What’s new in PlannedBy

Wedding Website - one page for your guests, built from the wedding you already have

Your wedding website is built inside PlannedBy, from the wedding you already have. Pick a template and the page fills itself in - the locations, the events, the tables - and your guests find their names and reply right there.

Everything a guest answers lands in Guests. Nothing is typed twice, and nothing is copied somewhere to go stale.

• Six templates - Meadow, Studio, Coast, Heirloom, Evening and Terrace - each with its own type and three colour sets, or set your own colours and fonts
• Blocks read the wedding: the cover, a welcome, the timeline from your events, where to go from your locations, where to stay, dress code, gifts, questions and answers, and a closing word
• Drag the blocks into the order you want, hide the ones you do not need, and preview the page as a desktop and as a phone
• The RSVP is on the site: a guest types their name and answers for everyone in their household and every event they are invited to
• Replies land in Guests with dietary needs, email, phone and a note back to you, and every guest gets a confirmation with their events and a link to change their answer
• Set a reply-by date and replies close on their own after it
• Once a guest has found their name the page becomes their invitation: their events, what they answered, and their table once you have seated them
• Keep the page for your guests only, or put a password on it and print it on the invitation
• Guest photos, as an add-on for the day: guests scan the QR code on the table and send photos and videos, you approve them, and they go on the page and into a slideshow for the big screen

An enquiry form for your own website

Couples who enquire on your website now land straight in PlannedBy. Build the form once, put it on your site, and every enquiry arrives in your pipeline ready to turn into a proposal.

• Build it in Business: the standard questions plus your own - short or long answers, choices, dates, numbers, yes or no, and consent
• Seven looks, on one step or several
• Put it on your site as an embed or a pop-up, share it as a link, or send enquiries in from your own tools through the API
• Every enquiry becomes a new lead in your pipeline. If the couple has already enquired, it adds a note to that one instead
• You get an email for each enquiry, and the couple can get an automatic reply
• Spam is filtered out without making the couple solve a puzzle

Your venue’s floor plan, under your tables

The seat planner can now sit on the real room. Upload the venue’s floor plan, set its scale, and draw your tables over the top - with the dance floor, the bar and the stage drawn in beside them.

• Upload the floor plan as an image or a page of a PDF
• Set the scale by clicking two points and typing the real distance between them, so tables sit at their true size
• Move, rotate, fade or hide the plan, and copy it to every scenario
• Items: draw the dance floor, the bar, the DJ or the stage as a square, a circle or your own outline. They take up room but have no seats
• Type a table’s real size in centimetres, or in feet and inches - switch units in the seat planner’s settings
• On a phone, one Add button adds tables and round tables. Floor plans are added on desktop

Proposals, contracts and payments, from enquiry to final invoice

Win the wedding in the same place you plan it. Send the proposal, have the couple sign it, and collect every payment on schedule - without a second app.

• A pipeline of every wedding you are talking to, from first enquiry to signed and planning, as a board or a list
• Proposals in your own look: a cover, pictures, your fee lines, and optional extras the couple can tick
• Already have a proposal in Canva or a PDF? Wrap it in a PlannedBy cover and keep the signing and payments
• Set the payment schedule as percentages or fixed amounts - due on signing, a set time before the wedding, or on a date you pick
• Add your contract, and the couple signs it online with their typed name
• Couples pay by card, direct debit (Australia) or bank transfer, straight into your own Stripe account
• Invoices go out on their own before each payment is due, with reminders if one is late
• See when a proposal has been opened, and keep every version you sent
• Your business details, logo and brand colour on every proposal and invoice

Info Pack - the paper your suppliers need, built from the wedding you already have

You have typed the day once already. The times are in the run sheet, the people are in Vendors, the tables are in the Seat Planner. Info Pack is where all of that comes out as paper.

Every wedding opens with its event order already built. Change what you like, or start another pack for whoever else needs one.

• Five packs to start from: the event order, a venue pack, a supplier pack, the couple’s day sheet, and a wedding party brief. Save your own and they sit underneath, ready for the next wedding
• Each pack builds itself from the wedding: key facts, the run sheet, your vendors, guest numbers, the floor plan, day-of contacts
• Change a time in the run sheet and the pack changes with it. Nothing is copied and left to go stale
• Take a pack with everything in it, or with the writing cleared - the headings, table headers and layout stay, ready for you to fill
• Write your own sections beside the live ones: headings, prose, tables, checklists, callouts, pictures and picture grids
• Arrange the page properly - columns, groups, grids, page breaks - with the real A4 edges in front of you while you work
• Print to PDF exactly as you see it, under your own business name and contact
• A block whose tool is still empty says so while you edit, and its button opens that tool
• None of that prints. An empty block prints nothing, rather than a heading over a blank table

Pages you can hand over

A page is a document now, not just a screen. Export any page as a PDF, decide yourself where the sheet turns over, and email the page - or the PDF - to the people it is about, straight from the share dialog.

