A wedding day walkthrough — Help

Most of the help articles in this section walk through one feature at a time. This one's different. It walks through using 1pm end-to-end for a single event type that lots of venues run, and that brides and grooms often build themselves: a wedding day. Whether you call it a wedding run of show, a wedding run sheet, or a wedding day timeline, the workflow below covers building it from first enquiry through to running the day itself.

If you're new to 1pm, this article assumes you've signed up and you're sitting on the events list looking at a fresh account. If you're already familiar with the basics, treat it as a sample workflow (you'll recognise the individual features from other help articles).

The shape of a typical wedding workflow

Weddings have a few features that make them ideal for a run of show tool. The day has clear chronological milestones (ceremony, photos, cocktails, reception). Multiple suppliers each need to know their slot (photographer, videographer, celebrant, DJ, caterer, florist, transport, venue staff). The couple usually doesn't have a wedding planner, so coordination falls to a friend, a relative, or a venue coordinator who needs a single shared timeline that everyone can see. And the day itself is too busy for anyone to be answering "what time is the cake cutting again?" by phone.

The shape of the workflow we'll follow:

Capture the event. Name, date, status, the basic briefing fields.
Build the timeline. The chronological list of activities from morning prep through to send-off.
Add the suppliers. The photographer, the DJ, the celebrant, anyone else.
Assign suppliers to the items they're involved in.
Share. Each supplier gets a personal link; the venue or family might get the public shareable link.
Run the day. The schedule plays out, suppliers tap Start / Done as they go, you watch progress in real time.

Capture the event

From the events list, click New event. Fill in:

Name. "Sarah and James — Saturday wedding" or whichever shorthand you'll recognise on a busy events list. The name only shows to you and the suppliers; it never gets shown to guests.

Date. The wedding date. If the bump-in (setup) is on a different day, you'll handle that on the timeline itself; the event date here is the day the wedding actually happens.

Status. Set this to Confirmed once the wedding is booked. If you're still in the enquiry phase (the couple has reached out but you haven't been engaged), leave it as Enquiry; bump to Tentative when you've held the date but aren't contracted yet.

Then the briefing fields:

PAX. The guest count. Caterer and venue staff usually want this front and centre.

Space. The venue name or the specific room. "Hyde Park Ballroom" or "Beach lawn at Bondi Pavilion".

Client. The couple's main point of contact. Add a crew record for them (or both; see Add the suppliers below). Their contact details show on the briefing card on every share link, so suppliers can reach the couple on the day.

Organizer. Either the same as Client (if the couple is running the show themselves) or the wedding coordinator / family member / planner who's coordinating.

Save. You're back on the events list with the new event ready to populate.

Build the timeline

Click into the event to open the planner. The timeline starts empty. There are two ways to populate it.

Type it in directly. Use the + Insert row to add timeline items one at a time. Each item has a date (defaults to the event date but can be edited for multi-day setups), a start time, a duration, a title, an optional Where (location), and an optional Details field. For a wedding that fits on one day, you'll have maybe twenty to fifty items between morning prep and send-off.

Paste in from an existing document. If the couple already has a draft timeline in a Word document, a spreadsheet, or even an email, click Paste in. The parser handles lines like:

9am Bridal party hair & makeup
11:30am Photographer arrives
1:00pm First look photos
2:30pm - 3:15pm Ceremony
3:15pm Cocktail hour begins
6:00pm Reception entrance
6:15pm Welcome speeches
7:00pm Dinner service
8:30pm First dance
10:00pm Cake cutting
11:00pm Last drinks
11:30pm Send-off

The parser handles both 12-hour and 24-hour times. A time range gets parsed as a start time plus a duration. After previewing what 1pm understood, click Add and the items appear on the timeline.

Either way, you can adjust each item inline after import. Click into the title to edit, click into the time to adjust, drag the handle on the left to reorder.

The Details field is useful for items that need an instruction. The DJ's "Last drinks" timeline item might have details like "Last call announcement at 10:55. Final song must be agreed with couple in advance. Slow down music gradually for the send-off."

Add the suppliers

Open the Crew page in the top navigation and add each supplier. For a typical wedding that's:

The photographer (and the videographer if separate).
The celebrant or marriage officiant.
The DJ or band.
The caterer.
The florist.
The cake maker.
The transport (cars, buses).
The venue coordinator if the venue provides one.
Optionally: the hair-and-makeup team, the stylist, an MC, the photo booth operator, security.

Each crew member needs at minimum a first name. The Company field is for their company (Sue's Catering, Acme Photography) if they represent one. Email and mobile are useful so you can email them their share link and so they show as tappable contacts on the briefing card. Tag each with a short label (Photographer, DJ, Caterer), useful later for filtering the Crew page.

If you've used the same suppliers on previous events, they're already in your Crew list and you don't need to add them again.

Assign suppliers to their items

Back on the planner page for the wedding, click into the Responsible field on each timeline item and pick the crew member who owns that slot. The photographer is responsible for the photo blocks. The DJ is responsible for the music slots, the speeches (mic check), the first dance, the cake-cutting song, the send-off song. The celebrant is responsible for the ceremony itself.

A supplier doesn't have to be responsible for everything they touch. The DJ doesn't need to be on the "Guests arrive" row, even though they're set up by then. Assigning a supplier to an item means that item is what they see on their share link. Items they're not assigned to still appear on their share link as context (so they can see the ceremony timing without being responsible for it), but those rows don't have action buttons for them.

