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Answers to your
WedAssist questions.
There’s a lot to learn about WedAssist, so we’ve gathered answers to the questions couples and planners ask most. Can’t find what you need? Reach out and we’ll help.
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Answers to questions we're often asked.
Accounts & Memberships
We designed WedAssist through the lens of a wedding planner who has spent years walking clients through the planning process; however, as someone who planned her own wedding day before becoming a wedding professional, our founder also built WedAssist with the perspective of the client in mind. She thought back to what tools she wished she had, and what she wished she had known as a bride planning her big day and combined that with years of experience as a wedding planner to design a platform to help you as much as possible.
The WedAssist website and app will help you collect your thoughts and wishes for your big day through our detailed event questionnaire, help you organize all of your vendor information in one convenient place, and guide you through fully customizable forms and diagrams to help you create important lists, orders, seating charts and more.
Once all of your information is within WedAssist, the website or app will create a custom event file specifically for your event, which you’ll be able to easily send to all of your vendors.
The website and app also include other features, like an inspiration section where you can select your event color palette, upload inspiration photos and connect your Pinterest board. It also has a month-to-month checklist that helps to keep you on track with your planning tasks.
As someone planning their wedding: WedAssist offers two options for purchase. You can subscribe to a monthly membership or purchase a Wedding Pass. Monthly subscriptions are automatically renewed every month and can be cancelled when you no longer wish to utilize the website or app. A Wedding Pass is a one-time purchase that will allow you to access the website and app 60 days beyond your wedding date.
As a planner: You can purchase a membership tier level based on the amount of weddings you are servicing, so you can pay only for what you need. With your paid planner membership, you gain access to all of the features of the website and app for your clients. You’re able to improve your client experience, improve your ability to stay in the know with where each client is on their planning tasks, and save yourself time by eliminating the need to collect, organize and format each client’s individual event information.
Your selected membership tier determines how many active weddings you can have using the website or app at one time. This gives you the ability to subscribe for the amount of clients that works best for you and your business. If you’d like to inquire about purchasing a subscription for your wedding planning business, reach out to us at hello@wedassist.app
If you have a monthly membership: your account will remain active until you cancel your membership. Once you have cancelled your membership, you will no longer have access to your account or event information.
If you have purchased a Wedding Pass: your account will remain active 60 days beyond your event date.
If you are connected to a planner within WedAssist: your account will be active until your planner archives your wedding in the system. At this time, your account and event information within the website and app will no longer be accessible. If you’d like access to your event information, please reach out to your planner.
As a planner: you will need to go through the WedAssist website to unsubscribe and cancel your planner membership.
You can view our full terms of use and privacy policy to read about all our membership terms and conditions.
Yes, of course! If you are signed up for a monthly subscription, at any point you no longer want to use WedAssist or your event date passes and you no longer need access to the website or app, you can cancel your membership at any time on the website in your account/subscription settings. If you purchased a Wedding Pass, your account will be active and accessible 60 days beyond your wedding date.
As a planner, to unsubscribe, you will need to go through the WedAssist website to cancel your membership.
Once you unsubscribe and inactivate your account, you will no longer be charged and will no longer have access to event information within the website and app. If you are a planner, you and your clients will no longer have access to the website or app, or the event information.
You can view our full terms of use and privacy policy to read about all our membership terms and conditions.
Due to the instantly downloadable nature of our software, we do not offer refunds for any reason. We offer a 30-day money back guarantee. If you are unsatisfied with WedAssist, for any reason, please reach out to us at hello@wedassist.app within 30 days of sign up for a full refund.
You can view our full terms of use and privacy policy to read about all of our membership terms and conditions.
To be connected to a planner on WedAssist, your planner must have a WedAssist planner account. Your planner can provide you with a link to create a WedAssist account that will connect you to your wedding hub and to your planner’s account at no cost to you.
If you’ve forgotten your password, you can send a password reset email to the email address associated with your account by clicking “Forgot Password” on the login page.
If you do not receive an email, please check your spam/junk folder. If you are still unable to access your account, please reach out to us at hello@wedassist.app.
