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For Wedding Planners

New: Seat Planner & Guest List

Run sheets that
actually get read.

Give every vendor their own portal. Manage every client from one dashboard. Stop being the human relay.

Start 7 Days Free See the Platform
yourstudio.plannedby.com/dashboard

Grace Events — All Weddings

8 active · 3 this month

Sarah & Tom

Sat 12 Apr · 14 vendors

Run sheet Seated

Priya & Daniel

Sat 19 Apr · 11 vendors

Run sheet Guests 92

Chloe & James

Sat 3 May · 12 vendors

Seated

Amira & Ben

Sat 10 May · 13 vendors

Run sheet

The reality

You’re still doing this manually

You coordinate 10+ weddings a month. Your vendors still get PDFs. Your run sheets still live in Google Sheets. That’s not scaling.

Spreadsheet per wedding

You have 12 Google Sheets open. Each one is a different wedding with a different tab structure. Finding anything takes 5 minutes.

Export, email, repeat

Every time you change the timeline, you export a new PDF, email it to 14 vendors, and hope they read the new one instead of the old one.

Vendor text avalanche

Wedding morning: 47 unread texts from vendors across 3 weddings happening this weekend. You’re the relay between all of them.

No brand presence

You send a Google Sheet link. It doesn’t say your studio name. It doesn’t feel professional. It’s a spreadsheet with your brand nowhere in sight.

The platform

Built for how planners actually work

Multi-Client Dashboard

Every wedding in one view. See upcoming dates, vendor counts, completion status. Click into any wedding to edit. Switch between clients in seconds, not minutes.

Upcoming weddings April – May
ST

Sarah & Tom

Sat 12 Apr · 14 vendors

On track
PD

Priya & Daniel

Sat 19 Apr · 11 vendors

On track
EM

Elena & Marcus

Sun 27 Apr · 9 vendors

Draft

Grid Run Sheet

The same grid your couples love, with planner-level controls. Duplicate templates, set vendor visibility, lock rows. It’s the spreadsheet that knows it’s a wedding tool.

Photo
DJ
2:00
First look
3:30
Ceremony
Quartet cue
6:30
Speeches
First dance

Vendor Portals

Each vendor gets a filtered, mobile-first portal showing only their tasks. Change the timeline once — every portal updates. No more emailing PDFs.

SF

Sonia — Florist

Live
12:30 Deliver bouquets
2:00 Install arch florals

Team Seats

Bring your coordinators and assistants in. Assign team members to weddings. Everyone works from the same source of truth. No more “check the latest version in the shared drive.”

MT
Maddie Torres · Lead Planner
KR
Kate Reilly · Day-Of Coordinator

Vendor Directory

Your vendor book, across every wedding. Add a vendor once, link them to any wedding from a picker, and an updated phone number is updated everywhere. Stop re-typing the same florist into every new spreadsheet.

BB
Bellbird Blooms Florist · linked to 3 weddings
AL
Aperture Lane Photographer · linked to 5 weddings

Discussion

Retire the wedding email chain. One conversation per wedding - you, the couple and the vendors you choose - with files shared where the talk happens and agenda notes only your team can see. What the florist agreed in March is one scroll away, not buried in your inbox.

Ceremony arch - reuse at the reception? Shared with 2
GS

Georgia & Sam · couple

Can the arch flowers move across to the reception?

BB

Bellbird Blooms · vendor

Happy to - my team can move them during cocktail hour.

You

You · planner

Locking it in - adding the move to the run sheet at 5:30.

White-Label Branding

Your subdomain. Your logo. Your colours. When vendors open a portal, they see yourstudio.plannedby.com — or your own custom domain. It looks like your platform, because it is.

graceevents.plannedby.com
plan.graceevents.com.au

Auto-Archive

Past weddings automatically archive 30 days after the event. Your dashboard stays clean. You can always access archived events when you need them.

Clean dashboard, always.

Your brand

Your brand, your platform

When you send a vendor a portal link, it should feel like an extension of your studio — not someone else’s product. PlannedBy disappears behind your brand.

Custom subdomain

yourstudio.plannedby.com — included on all plans.

Custom domain

plannedby.yourstudio.com — available on Max and Agency.

Logo + colours

Upload your logo. Set your brand colours. Vendor portals match your aesthetic.

graceevents.plannedby.com/vendor/florist
GE

Grace Events

Vendor portal · Florist view

Live

Sarah & Tom — Sat 12 Apr

12:30 Deliver bouquets to bridal suite
2:00 Install ceremony arch florals
5:00 Move arrangements to reception tables

Powered quietly in the background — your brand up front.

New this month

Seating and guests, for every client

The tool that runs your timelines now runs seating charts and guest lists too. Every wedding on your dashboard gets both — same login, same source of truth.

