Run sheets & timeline

The run sheet — also called the timeline — is a minute-by-minute plan for the wedding day. Every vendor on a workspace contributes their own items, and together they form one shared schedule visible to the whole team.

Access the run sheet from any wedding workspace → Timeline.

Adding items to the timeline

Click Add item to create a new entry. Each item has:

Time — the start time, in the wedding’s local timezone
End time or duration — optional; the item’s end time is calculated or set manually
Title — what’s happening (required)
Description — additional detail, instructions, or context
Location — where this happens
Assigned to — who is responsible (a name, role, or vendor category)
Category — getting ready, ceremony, portraits, reception, or other
Visibility — couple (all members see it), vendors only, or private (just you)

Below each item, available people and vendors from the wedding team appear as direct add buttons. Click a name once and the assignment is saved immediately — there is no second plus-button step. Use the free-text role option only when the person is not on the wedding roster. Assignments are shared read/write information: everyone who can see a shared item can see its assignees and add or remove them directly; on a private item, only its owner can manage assignees.

You own the items you create, so you can edit and delete their schedule details. Other vendors’ items appear on the shared timeline; you can manage their assignees, but you can’t edit their schedule details.

If you want to change the time, title, or other schedule details of an item you don’t own, propose the change instead of editing it directly — the vendor, planner, or venue managing the timeline (the timeline lead) can approve it as proposed, adjust it, or decline it. Your own private items skip this flow entirely. See Workspaces & collaboration for how the timeline lead and pending-changes approval work.

Relative timing

Instead of giving an item a fixed clock time, you can anchor it to something else that moves with it — another item on the timeline, or a sun event (sunrise, sunset, golden hour). When editing an item, open its timing field and choose how it’s scheduled:

At a set time — a fixed clock time you enter yourself
After a section ends — starts a set number of minutes after another item’s end time
Before a section starts — finishes a set number of minutes before another item’s start time
Relative to daylight — anchored to sunrise, sunset, or golden hour, before or after, by a set number of minutes

Either way, the item also needs a duration (or an end time, which is used to infer one) so its end time can be calculated.

Anchored to another item

This is useful for anything that follows on from something else on the day — vendors and planners don’t have to guess a clock time for every item, only the gap between it and the thing it depends on. For example, set toasts to start 10 minutes after dinner service ends, or set vendor pack-down to finish 15 minutes before the last dance starts.

Because the anchor points at the other item rather than a clock time, the schedule self-corrects: if dinner service runs long, toasts — and anything else anchored to toasts — shifts with it automatically. Nobody has to go back through the run sheet and manually re-time every item downstream. This keeps working in live mode: marking an earlier item’s actual start time cascades that real-world drift through everything anchored to it.

You can chain anchors (item C after item B, item B after item A, and so on). A chain that loops back on itself is caught and flagged for review rather than silently producing a broken schedule.

Anchored to a sun event

This is particularly valuable for photographers and celebrants who schedule around natural light. For example, setting portraits “15 minutes before sunset” means the displayed time automatically adjusts based on the actual sunset for the wedding’s date and location — no manual recalculation when the wedding date changes.

To add sunrise, golden hour, and sunset markers directly to the timeline as reference items, use the Add sun times button in the run sheet toolbar.

Weather

Weather appears on the wedding workspace, not inside the timeline editor. With a date and geocoded location, a live Open-Meteo forecast appears automatically during the final seven days. It shows the available daily conditions and temperatures; when the wedding is within about two days, it also shows hourly conditions and chance of rain from 6am to 11pm. The card refreshes hourly. Sunrise, golden-hour, and sunset calculations are available separately through the timeline’s sun tools.

Before the live-forecast window, the vendor view automatically requests an Expected weather note. That note is AI-written from the wedding location and month, grounded where possible in a public climate reference, and cached by place and month. It is a seasonal planning guide, not a forecast. The couple view currently shows the live seven-day forecast but not this long-range note.

Live mode on the wedding day

Switch the timeline to live mode on the day to track progress in real time. On the day itself, open the timeline and tap Go live.

In live mode:

Tap any of your own items to mark them as started — the current time is recorded against the item
Items that started later than their scheduled time show a drift indicator — how many minutes behind schedule that item was
All vendors and the couple see the same live view simultaneously

The managing vendor can mark any item on the timeline as started, not just their own.

To end 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. The timeline itself (the plan) is preserved for future reference.

Exporting the run sheet

PDF (A4 printout) — go to Timeline → Export → Print run sheet (PDF). Produces a clean, print-ready document of the full day’s schedule. Share it with vendors who prefer a printed copy, or attach it to emails.

Phone wallpaper (PNG) — go to Timeline → Export → Save as wallpaper (PNG). Produces a portrait-format image of the day’s schedule, sized for a phone lock screen. Wedding Computer makes a best-effort AI request for a short tagline; if that request fails, the export succeeds without it. Tagline generation sends the couple names, date, optional location, and ceremony type to Cloudflare Workers AI and caches the result for up to 60 days.

Both exports are available on free and Pro plans.

Vendor credits

After the wedding, the Credits section of the workspace generates a formatted list of everyone who worked the day. Choose your format:

Instagram mentions — @handle format, ready to paste into a caption
Markdown — for blog posts or website pages
HTML — for embedding directly on a web page

Credits are built from the vendor team list. Each vendor’s role and Instagram handle are included if they’ve been added to their profile. Go to the wedding → Credits → choose your format and copy.