Wedding workspaces & collaboration

A wedding workspace is a shared environment for one wedding. It brings together the run sheet, notes, shared links, uploaded files, vendor credits, and payment information — and makes them accessible to everyone involved: the couple, their vendors, and any planner or venue coordinating the day. For whoever is running point on the wedding, it also surfaces a command centre summarizing what needs attention.

Creating a workspace

Workspaces are created by promoting a booked contact. Go to a contact you’ve marked as Booked and choose Promote to wedding. Fill in the core wedding details — date (or leave it as TBC), general location, and ceremony type — and the workspace is created with you as the first member. Ceremony, reception, getting-ready, and portrait logistics belong on the timeline: add each as a row with its own time and location.

Alternatively, couples can create their own workspace on the couple-facing side and invite you into it. Either way, the workspace is the same shared object.

Multi-day and date-range weddings

A booking isn’t limited to a single day. Destination weddings, elopements, and multi-day celebrations — a welcome dinner or rehearsal the evening before, the ceremony the next day, a recovery brunch the day after — are all supported by the same workspace; you don’t need to create a separate booking per day.

When creating or editing a wedding, add an End date alongside the Start date whenever the booking spans more than one day. Leave End date blank for a single-day wedding, or if the date is still TBC.

Once a wedding has an end date, everything scoped to that booking treats the whole inclusive range as one event:

Each run-sheet item can carry its own date within the range — for example, the welcome dinner on the first evening and the ceremony the next day. An item left without its own date falls back to the wedding’s start date.
Printable PDF run sheets group items under a heading for each date, so a multi-day schedule reads as a sequence of days rather than one long list.
A multi-day booking remains active through its final day in the venue’s timezone. After that day ends, unfinished bookings move to After wedding.

Membership, visibility scopes, the timeline lead, and the command centre all work the same way for a multi-day booking as for a single-day one — it’s the same shared workspace, just spanning more than one date.

Finding bookings from the dashboard

At the top of the vendor Dashboard, Search bookings finds wedding workspaces you are an active member of by couple or workspace name, wedding date, or recorded location. Results include upcoming, past, completed, postponed, and cancelled bookings. Select a result to open that workspace. The search is limited to your own memberships; it is not a public directory search.

The Needs your attention card highlights active nearby bookings and stops showing a wedding after its final venue-local day has ended. Unfinished bookings then appear under After wedding on the dashboard and wedding list, where you can finish follow-up work before marking them complete. This move does not change the booking’s status or settle its invoices. Postponed or undated bookings await a date; completed and cancelled bookings remain searchable.

Once you open a booking, use its run sheet and timeline to manage the day itself.

Who can join

There are three member roles:

Vendor — any service provider on the wedding: photographer, celebrant, florist, DJ, venue, planner, caterer, hair, makeup, or any other. Vendors have their own login and contribute their own timeline items, notes, and files.

Couple — the people getting married. They get a free Wedding Computer account (no subscription needed) and see the shared run sheet, their invoices, shared notes, and the vendor team.

Guest — an invited person with limited signed-in access who is not the couple or a vendor. This membership role is separate from the optional Guests app, where the couple manages invitation groups, RSVPs, and seating. A guest membership does not currently include the live timeline or timeline editing; share an exported PDF when someone needs the schedule without a couple or vendor role.

Inviting the couple

From the workspace, go to Add people → Invite couple. Enter both email addresses and a welcome message is sent. The couple signs in with a magic link — no password, no subscription required — and immediately sees their workspace.

Once inside, the couple can view the shared timeline, access their invoices and payment schedule, read shared notes and documents, and see which vendors are on their wedding. They cannot see your private notes, your CRM pipeline details, or other vendors’ private notes or invoice amounts.

Inviting other vendors

Go to Add people → Add vendor to invite a photographer, florist, DJ, or anyone else involved in the wedding. You can invite by email or search for vendors already on the platform.

Invited vendors can see the timeline, upload files, and read notes in scopes they can access. On shared rows, the timeline lead and members with wedding-management permission can make direct changes. Other vendors propose additions, edits, or removals for the lead to decide; vendors manage their own private rows directly.

Use the shared wedding workspace to coordinate with the couple and other professionals. Your membership and permissions determine what you can see and change. Business tools and optional subscriptions are explained in Plans and subscriptions.