WedAssist is a great resource and is designed to make wedding planning as stress free as possible, but does not replace an in-person planner or coordinator. WedAssist is there to guide you through the process and help you organize your event decisions and information, however we firmly believe in the benefits and value of having a professional onsite for your big day. If you’re on a budget, we suggest using WedAssist throughout the planning process and hiring a month or day of coordinator for your event that can take all the information and planning you’ve done and use your custom event file generated by the website or app to bring your vision to life on your big day.
Ask them! Ask your planner or coordinator if they have a WedAssist account. If they do, awesome! Ask them to share the onboarding steps with you so you can get started!
We know the internet has plenty of to do lists – and they’re free – we get it. Wedding planning is expensive and while we love a good to do list, and WedAssist certainly includes an interactive month-to-month checklist to make sure you stay on track with your planning, we know from experience that just a to do list isn’t going to get you down the aisle with ease. You don’t just need to know what needs to get done, you also need to make sure you know what questions to ask and how to organize all of the small details that make a big impact on your big day – which is how we can help. WedAssist includes over a dozen planning tools, all with the goal of helping to make your planning journey as stress free and enjoyable as possible.
We may be biased, but we love all of the features of WedAssist! Picking one of the dozens of helpful tools WedAssist offers feels a bit like picking a favorite child; but if we have to play favorites, the custom event file takes the cake for us. The ability to easily input event information and have that info generated into a clean, concise & beautiful document that is easily and electronically shared is at the core of why WedAssist was created.
As a planner, you have a Weddings dashboard that houses all of the weddings you are planning. You can create a wedding on this page with some initial details. Once the event is created, it will appear in your Weddings dashboard and scroll at the top right of the website. Select the wedding you would like to invite people to, select the ‘Wedding Details’ tab and hit the share button at the top right corner. Follow the prompts and the email address(es) you send an invite to will receive a welcome email with a link and instructions on how to create their account and get started.
Processional Order
This is the order that your wedding party (and any family members/friends you’d like to include) will walk into the ceremony in.
The order will depend on who all is participating in the ceremony processional. This traditionally starts with the officiant, fiance and escort(s), family members (parents/grandparents – if applicable), and then wedding party members (starting with the two wedding party members who will be standing farthest from the couple during the ceremony and ending with the two that will be standing closest to the couple), followed by the ring bearer and flower girl (if applicable), then fiance and escort(s). This order can be customized to be whatever you’d like (ie – having the groom walk with his mom or both parents, having grandmothers of the couple walk together, etc). If you have a planner, work with them to determine the best order for your specific event.
Having this order listed out in advance helps to eliminate time when your planner/coordinator is lining you up for the ceremony. It is important that you and your planner/coordinator are on the same page to ensure that each person is in the order/position you would like them to be in during the ceremony.
Ceremony Seating
These are the reserved seats for your ceremony. While the majority of guests invited to the wedding will not have reserved seats for the ceremony, it is highly recommended that you reserve seats for people walking in the processional, as well as for important family members and/or friends who you would like up close and/or in specific seats during the ceremony (including any person(s) who will be called up to do a reading, pray, etc during the ceremony).
If you have a planner, they can assist you with where is best to place each guest who will have a reserved seat. If you don’t have a planner, think about where you would like the people most important to you and place them accordingly.
Some Pro Tips: Parents of the couple are most commonly seated in the front row on either side of the aisle in the seats closest to the aisle. For people walking in the ceremony processional, it is helpful for them to be in either the front row or in the chairs closest to the aisle to avoid them having to step over/move around other guests who are already seated.
Traditionally, wedding party members will stand up next to the couple during the ceremony; however, if you choose to have any or all of your wedding party members sit during (or at any time during) the ceremony, they will need reserved seats as well.
Also, keep in mind that if you have younger children participating in the ceremony (ie – flower girls & ring bearers), make sure to reserve a seat for them as well as for a parent/guardian – or someone they are comfortable with – who will be responsible for them throughout the ceremony, as well as helping to get them down the aisle if needed.
Anyone who is walking in the ceremony processional (ie – father of the bride, parents of the groom, flower girls, ring bearers, etc). This is especially important for the people walking in the ceremony processional, because they will not be sitting in their seats as guests are arriving. It is important that all of these family members/friends have a reserved, labeled seat in the ceremony.
If you are having your wedding party members sit during (or at any point during) the ceremony, they will need reserved seats as well.
