Answering questions your planner sent

As well as asking for files, planners can ask crew for written answers, a selection from a list, a detail that lives on your contact record, an acceptance of a set of terms, or a checklist of things to do. These all show up in the same Requests card as file uploads on your link. This article covers everything that isn't an upload, and the Submit button at the bottom that finishes the lot off.

Text questions

A text question is the planner asking you for a written answer. Common examples:

• Your arrival ETA at the venue.
• A backup phone number for someone covering for you.
• Your dietary requirements.
• A song request for the playlist.
• A URL to your portfolio.
• A free-form note like "anything we should know about your setup?"

The request row shows a pencil icon, the question as a label, and an input box. Type your answer and tap Save. The answer appears below the question once saved.

Text boxes also save when you tap away from them, so an answer you typed and then wandered off from isn't lost. An empty box saves nothing, and an answer you haven't changed isn't re-sent.

Don't confuse the Save button on a row with the Submit button at the bottom of the card. Save records one answer; Submit tells the planner you're finished with the whole lot. There's a section on it below.

Two variants of the text question:

Single-line. A short input box, for a short answer (phone number, time, one-line note).

Multi-line. A bigger text area, for paragraph-length answers (a paragraph about your setup, a list of requirements, a longer note).

The planner picks which variant they want when they set up the question. You don't have to think about it; the input that appears is the one they want.

If you submit and then want to change your answer, tap into the input again, type the new answer, and submit again. The new answer replaces the old.

Choice questions

A choice question is the planner asking you to pick from a list of options. Common examples:

• Meal preference (beef, fish, vegetarian, vegan).
• T-shirt size (S, M, L, XL).
• Time slot preference for a load-in window.
• Yes / no confirmations on a clause or instruction.
• Role preference if you've offered multiple services.

The request row shows a list icon, the question as a label, and the options as either radio buttons (pick one) or checkboxes (pick any number). The planner sets which.

Tick the option(s) you want and tap Save. Your selection appears below the question.

If the planner has made it a single-pick (radio buttons) and you change your mind, pick the other option and save again. The previous pick is replaced.

If it's multi-pick (checkboxes), you can save any combination including all of them or none. Re-pick and save again to update.

Your own contact details

Some rows ask for something the planner keeps on your contact record rather than a one-off answer for this event: a mobile number, a website, a licence number, a custom field they've set up.

These behave differently to a plain text question. If there's already a value on file, the row shows it with a pencil beside it instead of an open box, and you tap the pencil to change it. Saving overwrites what was there rather than adding another answer to the pile, which is the point: the planner asks once, and it's on your record for every event after this one.

Terms to read and accept

A terms row shows the full agreement on the page in a scrollable panel, so there's no separate PDF to chase.

Underneath it, depending on how the planner set it up, you'll be asked to tick a box confirming you've read and accept it (this one is always there, and it names the document and its version number), to type your full name, and to draw a signature with your finger or your mouse. The Accept button stays greyed out until you've done all of them, so if it looks stuck, something above it is still empty.

Once accepted, the row turns green with your name, the date and time, and your signature if you drew one. It records the exact version you saw, so a later revision by the planner doesn't rewrite what you agreed to.

If you accepted in error, or want to sign again, there's a Redo button on the green block. It removes your acceptance, clears the signature, and puts the terms back in front of you.

Checklists

A checklist row is for things to go and do rather than send back: an induction to complete, a safety video to watch, a site walk with the venue.

It holds a list of tasks, and a task can have steps under it. Both tick off independently, so a long induction shows real progress rather than one all-or-nothing box. The counter on the row keeps score ("3 of 9 steps done") and turns green when you're through. Ticking the task at the top ticks everything beneath it in one go.

What each item said is recorded at the moment you tick it, so a procedure the planner rewrites afterwards can't quietly change what you signed off on.

Required vs optional

Each row carries a Required or Optional badge.

Required means the planner is expecting an answer, and it counts towards the completion bar at the bottom of the card.

Optional means it's nice to have but not blocking.

Nothing physically stops you leaving a required row unanswered, but you won't be able to finish: the bar at the bottom stays red and you stay on the planner's outstanding list.

The Submit button at the end

Underneath your requests is a bar that tracks the required ones. It has three states, and it's worth knowing all three:

1. Red, while anything required is still outstanding: "Please submit outstanding requests".
2. Blue, once everything required has been answered: "All answered. Review above, then press Submit", with a green Submit button beside it. On a phone, that button also floats in the top right corner so a long page can't hide it.
3. Green, after you press Submit.

Answering everything is not the same as being finished. Stop at the blue stage and the planner still has you outstanding, and the reminders keep coming. The gap is deliberate (it's your chance to look back over your answers before committing) but it only helps if you come back and press the button.

Press Submit and the planner is notified that you're done. The green message is theirs to write, so it may tell you what happens next.

Change an answer afterwards and the bar drops out of green, which puts you back on their outstanding list until you press Submit again.

When to answer

The simple rule: answer requests before the event, not on the day. The day is for the run sheet, the venue, and the work. Requests are about getting paperwork and details squared away in advance.

A typical sequence:

1. The planner sends you the link a week or two before the event.
2. You open the link, scroll through, and answer any requests sitting on it.
3. The planner sees your answers and can plan accordingly (caterer gets meal counts, transport gets ETAs).
4. By event day, the requests are done and the run sheet is the only thing on your screen.

You can answer (and re-answer) at any time, including during the event. But anything time-sensitive (meal counts, transport pickups, who's where) is best resolved well before the day starts.

What the planner sees

As soon as you submit, your answer appears against your name on the event. The planner doesn't have to refresh; the live update channel pushes the answer to their view within a few seconds.

They can see whether you've answered, what you answered, and when. They don't see drafts; an in-progress answer you haven't submitted is invisible to them. Only what you actually submit.

Changing your answer later

Both text and choice answers can be updated as often as you like. Type a new answer or pick different options and tap Save. The new value replaces the old.

Terms are the exception: an acceptance can't be edited, only redone with the Redo button described above.

If the planner has already used your answer (printed the meal-count sheet, locked in the transport pickup), changing your answer late might not propagate to whatever downstream document they've prepared. Worth dropping them a message as well if you change something significant close to the day.

When a request is missing

If you've been told a request is on your link but you can't see it, a few possibilities:

• You're looking at an old cached version of the page. Pull down to refresh on a phone, or hit the browser refresh on a laptop.
• The planner has deleted or changed the request since they told you about it. Ask them what they need.
• You're looking at the public shareable runsheet (the URL has /r/ in it) rather than your personal crew link (the URL has /v/ in it). Requests only appear on the personal link. Open the email or message that originally pointed you at 1pm and check the URL.

If none of those apply, the planner can check the request state on their side and resend.

Privacy of your answers

Answers you submit are visible to the planner. Other crew on the same event do not see your answers. If you've submitted a meal preference, the other suppliers on the wedding aren't seeing your choice.

The exception is anything the planner has chosen to share publicly through the event briefing or a timeline item description. Those are visible to whichever crew can see the relevant row. Your direct answers to requests stay between you and the planner.