Help & Support

Find answers to common questions and learn how to make the most of our event planning platform.

We have made this application as easy and user friendly as we can but if you still need some help then read on...

📋 Tasks Management

Creating and Organizing Tasks

Use our task management system to break down your event planning into manageable steps. Note that this looks best on a laptop or monitor rather than a mobile device (although you can still use it on one).

  1. Find all your tasks by clicking the "ToDo List" tab at the top of the page.
  2. If it's your first time you will be in the demo version. Click the "Add New Task" button at the bottom of the form to create a new task in the 'To Do' lane.
  3. Give the task a descriptive and unique title, select a start and end date for the task, add a location if needed and then add some notes.
  4. You can edit this task once it is in your task board. Just click on it again to enter edit mode.
  5. Now you have your first task! Edit it until you are happy then click 'Submit'.

Creating a Reminder

  1. The grey bar with a reminder bell pops out when you hover over it to see all your tasks and give each one a scheduled reminder. Note that this lets you open reminders only and not the task they belong to.
  2. Either click the 'Schedule Reminder' button at the top of the pop out or click the 'Add Reminder To Task' button at the bottom of the board.
  3. This will open the reminder box. Use the dropdown to choose which task it belongs to, give it a title and comment, then the date you want the reminders to start being sent and how often (weekly or daily).
  4. Choose if you want the reminders to stop when you drag the task to the 'Done' column
  5. And if you have the paid version you can choose also to send it as an SMS! (Make sure you have selected a guest and they have a phone number.)

Job done! You as the administrator and the guest will also get an email, (as long as you have given the guest one...).

Progress Tracking

Monitor your planning progress by reviewing your task board.

🪑 Seating Planning

Plan Your Guest Table Seating

We know that everyone likes to be seated with people they know and preventing potential personal politics is what this tool is all about!

  1. So, click the 'Seating' tab at the top of the page to get started.
  2. If you have used it already then the last stored results will be shown at the below and you can sort by guest name or table number.
  3. Else just hit the 'Click For World Peace' button to get going on a new plan
  4. There's some instructions at the top as a quick reference but we will go over them again. You have the choice of filtering on who has confirmed their attendance, or if you haven't got all RSVPs in yet then showing all guests. Remove and add back until you are happy.
  1. Click the 'Add Guests To Matrix' button at the bottom and all the selected guests are put into the matrix. We'll let you guess what the 'Remove All Guests From Matrix' button does.

Select how many people each table seats in the 'Table Seat Count' box.

  1. Now below you will see all your selected guests in something that resembles a spreadsheet. Each empty cell has a drop down:
    • Keep Apart - this one's self explanatory.
    • Unconnected - they have no connection and don't mind them joining the table.
    • Connected - they have met before but don't necessarily have to be seated together. Ranks higher than Unconnected.
    • Must Sit Together - another self explanatory one.
    • Not Applicable - the starting choice. Will be treated as 'Unconnected'.
  2. Note that the other side of the matrix will fill itself in, so you only have to do one side.
  3. Also note that all cells must be completed. Once done click the 'Find Solution' button and let it do its magic.
  4. If the conundrum is solvable you will soon see a green pop up box. Either click 'View Seating Arrangement' to return to the first page where you can view and sort your now saved results, or stay on the page where you can empty the matrix and start again.
  5. Back on the first page you can email the results to yourself or to any of the venues (sorted both alphabetically and by table number), along with any per person dietary requirements (if they have sent them in an RSVP or you have filled them in yourself).

👥 Guests and Plus Ones

Guest List Management

Import guest lists from a Microsoft Excel spreadsheet or add guests individually. Track contact information, addresses, dietary requirements, and relationship details for comprehensive guest management.

Note that you can only import new guests. Re-importing the same guest will not update the guest.

Upload guests in bulk

  1. Download our Excel workbook from the guests overview page.
  2. Do not under any circumstances add or delete columns! Leave the extra cells blank if unused.
  3. Do not under any circumstances reorder the sheets. The first sheet must contain your guests.
  4. Main points:
    • Guest names must be unique.
    • If you plan to use SMS messages for the particular guest, e.g. task allocation reminders, bulk guest event notifications, you must add a phone number.
    • If you plan to use email messages for the particular guest, e.g. RSVP, task allocation reminders, you must add an email.
    • If you add a phone number you must supply the name of the country the phone number belongs to, e.g. if the guest lives in Canada but travelled to the event hosted in France, then the country would still be Canada. Use the names from the CountryPhoneNames sheet of the workbook.
    • All guests must have at least 1 venue they will attend.
    • Venues are added according to which venue(s) the specific guest is attending. Enter the name of the venue exactly as you named it in the app.
    • If the event has more than 4 venues then these must be added separately by clicking the guest's edit button after a successful import and adding more venues.
    • Check that the spelling of your venue names match (hint: copy/paste from the Venues web page).
    • Plus one names must be unique.
    • If the guest has more than 4 plus ones then these must be added separately by clicking the main guest's edit button after a successful import and adding more plus ones.
    • Any issues will give an error message. Read the message carefully as it will describe the issue and how to correct it.

Plus One Handling

Edit the plus ones from the main guest's edit page.

📧 Email RSVP Usage

Sending RSVPs

From each guest's edit page, click the Send RSVP box to have an email sent to the guest. Note that this is a paid feature.

They will be able to respond for their attendance and their plus ones as well as being able to send specific dietary information for all.

RSVP Tracking

By default any guest is assumed as attending the event. You or they (via a RSVP email) can alter this. Status can be displayed as:

  • Pending: if a RSVP has been sent but not yet returned.
  • Unsent: if you have yet to send a RSVP.
  • Declined: if they have replied (for themselves and any plus ones), or you have set this status in the edit page for this guest.
  • Confirmed: for the main guest and any plus ones.

🍽️ Dietary Requirements

Dietary Tracking

Easily set the dietary requirements for each guest and their plus ones yourself, or have the main guest do it when you send a RSVP request.

Preference and Intolerances

Set each guest and their plus ones' dietary preference based on belief or personal choice.

Set each guest and their plus ones' dietary intolerances.

Add any comment for additional dietary information.

Venue Communication

Send dietary requirements for all guests and their plus ones to the venue (this is a paid feature and the venue must have an email added).

💰 Budget Management

Budget Planning

Set overall budget limits and allocate funds across different categories (venue, catering, entertainment, etc.).

Split categories into multiple expenses.

Expense Tracking

Add multiple payments and vendor information to an expense to improve cost management and see where each payment is complete.

Cost Optimization

View the current status of the event in a bar graph and click columns to hide specific payments.

Use the handy tree view to easily navigate each item and update or create more entries.