Other people who would potentially have reserved seats are: people participating in the ceremony (reading, praying, speaking, etc), guardian(s) of children who are participating in the ceremony/processional, spouses of people participating in the processional, and other family members/friends you would like seated in a specific seat.
Reserving and labeling seats in the ceremony helps to set up for a seamless ceremony by reducing potential issues that can arise from guests unknowingly sitting in seats intended for someone else (ie – when the grandparents of the bride walk down the aisle and their intended seat is already occupied by other guests). Reserving seats (and labeling them with clear signage) helps to reduce the potential for these types of issues, while also allowing you to have control over where the people you’d like in specific spots are seated during your ceremony. Please be sure to let people who have reserved seats know that you have reserved a spot for them so they do not sit elsewhere.
Portrait Shot List
A portrait shot list is a list of the formal combinations you would like taken on your big day, most notably family photos.
Every couple’s portrait shot list is different because every family (and every family dynamic) is different. Your photographer should be able to assist you in creating a list and recommending photo combinations for you.
If you’d like to view common/suggested photo combinations, you can view common portrait combinations and our pro tips for making family photos go as smoothly as possible HERE. This information will provide you with common family combinations that will help you get started on your own portrait shot list.
This list is incredibly important – we can’t stress this enough (and we’re confident that your amazing photography team would agree)!
Formal portrait time is typically not one of the most fun parts of wedding day. With a lot of people and moving pieces for each combination (in what is often a small window of time), photographers and planners do their best to make the process as quick, efficient and enjoyable as possible – and a portrait shot list helps us do it.
We have seen far too many people try to call out family members when it is time and insist that they will remember what photo combos they want in the moment; but with the whirlwind that is wedding day, there is almost always a combination (or multiple) forgotten. We, along with amazing photographers everywhere, strive to eliminate this happening by being as organized as possible. The portrait shot list will help your planner and photographer make the portrait portion of your event as seamless as possible, while helping to ensure you get all the photos you want with your favorite people on your big day.
Pro Tip: Designate a family member or friend who knows all (or the majority) of the people in the photos to help retrieve people as needed.
Decor
This is an organized list of all the décor items you are providing/expecting to be set out for your big day. This list is what your planner/coordinator can reference to properly set out your personal décor items, as well as to confirm that everything is set out and accounted for on wedding day.
Some examples of items often included: card box, guest book, photos of couple, signage, place cards, cake cutting set, champagne flutes, centerpieces, ceremony floral arch, candles, specialty napkins, specialty linens and charger plates.
This list is important to ensure that all items are put out the way you have envisioned. It helps your planner/coordinator when they are putting out all of your personal items, as well as helping them to oversee vendor set up so they can confirm that everything is present and set appropriately. This is also incredibly helpful in helping to keep you organized when you are packing up items to make sure you don’t forget any items when prepping for the big day.
Reception Entrances
This is the order that the couple and (if applicable) wedding party/family members will be introduced into the reception in.
Some couples elect to only have the two of them be introduced – in this case, only the couple should be listed here.
If the couple elects to have the wedding party introduced as well, a common order is: the bridesmaids/groomsmen paired together in the same order that they walked down the aisle for the ceremony (ending with the maid of honor/best man), followed by the couple.
If family members will be introduced as well, a standard order would be as follows: family members, flower girl(s)/ring bearer(s), wedding party members (ending with maid of honor/best man), and then the couple.
Of course, each couple and event is different, so you are able to customize your order exactly how you’d like for your big day.
Having this order listed out in advance helps to eliminate time when your planner/coordinator and MC are getting ready for your entrances. It is important that you, your planner/coordinator and MC/Entertainment are all on the same page when it comes to the order of entrances and the names to be called.
Pro Tip: Go over name pronunciations with the MC/Entertainment company to help avoid any mispronunciations during the introductions/announcements.
Table Breakdown
The table breakdown is a list of guests seated at each reception table. If you are having a pre-selected meal, this is also where you can note the guest’s meal choice. You are also able to note any known allergies/dietary restrictions here as well.
Whether or not assigning guests to tables is required is a question for your planner and venue/catering contact. However, it is standard (and highly recommended) that guests be assigned to tables.
