Five steps from “I have a spreadsheet somewhere” to “every vendor has their own portal.” Then two new tools for the guests and the tables.
The morning
The ceremony
The party
Build your run sheet
Rows are time slots. Columns are vendors. Click any cell and type what needs to happen at that time for that vendor. It works like a spreadsheet, but built for wedding days.
Add time slots in 5, 10, 15, or 30-minute intervals
Color-code phases: prep, ceremony, cocktail hour, reception, close
Import from a CSV or start from a template
Saturday 29 March — Run Sheet
Scott Horsburgh
Photographer
Sonia Flores
Florist
Little Wolf Entertainment
DJ / Band
Jamie Ross Films
Videographer
Add your vendors
Add each vendor with their name, role, phone, and email. PlannedBy generates a unique access code for each one. Their column in the grid is automatically linked.
Unique access code per vendor — use names, words, or random codes
Contact details stored in one place
Add unlimited vendors (paid plan) or up to 3 (free tier)
Share vendor portals
Each vendor gets a link and access code. Text it, email it, WhatsApp it — whatever works. They enter the code and see only their filtered timeline. No account required.
Sent via iMessage
Sonia Flores — Florist
The Bajos · Sat 29 March
Your schedule · 5 cues
The timeline runs itself, so you can be in the photos instead of directing them.
Ceremony moved
Update in real-time
Move the ceremony from 4pm to 4:30pm? Every vendor portal updates. No need to re-export a PDF, re-send an email, or call anyone. One edit, everywhere.
Edit the grid, portals update instantly
No version control nightmares — one source of truth
Print-ready PDF export on paid plans for a paper backup
Wedding day
On the morning of the wedding, every vendor opens their portal and knows exactly where to be and when. No frantic texts. No confusion. You get ready in peace.
Frantic morning texts
Source of truth
Vendors coordinated
Enjoying your day
Saturday 29 March — 7:05 am
Vendor portals this morning
Scott Horsburgh · Photographer
Checked portal 6:42 am
Sonia Flores · Florist
Checked portal 6:58 am
Little Wolf · DJ / Band
Checked portal 7:01 am
Jamie Ross · Videographer
Printed PDF last night
Beyond the timeline
The run sheet handles the vendors. Two new tools handle everyone else — who’s coming, what they eat, and where they sit.
Guest List
NewDrop in the spreadsheet you already have — PlannedBy matches the columns for you. Then group households, track RSVPs, and keep dietary needs where the caterer can actually get them.
CSV import with auto-matched columns — no reformatting
Groups and households, ordered the way you think about them
RSVP status, plus-ones and dietary needs in one place
Feeds the seat planner directly — no retyping names
Guest List
124 guests ·
Margaret Papadopoulos
Table 1 · Seat 3
Theo Papadopoulos +1
Table 1 · Seat 4
Amara Khan
Unseated
Jack Whitfield
Table 3 · Seat 2
Reception Floor Plan
Scenario ASeat Planner
NewDrag tables onto grid paper, then assign guests straight from your list. When the families change their minds, duplicate the whole scenario and try again — the original stays untouched.
Round, rectangle and head tables, dragged anywhere on the grid
Assign guests from the list — live seat counts per table
Duplicate scenarios, so plan B is one click away
Start free. Add your vendors, guests and tables. Share the link. Your entire wedding day coordinated in about 15 minutes.