Add briefings

Two layers of briefing matter for a wedding.

The event briefing. Already captured: PAX, Space, Client, Organizer. The Notes field at the top of the planner is for anything every crew member needs to know. For a wedding, that's often things like:

"Bride doesn't want to see groom before the ceremony. Photographer to manage timing accordingly."

"No alcohol service before the ceremony per couple's request."

"Vegan main option must be confirmed with the catering lead by 4pm."

"Cake cutting moved to 9:30pm (was 8:30pm)."

Type into the Notes field, click out, it saves. Every supplier sees these notes at the top of their share link, highlighted so they read it first.

The per-crew brief. For suppliers who need a private message just for them. Open the Crew accordion, expand the supplier's row, type into their "Crew member only brief" field. Examples:

DJ: "Specific request from couple — DO NOT play any Ed Sheeran. Their first dance is to ['Song name'] — play the full version, not the radio edit."

Photographer: "Bride is camera-shy at first. Give her ten minutes of warm-up shots with just the bridal party before any solo portraits."

Caterer: "Vegan main is for table 4, seat 3. Gluten-free is for table 7, seats 1 and 6. Please double-check at plate-up."

Only that one supplier sees their personal brief; the rest don't know it exists.

Add documents

Most weddings have a handful of documents everyone wants to reference. The Files accordion lets you upload them directly into 1pm (PDF, PNG, JPEG, WebP, up to 10 MB each). The Links accordion lets you link out to wherever the document already lives (a Google Drive document, a shared Dropbox folder).

Typical wedding documents:

A venue floor plan (file or link).
The seating chart (file or link).
The photographer's shot list (link to Google Doc the photographer is editing).
The reception playlist (link to Spotify or to the DJ's own setlist).
The cake design reference image (file).

For documents that are specific to one supplier, attach them on a single timeline item instead. Open the item's attachment panel and add the file or link there. Tick Private if only the responsible supplier should see it.

Collect supplier paperwork

Many venues want to chase down certificates before the day. The Requests feature handles this without phone calls or chasing emails. For each supplier:

Open their Crew row in the planner > Requests section.
Add an Upload request labelled "Public Liability Insurance Certificate" with Require expiry ticked.
Optionally add a Text request for "Backup contact number for your offsider".

The supplier sees these requests on their share link, uploads the certificate, types the answer, and you see the result come back in real time on the planner. No back-and-forth.

For things you want from everyone (a meal preference for the supplier dinner, a signed safety briefing acknowledgement), use the event-wide Requests panel instead: one request goes to every supplier and submissions show grouped by name.

Share with each supplier

Open the Crew accordion in the planner. Each supplier has a row with a Generate link button. Click it; their personal link appears.

Three ways to send:

Email. The supplier's email is pre-filled if you've set it on their crew record. Click Email link, 1pm sends a short message with the URL.
Copy. Click the copy icon, paste into whatever channel you use (WhatsApp, SMS, the supplier's own platform).
QR. Each supplier's share link can be opened as a QR code from their row, useful if you're handing out links in person on a final-walkthrough day.

You can also share a single public read-only link for the whole event, useful for the venue staff or for the couple themselves. See the public shareable runsheet help article for that flow.

Run the day

The wedding day arrives. Each supplier opens their share link on their phone. They see:

The event briefing (PAX, Space, the couple's contact details).
Any "Important notes" you've added.
Their personal "Your notes" panel if you wrote one for them.
The full timeline, with their own items highlighted in amber.

As the day runs:

The current item (whatever's happening right now) shows a red "Now" indicator.
Items about to start show a "Starts in N sec" countdown band in the final 99 seconds before their scheduled time.
Each supplier taps Start when they begin their activity, then Mark finished when they're done. The progress bar fills in real time. You see all of this on your planner page too, alongside watching the day unfold in person.

If anything changes mid-event, you adjust the timeline on your phone or laptop and every supplier's link updates within a few seconds. No more "I told the DJ but did I tell the photographer?": they all see the same source of truth.

After the wedding

A couple of housekeeping items the day after.

Change the event Status from Confirmed to Completed. This drops it off your default events list (which hides past events) but keeps it fully accessible via the filter, including all the timeline, attachments, supplier responses, and notes you collected.
Revoke the share links if you'd rather they stop working immediately. Open the Crew accordion, click the revoke control next to each supplier's row. The links 404 from that point on. If you don't revoke, the links stay live but quietly; most suppliers stop looking once the event has passed.
Pull anything you want to keep for next time. Templates for similar weddings benefit from the work you put in. Most venues build up a stock of common timeline items, common requests (PLI certificates, meal preferences), and a tag taxonomy on their crew (Preferred, VIP, Backup) over a few events; subsequent weddings get faster.

When 1pm is overkill for a wedding

Honest perspective: 1pm earns its keep for weddings with five or more suppliers, multiple decision-makers (couple plus parents plus a coordinator), or a complex multi-venue day. For a backyard wedding with three suppliers and a print-and-pin timeline, a piece of paper still works.

The threshold tends to be the number of moving parts you're tracking. Once you're saying "wait, what time was that supposed to happen?" to yourself more than twice, you're past the threshold.