• Export PDF from any page’s menu, or from the share dialog
• /pagebreak in the editor puts the break exactly where you want it, so a shot list can give "before the ceremony" its own sheet
• Email link sends the page to the people on the wedding, and gives them view access as it goes - a link they cannot open is worse than no link
• Send PDF attaches the document instead, and changes nobody’s access: a caterer who needs one sheet should not need a login to read it
• Pick recipients on the same list you set access on - the rows grow a checkbox, rather than making you read the same nine names twice
• Somebody with no email address on file is greyed out and named, so it is obvious who was not reached
• The PDF carries what the page carries: headings, bullets, tables, links you can click, code blocks and reference pills
• The email says who sent it: on a planner-run wedding it comes from the planner’s business by name, not from "the couple"
• Exported files are named for the person who receives them: `amelia-jonah-family-shot-list-2026-09-10.pdf`, so a supplier holding briefs from eight weddings can tell them apart
• A planner’s business leads the filename - `willow-co-coordination-amelia-jonah-supplier-brief-2026-09-10.pdf` - so their work is theirs on the desktop, not just in the footer
• Everything PlannedBy prints is now set in Outfit, the same face as the app itself

Every payment you’ve made, in one place

The budget planner has a second view. Plan is still the envelopes - what each part of the day is allowed to cost. Activity is the other question: what has actually left the account, and when. It is the same budget read the other way up, so anything you change in one shows up in the other straight away.

• Switch between Plan and Activity at the top of the budget
• By activity: every payment newest first, grouped by month with a running total for each one
• By item: one row per cost with its instalments across - deposit, second payment, balance - so you can see a payment plan at a glance
• Edit anything where you see it: the name, the amount, the date, and a note for the invoice number or who paid it
• Filed a payment against the wrong thing? Move it, and keep its details
• Narrow it down by date - the last 30 days, this month, or a range you pick - or search
• On a phone: swipe a payment to delete it, tap it to edit, and swipe the by-item rows sideways to step through each cost’s instalments

The seat plan, on paper

The seat planner can now hand your venue a document. Colour every chair by what people eat or how old they are, frame the part of the room you want on the page, and print a four-page plan the caterer can actually work from: the room by dietary, the room by age, then everybody by table and seat.

• Colour by group, dietary or age - the switch is in the new gear at the end of the scenario strip
• Pescatarian joins the standard dietary list, so it has its own colour instead of landing in "Other"
• Set your own colours for each dietary and each age group in Settings; black is the default for "nothing to declare"
• Drag a print window over the canvas to choose exactly what goes on the page - a landscape room turns a quarter turn so it fills a portrait sheet
• On the printed plan, chairs are NUMBERS - 1, 2, 3 round the table - so they stay readable however big the room is
• Seat 1 is at the top of the room and the numbers run clockwise; a rectangle starts at its top-left corner, whatever angle the table sits at
• The name list keys off those numbers (3.07 = table 3, seat 7) and carries each guest’s dietary and age
• Order the list by table and seat, or by first or last name - it prints both ways
• The last page is the whole room on ONE sheet, one unbroken A-Z: table, first name, last name, two columns across - the seating chart, on paper
• Adults are not labelled and holds are not printed: the document carries what somebody has to act on and nothing else
• On a phone the same settings live behind a gear at the end of the strip; printing itself is desktop only, and says so
• On the printed plan, table names run along the table’s long edge, so a portrait table reads properly (on screen they stay level)

Events - every moment of the day, as its own event

A wedding is more than one event. There is the ceremony, the canapes on the lawn, the reception, maybe a rehearsal dinner the night before or a recovery brunch the morning after. Events gives each of them its own entry - ordered by day and time, with the main event marked - so everything else in PlannedBy knows which part of the day it belongs to.

• Add every moment of the wedding as its own event - ceremony, reception, brunch, after-party - each with a start and end time
• Events sit under their day: the wedding day first, other days by their date
• One event is the main event - marked in gold, and it names the day for your guests
• Choose which events take RSVPs and which do not - a ceremony can be open to everyone while the reception is by reply
• Turn catering off for an event that does not serve food, and dietary questions follow the food
• Restrict an event by age group - adults only, or no toddlers - in plain words, never signage
• Point each event at one of your locations, and it shows on the Venue overview
• Drag to reorder events on your side; your guests always see them in time order

Locations and venue managers

The places the wedding happens now live in one list. Each location carries its address and the venue managers - the people you ring when something needs sorting on the day. Events point to locations, and the Venue overview is built from both, so the whole picture is one page on your phone.

