Wedding workspaces & collaboration

A wedding workspace is a shared environment for one wedding. It brings together the run sheet, checklists, 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.

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 wedding details — date (or leave it as TBC), location, ceremony type, and timing — and the workspace is created with you as the first member.

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.

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 — reserved for future use.

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 and contribute to the shared timeline, upload files to the document library, and read notes in scopes they have access to. They can add, edit, and delete their own timeline items — not other vendors’ items.

Vendors you invite don’t need a Pro subscription to participate in a workspace you created. The cap on active weddings only applies to the vendor who originated the workspace — not to anyone invited in.

The managing vendor

A planner or venue can be assigned the can manage flag on a wedding. This makes them the managing vendor. As the managing vendor:

• They can change any shared timing field directly — date, ceremony time, getting-ready times, portrait time, reception start — without going through an approval request
• When any other vendor tries to change one of those shared fields, they submit a change request instead, which the managing vendor approves or declines
• They can see all pending change requests in the workspace and act on them with an optional note explaining the decision

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.

Visibility and privacy

Run sheet items are visible according to their visibility setting: items set to “couple” or “vendors” are visible to everyone on the wedding; items set to “private” are visible only to the vendor who created them.

Notes have three scopes: Shared (all members including the couple), Vendors only (all vendors, not the couple), and Private (just you — no one else ever sees these).

Files uploaded to the shared document library are visible to all members.

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.