Sarah & Tom

Scenario A
118 / 124 seated
Head Table · 8
Table 1
10 / 10
Table 2
10 / 10
Table 3
8 / 10
Table 4
− 100% +

Seat Planner

New

Seating charts for every client wedding

Drag tables onto grid paper and drop guests into seats, with live counts as you go. When the couple’s families change their minds — and they will — duplicate the layout and show them the alternative in minutes.

  • Round, rectangle and head tables, drawn to scale
  • Multiple scenarios per wedding, so you can present options and keep a fallback
  • Seats fill straight from the client’s guest list, no retyping

Guest List

New

Client guest lists, imported in seconds

Your clients hand you a spreadsheet. Import it as-is — columns auto-match — then track attendance, plus-ones and dietary needs per wedding. The seat planner reads it all directly.

  • CSV import of client guest lists, columns auto-matched
  • Groups, households, plus-ones and RSVP status in one view
  • Dietary reports ready to hand to each caterer

Sarah & Tom — Guest List

124 guests · 96 attending

Bride’s Family
MP

Margaret Papadopoulos

Table 1 · Seat 3

Attending
TP

Theo Papadopoulos +1

Table 1 · Seat 4

Attending
University Friends
AK

Amara Khan

Table 3 · Unseated

Pending

Dietary: 6 GF · 4 Veg · 2 Vegan

Export for caterer

Platform roadmap

More value for your clients, without more tools

Everything we ship lands in the platform you already run — connected to the guest lists and run sheets you’ve already built.

Coming soon

Wedding Websites

A beautiful site for each couple, connected to the guest list you manage.

Coming soon

Online RSVP

Guests reply online. Guest lists, dietary counts and seating update themselves.

Coming soon

Gift Registry

One registry on the couple’s site, shared with every guest. No third-party accounts.

Coming soon

Budget Tracker

Vendors, deposits and due dates tracked against each client’s budget.

Pricing

Plans that grow with your business

7-day free trial on every plan. Monthly, or save up to 35% paying annually. Cancel anytime.

Basic

$24/mo

Up to 3 client weddings

  • Every wedding tool, every client
  • Vendor portals + access codes
  • Your subdomain (yourstudio.plannedby.com)
  • 1 seat (that is you)
Start 7 Days Free

Pro

$54/mo

Up to 8 client weddings

  • Everything in Basic
  • 8 client weddings
  • 3 seats incl. you
  • Branded print PDFs
Start 7 Days Free

Max

$104/mo

Up to 20 client weddings

  • Everything in Pro
  • 20 client weddings
  • 6 seats incl. you
  • Your own domain + white-label
Start 7 Days Free

Agency

$209/mo

Unlimited active weddings

  • Everything in Max
  • Unlimited client weddings
  • 12 seats incl. you
  • Your own domain + white-label
Contact Sales

Comparison

How PlannedBy compares

Feature PlannedBy Spreadsheets Aisle Planner HoneyBook Timeline Genius
Vendor portals Partial
Grid-based timeline
Multi-client dashboard
No vendor signup N/A Partial
White-label / branding Partial
Day-of focus Partial
Starting price $24/mo Free $44/mo $14/mo $24/mo

FAQ

Questions planners ask

Yes — that’s the core use case. Your dashboard shows all active weddings in one view. Click into any wedding to manage its timeline, vendors, and portals. Switch between clients in seconds. The Basic plan supports up to 5 active weddings, and Agency is unlimited.

Every plan includes a custom subdomain (yourstudio.plannedby.com). On Max and Agency, you can connect your own domain (e.g. plannedby.yourstudio.com). Point a CNAME record and you’re live. Vendor portals, run sheets, and PDFs all show your brand.

No. Vendors use an access code. No app, no email, no password, no signup. You text the code and link. They tap it. They see their filtered timeline. This is the single biggest reason vendors actually check the run sheet.

Yes. Save any run sheet as a template and duplicate it for new weddings. Most planners build 2-3 base templates (ceremony + reception, ceremony only, elopement) and customise from there. Available on every planner plan.

Past weddings auto-archive 30 days after the event. They don’t count toward your active wedding limit, but you can still access them any time. Your dashboard stays focused on what’s coming up.

Aisle Planner and HoneyBook are full-stack planning CRMs — contracts, invoices, client portals. PlannedBy does one thing exceptionally well: day-of coordination. Grid run sheets, vendor portals, access codes. If you already have a CRM and just need better run sheet distribution, PlannedBy fills that gap.

Elegant reception table with colorful florals and glassware

Stop being the relay. Start being the planner.

Set up your first wedding in under 20 minutes, free for 7 days. Your vendors will actually read this one.

Start 7 Days Free View All Plans