• Add every place the day touches - the venue, the church, the prep house, the after-party spot
• Each location has an address that opens straight in your maps app
• Add the venue managers for each place - name, role, phone and email - and tap to call or email from your phone on the day
• Every event points at a location, and each location shows how many events use it
• The Venue overview is now built from your locations and events - the places with their managers first, the shape of the day beside them
• Already have a venue in Settings? One tap makes it your first location

RSVP invitations - design it, share one link

Your RSVP is now an invitation you design, not a form you fill in. Choose a house template, set the colours and type, put your own photo behind it, and preview the whole thing as any household on your list. Then share one link - guests find their names and answer for every event they are invited to.

• Eight house templates, each with its own colour sets and display faces - colours and type stay yours to change
• Put your own photo behind the cover, and use Adjust image to move and zoom it until it sits right
• Write the cover in your own words - names as you type them, a welcome message, the date and place shown or hidden
• Preview as any household on your guest list and walk their exact pages before you send anything
• Share one link - www.plannedby.com/rsvp/your-link - and every guest finds themselves by name
• Guests answer per person and per event: attending or not, dietary needs where food is served, and a note back to you
• Add a password to the cover if you want the link to stay private - print it on the invitation
• Every reply lands on your guest list against the right person and the right event
• Guests get a confirmation email with every event, place and time, and a link to change their answers any time
• Close with a message of your own - a thank you, a note about gifts, a link to your registry

A better way to shape your tables

Editing tables in the seat planner has been rebuilt around your hands. Round tables resize by their rim and grow from the centre, rotation has its own green handles with a pick-your-angle step, and removing a seat no longer shuffles everyone else around the table - the gap stays where you made it until you say otherwise.

• Grab a round table anywhere on its rim to resize it - it grows from the centre and stays a perfect circle (Shift frees the oval)
• Corners now do two jobs: gold marks resize, green marks rotate - spin to any angle, hold Shift to snap to your set step (15/30/45/90)
• Removing a seat leaves the gap in place; a dashed ghost brings the chair back with one click
• Prefer the old behaviour? Auto-spread re-flows the table’s seats, per table
• Click a table in edit mode to focus it - everything else stays safely out of reach
• A short tour covers all of it, behind the (?) in the corner

Budget planner - give every dollar a job

There is a budget planner in PlannedBy now. It starts from one pot - the total you have to spend - and asks you to give every dollar of it a job. The number at the top is the only one you have to watch: it counts down as you assign money, and turns green when there is nothing left sitting idle.

• Set your total once, then split it across categories and line items you can rename, recolour and reorder
• Three columns that mean what they say: Assigned is what a thing is allowed to cost, Spent is what has actually left the bank, Available is what you still owe
• A line turns green and says Paid when it reaches zero - the finish line for a row is nothing left owing, not a healthy balance
• Spent is never typed. Click it and add the payments behind it, so a deposit in February and a final balance in August stay two separate facts
• Go over on a line and it says so in red, on that line, the moment it happens
• Mark anything Essential or Nice to have, and the summary tells you what the wedding costs without the optional things
• Switch between Everything and Essentials only to preview the whole plan either way - it is a view, so nothing is deleted or hidden for good
• Move money from one line to another when a quote comes back higher than you hoped, without retyping either figure
• Leave a note on any line - the quote number, who your contact is, what the minimum spend covers
• It starts you off with a full structure of the usual categories and costs, every figure at zero, so you are filling in a shape rather than staring at a blank page
• Works properly on a phone: cards you can open with a thumb, press and hold to act on one, and its own sheets for notes and moving money
• Everything you change can be undone

Run sheet cells, rebuilt

Every cell on the run sheet is now a small document. The first line is the title you skim; everything under it is the detail that only shows when you want it. Format it, mention people, and reference the rest of your planning without leaving the cell.

• Bold, italics, underline, highlights and colour - plus bullet lists and links
• Type @ to mention a vendor, someone in your wedding party, or a page - mentions become small pills you can hover for details or click for the full card
• Type / for quick commands - create a page, link a cell, or drop a time marker inside a long cell
• Time markers inside a cell break a long block into the minutes that matter - the order of service, reading by reading
• Skim and Detailed views: collapse the whole day to one-line titles, or open every cell that has more to say
• Hover any mention for a quick card; click it for contact details and a preview

Linked cells - write once, updates everywhere

Some instructions belong to more than one vendor - the flatlay brief your photographer AND videographer both need, the pack-down note for catering and styling. Link the cells and they become one shared value.

