Module · Invitations & day plan

Where to find it in the app

• Use it: Bookings → Day plan
• Turn it on/off: your business name (top-left) → Settings → Modules → Bookings → Invitations & day plan

Plan: Business · Module group: Bookings & schedule · Navigation: Bookings → Day plan (plus invite controls on each booking)

1. Overview

Purpose. Two related extras for businesses that run events, weddings, functions, parties, corporate events, catering:

• Invitations & RSVPs, your customer (the host) gets a shareable link to invite their own guests, who RSVP. You get a guest list and a privacy-safe headcount.
• Day plan, a timed, day-of run-sheet for each booking (a timeline of what happens when), shown side by side for the whole day.

It's deliberately general, not just kids' parties.

2. When to use it

• When the person who books brings guests and you want them to RSVP.
• When a booking needs a timed schedule the team runs to on the day.

3. Required permissions

• View the day plan (runsheet.view).
• Invitations are managed per booking by staff with booking access, and by the host on the public manage page.

4. Navigation path

• Day plan: Bookings → Day plan.
• Invitations (per booking): open a booking in Bookings → the Invitations panel in the drawer.
• Host self-service: the customer uses the public manage link for their booking.

The old "Parties" configuration page is retired, packages and extras now live on a group experience in Experiences.

5. What you'll see

Day plan screen, a date you can step through or jump to with the date picker, and every booking for that day side by side, each showing:

• its timeline (the run-sheet steps), with the step that is happening now highlighted when you are looking at today,
• kitchen timing (if used),
• check-in / guests with RSVP status,
• the customer's name (which links straight to the booking), their phone, any allergies, and the booking reference.

Cancelled bookings, declined requests and abandoned unpaid holds are left off: the board is who is actually coming.

Print gives you a paper sheet for the wall or the function folder, with a tick box against every step.

A note reminds you that hands-on running (tapping guests in, working the door) is in the Check-in view; the day plan is the manager's whole-day overview.

drawer.

6. Turning it on

1. Settings → Modules → enable Invitations & day plan (Business plan).
2. In the booking settings, switch on the sub-features you want, Digital invitations & RSVPs, the Day plan, and kitchen timing / check-in, each is independently toggleable. With the day plan switched off, the menu entry and the page both go.

7. Step-by-step tasks

7a. Send invitations for a booking

1. Open the booking in Bookings.
2. In the Invitations panel, enable invites and share the host link with your customer (or they use their manage page).
3. The host invites their guests; guests RSVP via the link.

7b. Host-managed invites (your customer)

1. The customer opens their manage link.
2. They add guests and send invitations; guests RSVP (and can bring additional guests where allowed).
3. You see the resulting guest list and a count, without exposing guests' personal details unnecessarily.

7c. Build / customise your run-sheet

1. On the Day plan screen, click Settings (top right). You need Manage settings to see it.
2. Steps are timed in minutes from the booking's start, not clock times, so one sheet fits every start time. A negative number is before the start: -15 Set up, 0 Customer arrives, 60 Wrap up. The preview underneath shows how that lands for a booking starting 10:00am, and it is exactly what the board will draw.
3. Give every step a name. A step left unnamed is not saved, and you will be told which one.
4. Save. If you edited more than one kind of booking, all of them save together.

One sheet, or one per kind of booking? Most businesses need one. Your run sheet is the catch-all and covers everything. If a particular kind of booking runs differently, the tabs beside it let you give that kind its own sheet; you are only offered the kinds you actually sell, plus + Another kind if you want one you have not set up yet.

Reset to default deletes the sheet you built for the kind of booking you are looking at and goes back to the starting steps. It asks first, and tells you how many steps you are about to lose; there is no undo.

7d. Run the day

1. Use the Day plan for the overview. On today's board the current step is highlighted and everything already past is dimmed.
2. Print the day if your team works off paper; every step gets a tick box.
3. Use Check-in to tick guests in as they arrive and work the door (see Bookings → Check-in).

8. Examples

• Beginner (kids' party): the parent gets an invite link, friends RSVP, and staff follow a simple arrive → play → food → cake → home day plan.
• Real-world (wedding/function): the couple manage their own guest list and RSVPs; the venue builds a detailed timed day plan with kitchen timing.
• Advanced (corporate event): multiple bookings on one day each have their own timeline, shown side by side so the team can see the whole day at a glance.

9. Reports & exports

Print on the Day plan produces a one-page-per-day paper sheet: each booking's time, customer, headcount, allergies and full timeline, with a tick box against every step. A link with ?date= on it opens a specific day, so you can send Saturday's plan to whoever is running it. The guest list and RSVP counts sit on each booking; guest arrivals are recorded via Check-in.

10. Common mistakes

• Expecting invitations without the sub-feature on, enable Digital invitations & RSVPs in booking settings.
• Looking for packages here, they moved to Experiences (group type).
• Editing the run-sheet on the day and not telling the team, it's a shared board; communicate changes.
• Expecting a timeline on a booking with no start time, a walk-in has none, so the card says so rather than inventing one.
• Reading step numbers as clock times, they are minutes from the start.

11. Troubleshooting

12. Error messages

Run-sheet edits and invite actions confirm inline. The host's manage page guides them through inviting and collecting RSVPs.

Related: Bookings · Customers