The timeline lead and managing vendor

A shared timeline always has a timeline lead. A planner or venue with the Can manage flag takes that role. If there is no managing planner or venue, the couple leads the timeline; if there is no couple yet, the vendor who created the workspace (or the first active vendor) is the fallback lead.

The lead and members with wedding-management permission can add, edit, and remove shared timeline rows directly. Other members who can see a shared row can propose an addition, edit, or removal instead. The proposal appears under Pending changes with a before-and-after diff; the lead can approve it as proposed, adjust it before approving, or decline it. Private rows stay under their vendor owner’s direct control and do not enter the approval flow.

Assigning people is intentionally quicker than changing the schedule. Available workspace members, vendors, and business team members assigned to the wedding appear under each row as direct add buttons; select a name once and it saves immediately. The custom text label is secondary and is only for someone who is not in the roster. Assignments are shared read/write operations: any member who can see a shared row sees its assignees and can add or remove them directly; only the owner can manage assignees on a private row.

To assign a managing vendor: go to the People section of the workspace and enable the “Can manage” flag on the appropriate member.

See the Planners & venues guide for a full walkthrough of how to use this role.

The wedding command centre

Open the collapsed Booking overview panel for the management summary and quick actions. This is the command centre referenced in Operational packets. Expanding it reveals the work that needs attention without keeping the full summary open above the timeline.

Only the managing vendor sees it; other vendors and the couple don’t. It pulls together, at a glance:

Pending approvals — timeline changes other vendors have proposed that are waiting on your decision.
Timeline health — how many run-sheet items exist and how many still don’t have a time set, or a flag if the run sheet hasn’t been started at all.
Unanswered forms — custom forms you’ve sent that nobody has responded to yet.
Unsigned documents — signing sessions (contracts, NOIMs) that aren’t complete.
Invoices — your own outstanding invoices for this wedding, with overdue ones called out separately and an at-a-glance balance.
Team — how many vendors, and how many people in total, are on the wedding.
Files — how many files are currently visible to you on this wedding.
Next appointment — the next scheduled client meeting for this booking, with a shortcut to schedule one if none is set.

Below that summary, a Next steps list turns each open item into a direct link — approve a pending change, fill a timeline gap, chase a form response, settle an overdue invoice — so you can act without hunting through the rest of the workspace. Alongside it, quick actions let you add a vendor, schedule a meeting, open the run sheet, send a form, create an invoice, add files, or open the operational packet without leaving the page.

The invoice and form figures are scoped to you: if more than one member has the Can manage flag, each sees their own outstanding invoices and sent forms in their command centre, not each other’s. The timeline, team, and file counts are shared and read the same for every manager.

Notes and dashboard layout

Notes open as compact previews. Choose Edit to change a note, save it, and check the saved preview. If you have unsaved changes, respond to the warning before leaving the editor. Dashboard sections start with a simpler arrangement; your saved layout choices are retained.

Visibility and privacy

Run sheet items are visible according to their visibility setting: items set to couple are visible to every workspace member, items set to vendors are visible only to vendor members, and items set to private are visible only to the vendor who owns them.

Notes have four scopes: Shared (vendors and the couple), Vendors only (vendors, not the couple), Couple only (the couple, not vendors), and Private (the signed-in vendor’s own note only). A managing vendor cannot read another vendor’s private note.

Files use per-file sharing. An upload can be wedding-visible to every active member, or private to its uploader plus specific active members the uploader selects. Only the uploader can change that sharing or delete the file.

Invoices are scoped by relationship: each vendor sees only their own invoices, and the couple sees all invoices addressed to them.

Vendor credits — the list of who worked the wedding — are visible to all members.

Couple visibility controls

The couple (or the managing vendor) can control whether vendors can see each other’s contact details:

Visible — vendors can see who the other vendors are: names, roles, and contact details. Useful when vendors will coordinate directly without going through the couple or planner.

Private — vendor contact details are hidden from other vendors. Only the couple and the managing vendor can see the full team. Vendors still see the run sheet and workspace, just not each other’s contact information.

Private notes

Every vendor has a private notes area on each wedding, accessible only to them. Use it for anything you wouldn’t share with the couple or other vendors — internal reminders, pricing decisions, personal flags. Private notes are stored in a per-vendor Markdown file and are never exposed to any other workspace member, including the managing vendor.