people → Add vendor. You can search for vendors already on Wedding Computer, or invite by email. Invited vendors can:

View and contribute to the shared timeline
Add their own run sheet items
Read shared notes and documents
Upload files to the document library

Vendors you invite don’t need Pro subscriptions to participate. They join as members of your workspace and can contribute fully.

Timeline management

Your own run sheet items

Every vendor adds and manages their own timeline items. Your items as planner/venue might include: bump-in schedule, supplier arrivals, room flip timing, guest seating, meal service timing, and end-of-night logistics.

The shared timeline

All timeline items marked as couple or vendors visibility are visible to everyone on the wedding. Items marked private are only visible to the vendor who created them.

As the managing vendor, you can see everything except other vendors’ private items.

Approving timeline change requests

When another vendor proposes a change to a shared timing field (ceremony start time, reception time, getting-ready time, etc.), you receive a change request notification.

To review requests: go to the wedding workspace → Timeline → look for the Pending approvals section. Each request shows:

Who proposed the change
What they want to change (e.g. “Move ceremony start from 2:00pm to 2:30pm”)
Their reason (optional)

You can approve (the change takes effect immediately) or decline (with an optional note explaining why). The proposing vendor is notified of your decision.

Making timeline changes directly

As the managing vendor, you can change any shared timing field directly — you don’t need to submit a request. Go to Timeline → Edit wedding details to change the date, ceremony time, getting-ready times, portrait time, reception start, and more.

Coordinating the vendor team

Who’s on the wedding

The People section of the workspace shows all current members: the couple, vendors, and their roles. You can see who has accepted their invitation and who hasn’t yet.

You can remove a vendor from the workspace if needed — they lose access immediately.

You can control vendor visibility from the wedding settings:

Visible: all vendors can see each other’s contact details — useful when vendors need to communicate directly without going through you
Private: vendors can’t see each other; only you (and the couple) can see the full team

The vendor credits list

After the wedding, go to the workspace → Credits to copy the full vendor team list for Instagram posts, blog articles, or publications. You can copy in Instagram mention format (@handle), Markdown, or HTML.

Running the wedding day

Live mode

On the day, switch the timeline to live mode from the timeline page. As the managing vendor, you can:

Mark any item as started (not just your own) — this records the actual start time
See drift — how many minutes ahead or behind schedule the day is running
See all vendors’ contributions in the shared timeline in real time

Other vendors and the couple can also see the live timeline — everyone is on the same page about where the day is up to.

Ending live mode

When the day is done, tap End live mode. This clears all recorded start times and returns the timeline to its planned view. You can still access the timeline for reference after the day.

Venues: the financial party role

Venues that act as the central billing party for a wedding — collecting all vendor payments and distributing them — can be set as the financial party on a wedding. This is for venues that operate an organiser model, where couples pay the venue and the venue pays the vendors.

To set a venue as financial party: go to the wedding → People → click the venue member → enable Is financial party.

With this flag set, the venue’s invoices are marked as the primary financial relationship with the couple.

Multiple weddings on the same day

Wedding Computer’s calendar shows all your bookings. If you have two weddings on the same date, both appear on your calendar. Your availability calendar will show that date as booked, preventing additional enquiries for that day (if your availability sharing is set to public or AI auto-reply).

Each wedding has its own independent workspace, timeline, vendor team, and set of notes.

Analytics for your business

Planners and venues often have higher booking volumes and more complex pipelines than solo vendors. The analytics dashboard (Analytics in the sidebar) shows:

Your enquiry-to-booking conversion rate
Revenue by month and by contact
Source attribution (where your leads come from)
Busyness heatmap (how dense your bookings are across the year)
Win/loss analysis (why leads didn’t convert)

Pro subscribers get booking goals, per-source benchmarks, and demand scoring.

Frequently asked questions

Can I coordinate multiple vendors from one workspace?

Yes. That’s the core purpose of the managing vendor role. You create the workspace, invite all your vendors, and the shared timeline becomes the single source of truth for the day.

Do other vendors need to pay for Wedding Computer?

No. Vendors you invite into a wedding you created participate for free. They don’t need a Pro subscription to view and contribute to the shared workspace.

What happens if a vendor proposes a timeline change I haven’t approved yet?

It stays as a pending request. The change is not applied to the shared timeline until you approve it. The vendor sees it as pending; everyone else sees the unchanged timeline.

Can I decline a change and still see what was proposed?

Yes. Declined requests are stored in the timeline history so you can reference them.

Can I prevent vendors from seeing the couple’s contact details?

Yes. Under wedding settings → Vendor visibility → Private, vendor contact details are hidden from each other. Only you and the couple can see the full team.

How does this work if we use a templated run sheet?

Wedding Computer doesn’t have saved run sheet templates yet (they’re on the roadmap). Start by adding your key timing items — venue open, bump-in, ceremony, reception — and build the shared timeline from there. Other vendors add their own items once you invite them.

Can venues use this for non-wedding events?

The run sheet, calendar, and CRM pipeline work for any event. The wedding workspace is framed around weddings (ceremony, reception, getting-ready sections), but many of the features are generic enough for conferences, functions, and other events.