• Right-click a cell and choose Link with - pick any other columns on that row
• Edit the cell in either column and both update, live, as you type
• A small transfer icon shows a cell is linked - click it to see who with
• Unlink any time - the text stays where it is
• Vendors see linked content in their own column view automatically

Merged cells

When one job spans an hour of the day, it should look like it. Select a run of cells in a column and merge them into one tall cell that covers the whole window.

• Shift-click or click-drag down a column to select, then right-click to merge
• The merged cell spans its rows on screen - the timeline stays honest
• Time markers inside the cell mark the beats within the window
• Unmerge any time - your text stays put
• Link a merged cell to another vendor and the shape carries across
• If every selected cell already has text, PlannedBy asks before combining anything

Type / for commands

Cells now answer to commands. Type / and a small menu appears with everything you can insert - no toolbars to hunt through, and your hands stay on the keyboard.

• /time drops a time marker between lines - type the time, press Enter, and it sits inside the cell with a rule across. It keeps to the cell’s window and works out AM or PM for you
• /bumpin and /bumpout mark a vendor’s call time and finish in their column. Hours outside their window hatch out on your sheet - and on the vendor’s own view those hours are simply gone
• /page pulls one of your pages into the cell as a pill, or starts a new page on the spot
• /link shares the cell into another vendor column - the same linked cells as the right-click menu

Pages - the documents behind your day

Some things do not fit in a cell: the family photo list, the full order of service, the wet weather plan. Pages is a new home for those documents - right beside your run sheet, and connected to it.

• Write pages like a document - headings, bullets, tables, dividers, and the same mentions as the run sheet
• Type /page in any run sheet cell to create one on the spot - the cell keeps a small page pill that previews it in place
• Select any text and a small toolbar appears - or use shortcuts: # for a heading, - for a list, a table from the / menu
• Turn a selection into its own page in one click - the text moves, a pill takes its place
• Share each page with the couple or a vendor - view or edit, per person; unshared pages stay private to you
• Pin your most-used pages to the top, and drag pages to reorder or nest them
• Every page keeps a full version history - see who changed what and restore any version without losing the trail

Discussion - one place to talk it through

Every wedding now has a Discussion space - a conversation thread between you, your couple and the vendors on the day, sitting right beside the run sheet. No more decisions buried in text messages and email chains.

• One conversation per wedding, shared with the couple and the vendors you choose
• @mention anyone in the thread, and search the conversation by text or @mention
• Share files where the conversation happens - contracts, mood boards, quotes, links
• Files stay sorted by agenda, with version history - upload a new revision and the older ones keep their place
• Keep agenda notes only your team can see, alongside the shared thread
• Everyone can choose email updates for new messages, and mute them per person
• Couples and vendors see their own scoped view - nobody sees more than they should
• Works properly on your phone - conversation first, agenda a tap away

Partner programme

Love PlannedBy? You can now earn by recommending it. Apply on the Partners page, share your link, and your audience gets a discount applied automatically at checkout while you earn a commission on what they spend.

• Apply in a couple of minutes on the Partners page
• Your discount applies automatically at checkout - no codes for anyone to mistype
• A partner dashboard shows your link, your code and what you have earned, live
• The maths is explained in one picture - no fine print

Runsheet Templates

Not sure your run sheet covers enough? Start from a template. Pick your day shape, tick the vendors involved, choose how much detail you want, and preview the whole schedule before anything touches your sheet.

• Build a starter schedule from your day shape - classic, morning ceremony, or split venue
• See the outline first - the parts of your day and how much is in each - then open every row if you want it
• Nothing is added until you insert it
• Inserted rows arrive as light suggestions: edit one and it becomes yours, or clear all suggestions in one click
• Everything is undoable, including inserting or clearing a whole template
• Existing vendors and columns are reused automatically - no duplicates

Focus on the columns you need

Big vendor team? Show only the columns you’re working with. Hidden columns shrink to a slim marker instead of disappearing, so nothing is ever lost - one click brings a column back.

• Columns button on the run sheet toolbar - tick what you want on screen
• Hidden columns collapse to a slim marker; hover it to see who it is, click to bring it back
• Right-click any column header to hide it from there too
• Drag columns in the list to reorder them on the sheet
• On your phone it’s the View button - same filter, made for day-of checking
• Your view is yours alone - it never changes what your partner or vendors see

Simpler invite links

Vendor and partner invite links are now short, stable links that never expire - copy one from the column menu and it just keeps working.

• Copy Invite Link from any vendor column’s menu
• Links stay valid - no more re-sending because an old link stopped working