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User Guide — WeddingComet

Everything you need to manage an event with WeddingComet — Wedding Management by DvirAI

✨ What is WeddingComet?

WeddingComet helps you plan a wedding end-to-end: invitation parties (families/couples), RSVP, WhatsApp invitations, seating, event-day check-in, and gifts. Events, users, and teams are separated according to their Manager and event assignments.

🔑 Roles

  • Administrator — manages system users and platform operations. Platform Admin status alone does not grant access to another Event Manager's private event content. On the Users screen (/users), Platform Administrators can expand an Event Manager row to view operational metrics for system management.
  • Manager — creates and manages their own events, guests, invitations, seating, and teams.
  • Member — belongs to a Manager and accesses only the events and operational screens permitted by their assignment.
  • Event roles — Co-Manager, General Staff, Check-in Helper, Gift Recorder, and Family Representative determine what a Member may do inside a specific event. A Family Representative is assigned to an audience side (Side A or Side B, e.g., Groom or Bride in weddings) with granular capabilities: Guest List, Invitations, Seating, and Gifts.

🛡️ Workspace Privacy & Separation

Event content in WeddingComet is completely private to each Event Manager and their authorized team. Platform Administration manages user accounts and system configuration, but does not automatically grant access to another manager's private event details, guest lists, budgets, or RSVPs unless explicitly assigned to that event team.

📅 Events

Create an event from Events → Create Event. Each event has its own parties, guests, templates, seating, gifts, team, an event-specific Child age range (e.g., 2–12 years) for guest classification, and an optional custom Event Image.

👥 Invitation parties & guests

A party is one household or couple that gets a single invitation. Add named guests, classify each guest as Adult or Child, edit guest details, set invited capacity, allow plus-ones, and assign an audience side (Side A, Side B, or Shared, e.g., Groom or Bride in weddings). Add manually or Import from Excel with automatic column mapping. Family Representatives with Guest List access view and manage only parties belonging to their assigned side.

💬 Templates, WhatsApp & Bulk SMS

Compose invitation, RSVP reminder, and pre-event reminder templates with placeholders like {{PrimaryContact}}, {{EventName}}, {{RsvpLink}}, {{SeatingInfo}}, and {{NavigationLink}}.

  • Delivery Channels (Account Settings): Choose between WhatsApp Web, WhatsApp Mobile App, or Direct SMS (Sendy). For Direct SMS, connect your personal Sendy API token and sender ID in Account Settings.
  • Bulk SMS Dispatch: In Invitations, send Invitation, RSVP Reminder, and Pre-Event Reminder messages in bulk to multiple parties at once using your Sendy account credits.
  • Delivery Status Feedback: Track real-time progress and SMS delivery statuses (sent, delivered, failed) with automatic state updates (Sent / Reminded / Event Reminder).
  • Manual WhatsApp Sending: Tap WhatsApp to open WhatsApp with the prefilled message to send yourself. WeddingComet never sends WhatsApp messages on your behalf.
  • Event Image & Link Preview: Upload an event image in Event Settings. Supported messaging apps (such as WhatsApp) display this image alongside the event name when the RSVP link is shared. If no image is provided, WeddingComet uses the appropriate default image.
  • Pre-Event Reminders & Seating Info: A dedicated template for confirmed attendees sent right before the event, dynamically including their table assignments ({{SeatingInfo}}) and direct navigation links ({{NavigationLink}}).
  • Family Representatives: Representatives with Invitations access can set personal template overrides and send invitations to their assigned side's guests.

📩 Public RSVP

Each party has a unique RSVP link. WeddingComet supports two RSVP management modes:

  • Individual / Named RSVP: Guests confirm attendance per named guest (with Adult/Child selection), add plus-ones up to the limit, and pick meal/dietary options.
  • Household / Quantitative RSVP: The primary contact confirms overall headcount and attendance directly for the entire household without managing separate named guest records.

Owners can set a deadline and lock RSVPs.

🪑 Seating & 2D Venue Layout

WeddingComet includes a complete 2D interactive floor planning system alongside traditional table management:

  • Interactive 2D Floor Plan Canvas: Switch seamlessly between card grid view and a visual venue map. Drag, place, and rotate round, rectangular, or square tables on the canvas.
  • Venue Structure & Elements: Place essential event zones directly on the map — Stage, Dance Floor, Bar, DJ Booth, Entrance, Photo Magnet Booth, Walls, and Openings.
  • Venue Layout Templates: Instantly load pre-built hall layouts (Classic Hall, Garden Wedding, U-Shape, L-Shape, and more) from the template library.
  • Smart Drag & Drop Seating: Drag individual guests or entire families/parties onto tables. Filter by RSVP status and Adult/Child category with real-time table capacity indicators and overflow warnings. Family Representatives with Seating access can arrange and seat their own authorized side's guests in Table Seating and on the visual map, while table and venue layout editing remains manager-controlled.
  • Seating Output Hub: Produce elegant, printable table tent/cards for guest tables, generate venue seating charts, print helper reference lists, or export to PDF/Excel.
  • Fullscreen Canvas Mode: Work comfortably in fullscreen on complex floor plans during planning sessions.

📋 Event-day check-in

Mobile-first: search by guest, family, or phone; tap to toggle arrival; "Mark all arrived" per family with live tracking of total, adult, and child arrivals. Multiple helpers can work at once.

🎁 Gifts

Record gifts against a family, one or more guests, or a free-text giver. Kinds: cash, check, transfer, item, other. Toggle the heart when thanked. Family Representatives with Gifts access can view and record gifts for their assigned side.

🍽️ Reports

RSVP totals with Adult/Child breakdown, meals & dietary summary, seated/unseated adults vs children, arrivals, and gift totals — print or export CSV.

💰 Financial Management

The Event Budget tab (/events/:id/budget) provides a practical financial management overview accessible exclusively to the Event Manager and Event Co-Managers. Other operational team roles cannot access the budget.

  • Flat Budget Items: Manage a flat list of Expense and Income rows without complex nesting.
  • Calculation Types: Each row is configured as a Fixed Amount or Guest-Based item.
  • Three Financial Perspectives: Track Planned, Current Estimate, and Actual amounts for every budget row.
  • Guest-Based Calculations: Set unit prices for Adults and Children separately. Planned guest-based values use the event's planned target Adult and Child counts. Current Estimates use currently represented guests (excluding guests who explicitly declined).
  • Manual Actual Amounts: Actual costs and income are entered manually and are never automatically overwritten by RSVP or guest list updates.
  • Suppliers: Expense rows include an optional Supplier Name field.
  • Guest Gifts Synchronization: A reserved system row automatically aggregates monetary gifts recorded in the Gifts registry. Physical gifts are excluded. This row appears last and cannot be manually created, converted, or deleted.
  • Financial Summary: View total Expenses, total Income, and net Event Balance across Planned, Current Estimate, and Actual perspectives.

🤖 WeddingComet AI Assistant

The floating AI Assistant button at the bottom-right allows you to ask operational and factual questions at any time:

  • Product Guidance: Explains how to use WeddingComet features and guides you through complex workflows.
  • Live Authorized Event Facts: Queries live event metrics (RSVPs with Adult/Child breakdowns, unseated children, unresponded lists, seating capacity, arrival totals, and gifts) for your active event.
  • Smart Screen Navigation: Directs you to the relevant screen with convenient quick action buttons.
  • Read-Only & Permission-Aware: Runs in strict read-only mode and never alters your event data. What it reveals strictly respects your current user role and event permissions.