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Seating Planner Guide

Plan tables, assign guests, and let guests find their seats by QR.

The Seating Planner combines a visual floor plan, guest assignment, QR Seat Finder, emailed seat links, and venue check-in. It helps the couple organize seating clearly while still keeping the final seating decision in their control.

Build the Layout

Create the venue shape, add tables, and place important areas like the entrance, dance floor, buffet, bar, and stage.

Assign Guests

Select a table, search for guests, and assign them. The app updates seating counts and open seats automatically.

Use QR Finder

Generate codes, print the venue QR, send personal seat links, and check guests in at the event.

Recommended Setup Steps

  1. 1Open the wedding dashboard and choose the wedding website you want to manage.
  2. 2Open Planner, then go to the Seating section.
  3. 3Set the venue shape, width, height, grid, and measurement display.
  4. 4Add venue objects like Dance Floor, Stage, Bar, Buffet, DJ Booth, Photo Booth, Gift Table, Entrance, or Custom Block.
  5. 5Add tables, choose the table shape, and set the number of seats.
  6. 6Drag tables and venue objects into place, or use the move arrows for more accurate positioning.
  7. 7Select a table, search guests, and assign guests to that table.
  8. 8After guests are assigned, open QR Seat Finder and click Generate.
  9. 9Download or print the venue QR, then optionally send seat links by email.
  10. 10Use Check-In at the venue to search guests and mark arrivals.

How Guests Are Added

Automatically From RSVP

When a guest submits the wedding website RSVP and confirms attendance, their record can appear in the Seating Planner guest list. The couple can then assign that guest to a table.

Manually Added Guests

The wedding owner can manually add guests who confirmed by phone, message, family list, or coordinator list. Once added and marked attending, they can be seated like RSVP guests.

How Guests Get Seat Codes

Seat codes are created when the user clicks Generate inside QR Seat Finder. The app checks attending guests, creates a private seat lookup token, creates a guest code, and prepares the public venue QR link. The couple does not need to manually create codes.

Example

Maria Santos is assigned to Table 3. After Generate, the app creates a guest code like MAR-1234 and a private seat link. Maria can use the email link, her guest code, or the venue QR lookup to find Table 3.

How Guests Receive Their Seat

Email Seat Links

If a guest has an email and is assigned to a table, Send Links emails their table, guest code, QR code, and personal seat link.

Venue QR Code

The venue QR opens the public Seat Finder. Guests can enter their guest code, email, phone, or exact name to see their table.

What Is Automated

  • RSVP guests who confirmed attendance can appear in the Seating Planner guest list.
  • Manual guests added by the wedding owner can also be assigned to tables.
  • The app counts seated guests, unassigned parties, total tables, and open seats.
  • The app checks table capacity while assigning guests.
  • Guest table assignments stay synced with RSVP records.
  • Generate creates guest lookup codes and private seat tokens automatically.
  • The venue QR link is generated automatically for the public Seat Finder page.
  • Send Links emails assigned guests their seat link, QR code, guest code, and table details.
  • Check-In tracks guests who arrived at the venue.

What Is Manual

  • The couple or coordinator still chooses who sits at each table.
  • Manual guests must be added by the user if they did not RSVP online.
  • The venue layout, table placement, and special areas are arranged by the user.
  • Guests without email can still use the venue QR, but they will not receive an email link.
  • QR codes should still be printed or displayed at the venue for easy guest access.

Best Event-Day Flow

  1. Print or display the venue QR at the entrance or reception table.
  2. Guests scan the QR and search using their code, email, phone, or exact name.
  3. The Seat Finder shows their assigned table and party size.
  4. Reception staff can open Check-In, search the guest, and mark them arrived.
  5. If a guest cannot find their seat, staff can search them manually and help from the planner.