If you are having a sit-down meal, your venue may also recommend/require that you assign guests to specific seats at each table as well. If you are assigning guests to specific seats at each table, we recommend putting the guests listed at each table in order going clockwise around the table. This will help your planner/coordinator & venue staff know where to place each name card/meal, and eliminate you having to create another floorplan with each name listed directly on it. If you do this, just be sure to note on your floor plan which seat is intended for guest #1 on the list (ie – the seat closest to the couple will be seat #1 and the guests listed at the table will then be listed clockwise from there).
A table breakdown list is not only typically required by venues/catering teams, but it is incredibly helpful when organizing your reception. It allows you to decide where guests will be seated in relation to you, as well as giving the catering team insight into the amount of meals at each table (as well as where meal types should be served if you have a pre-selected meal), which helps the service portion of your event go as smoothly as possible.
Floorplans
This is where you can upload your floorplan(s) for your event, the most important of which is the reception floorplan.
Your planner and/or venue contact will be able to work with you and recommend the best layout for your event based on the space, your guest count and other contributing factors (like if you are having a buffet or sit-down meal, if there will be a band/stage, etc). Your planner or venue contact should be able to provide you with a floorplan – which you can then upload (in JPEG format) into the website or app to have it included within your event file.
The reception floorplan is where the set up and transformation of your reception space begins. It is vital that your planner, venue team and contributing vendors (DJ/band, photo booth, etc) are on the same page regarding the layout of the event space. This will ensure that if any vendor(s) foresee a potential problem with the layout, that it can be addressed prior to event day. On event day, it helps everyone to know exactly what to set up where to ensure the set-up process goes smoothly.
Additional Info
This is where you can enter in additional notes/information about your event day/weekend to be included within your event file. If you have additional information that you’d like your vendor team to know, this is the place to put it so that it is included in your event file.
Some examples of additional information could be:
Contact numbers for yourself, your fiancé, and anyone else you’d like to designate as a way to reach one of you throughout the day (i.e. – maid of honor, best man, mother, etc.) for easy access if vendors need to get in contact with you. If you have a planner or day of coordinator, they should be the point of contact for your big day.
Any information you’d like to share about other festivities surrounding your event (i.e. – after party, rehearsal dinner, welcome party, brunch the morning after your big day).
Vendor Info
This section prompts you to input information about each of your selected vendors. This information includes company name, contact name, phone number, email address, arrival time & arrival location for event day, as well as a place to input additional information specific to that vendor.
The requested information is essential to ensure that each vendor, especially your planner/coordinator, has all the correct contact information for each vendor so they can contact and update other vendors as needed throughout the planning process and on event day. This information is also helpful when creating your wedding timeline – which should include the arrival time for every vendor. This helps you know what to expect on event day, as well as helps to eliminate any confusion amongst vendors as to what time they are expected to arrive on event day.
This is a place where you can add general notes, as well as any other information about the service(s) being provided for the vendor. Examples of additional information that could be input in this section are:
For each vendor, note the amount of vendor meals that should be provided by that vendor (a lot of vendors require a meal be provided per their contract. You can reach out to your vendor directly to confirm the amount of vendor meals required and if there are any dietary restrictions/allergies you should be made aware of).
For rental company, you could detail the items & quantities being provided, as well as the delivery and pick up location and delivery and pick up days/time windows.
For entertainment, it is good to note when the performance is set to take place, as well as what they are doing (i.e. – dancers, singers, etc.), and if they need any special accommodations (like a room to get ready in, access to power, etc.).
For a photo booth, it is helpful to note when the photo booth will open and close, as well as if the company is providing props and a description of the photo booth backdrop you have chosen.
Our People
The our people page allows you to add wedding party members, family members and guests to your account so you can easily and quickly add them into other areas throughout the website and app – including adding them to your processional order, reserved ceremony seating, and portrait shot list combinations.
Questionnaire
The questionnaire is what we like to call a friendly interrogation of all things wedding. The questionnaire guides you through different aspects of your event, including what you’d like from your vendors, your vision and style preferences for the event & your initial thoughts for your wedding. It also asks more specific questions, like if you’ll want the top layer of your cake saved for your first anniversary or if you’ll be handing out programs to guests.
The questionnaire was designed by our founder for her own planning clients. It was created over years of working as a wedding planner and learning what questions needed to be asked – and what small details are often forgotten by couples.
The questionnaire is the best place to start the planning process. If you don’t have all the answers to every question, no need to stress! This is completely normal. The questionnaire’s purpose is to help you streamline your thoughts, expectations, and vision for your wedding, while bringing up questions that you haven’t considered yet to get you thinking about them. Remember: nothing is set in stone. If you change your mind on an answer or two (again, completely normal), you can always return to the questionnaire to update the information and/or let your planner know of any changes.
If you’re connected to a planner on WedAssist, the answers you put in the questionnaire can assist them in their job of recommending vendors that are a good match for your criteria and event, as well as providing them with helpful event information that will help streamline the planning process – we love efficiency!
The questionnaire is the best place to start the planning process. We recommend completing the questionnaire as the first step of using WedAssist.
Event File
The event file is where it all comes together. All your hard work and the detailed information you’ve put into WedAssist will automatically generate your custom event file.
To export your event file, simply navigate to the event file page on the website or app and download the PDF document. You can download the entire event file or select specific pieces of event information to downloaded. Once your file is downloaded, you can share your event file as needed.
Timeline
Timelines are essential to the success of any event, especially weddings. It’s vital to have an official event timeline to ensure everyone is in sync and aware of the scheduled timing of all formalities and festivities. The WedAssist timeline tool helps you to create your wedding timeline right within the website or app.
Click HERE to view FAQs about event timing and to download our “How to Get Started” guide that will help walk you through the steps of building your own wedding timeline.
Inspo
On the inspo page, you’re able to select your event color palette, add inspiration photos and connect your Pinterest board. If you’re connected to your planner, your planner will be able to see your inspiration and add/edit colors & photos as you design your event.
Checklist
The checklist provides you with a month-to-month list of planning tasks to be completed. You can scroll through the time frames at the top of the page to see the tasks recommended for that time frame.
Update the status of each task as you work your way through the items by marking each task as completed once it is done. If you’re connected to your wedding planner, your planner will be able to view the status of each of your tasks, as well as update the status of tasks as needed.
The Up Next section includes the checklist tasks that are recommended to be completed next based on where you are in the planning process. They are there to guide you through planning and help you to know what to do next, as well as showing you what is coming up.
Once you have completed a task, you can mark it as completed directly on the home page by pressing the circle on the bottom right of that task button. By marking a task as completed (either on the up next feature or the checklist page), it will remove that task from the up next section of your home screen.
Budget
The WedAssist budget tool allows you to input your overall wedding budget and the amount spent on each of your vendors as you book them, as well as other wedding costs and fees to help you stick to your budget. At a quick glance, the budget tool will let you know how much you’ve spent, where that money was spent and how much budget you have remaining.
There is no hard and fast rule for what you should spend, as no couple or wedding is the same. It also depends on your priorities – do you put high priority on photography and food, but don’t mind keeping it simple with flowers and entertainment?
We suggest discussing budget with your partner and anyone else who will be contributing to the event to firm up your overall total budget number, as well as to understand and communicate expectations. Once this is done, talk with your partner about how you both envision the event and what each of your top priorities are. These should be the priorities that are most in focus as you plan your big day and as you allocate your budget.
While there is no one size fits all budget handbook, we have created a spreadsheet to help give you some estimates based on industry averages. Click HERE for helpful resources about wedding budgets and to download the WedAssist budget spreadsheet.
To use the budget tool, set or edit your set total budget by selecting the number at the top left of the page. Once you’ve entered your set budget for your event, you can begin adding in costs for various categories. The budget tool will keep track of the money you’ve allocated and the amount of budget you have remaining.
While there is no one size fits all budget handbook, we have created a spreadsheet to help give you some estimates based on industry averages. Click HERE for helpful resources about budget and to download the WedAssist budget spreadsheet.
“Set Budget” is the total overall budget you have set for your event.
“Budget Allocated” is the amount of money you’ve allocated to all categories combined.
“Budget Remaining” is the amount of money you have remaining in your budget (money that you haven’t allocated yet).
“Paid” is the amount of money you have paid for all of the categories combined. The paid circle graph reflects the % paid over the amount allocated.