🧩 Step 1: Add a Timeline Item
Go to the Timeline tab inside your event and click + Add Timeline Item. For each item, you can add:
✏️ Title & Description
Write a clear title and add detailed notes in the description field. You can format your description using the rich text toolbar at the top, which includes:
Every timeline item starts with a title and a description, giving you space to capture exactly what's happening and any extra context your team, vendors, or collaborators might need. The title keeps things quick to scan on the timeline itself, while the description is where the real detail lives - instructions, notes, reminders, or anything else worth flagging for that moment in the day.
The description field isn't just plain text either. It comes with a full rich text toolbar, so you can format your notes the same way you would in a doc - adding structure, emphasis, and visuals to make the information easier to follow at a glance.
✏️ Rich Text Editor
The Description field includes a rich text editor that allows you to create more detailed and visually organized timeline items.
With the rich text editor, you can:
Format text using Bold, Italic, <u>Underline</u>, and Strikethrough.
Add hyperlinks to websites, venue maps, mood boards, or important documents.
Change the text colour or highlight important information.
Align your text for better readability.
Create bulleted and numbered lists to organize notes and checklists.
Insert images directly into the description as visual references.
Add tables to present schedules, assignments, or other structured information.
Use Undo and Redo while editing.
✨ New Formatting Options
The latest editor also includes additional formatting tools to make your timeline descriptions even more organized.
Alongside the classic text formatting like bold, italics, and hyperlinks, the description field now supports bullet lists, numbered lists, images, and tables directly within the toolbar. This means you can build out more structured, visual descriptions — whether that's a checklist for setup, a step-by-step run of show, a reference photo, or a quick schedule — all without leaving the description field or needing to format things elsewhere first.
📌 Note: Click the arrow (>) next to an item to expand it and see the title, description, and formatting options.
📌 Bulleted Lists
📌 Bulleted Lists
Organize reminders, checklists, or key information into easy-to-read bullet points.
Bullet points work best when the items don't need to happen in a specific order - think vendor contact lists 📋, things to bring 🎒, or quick notes you want guests or your team to scan at a glance 👀. Instead of writing everything out in a paragraph, breaking it into bullets makes the information easier to digest, especially when someone's checking it quickly on the day of the event ✅
💡 Tip: Keep each bullet short and to the point - one item per line reads much faster than a long sentence squeezed into a single bullet.
🔢 Numbered Lists
🔢 Numbered Lists
Create step-by-step instructions or workflows that need to be followed in sequence.
Numbered lists are the right choice whenever order matters - like the flow of a ceremony, a setup checklist that has to happen in a specific sequence, or step-by-step instructions for a vendor. Unlike bullet points, numbers signal exactly what needs to happen first, second, and so on, which helps avoid confusion when timing or sequence is important.
💡 Tip: Only use numbered lists when the order genuinely matters - if the items can happen in any order, a bulleted list is usually clearer.
🖼️ Images
🖼️ Images
Insert images directly into your description to provide visual references, inspiration, or examples.
Adding an image can say more than a paragraph of text — whether it's a venue floor layout, a mood board photo, or an example of how a table setting should look. This is especially useful for anything that's easier to show than describe, since your team or vendors can see exactly what you mean instead of interpreting written instructions.
How to add an image:
📤 Click the image icon in the toolbar to open the upload window
🖥️ Choose how you'd like to upload — My Files to select from your device,
Camera to take a new photo, Google Drive to pull from your Drive, or Web Address to paste an image link
📋 You can also simply drag and drop an image directly into the upload area
✅ Once selected, your image will be inserted right into the description
💡 Tip: Keep images relevant and appropriately sized so the description stays easy to scan and doesn't slow down loading.
📊 Tables
📊 Tables
Display schedules, task assignments, contact details, or other structured information using tables.
Tables are ideal when you need to show information side by side, like a vendor arrival schedule, a list of contacts with their roles, or a quick comparison of options. Instead of scanning through a block of text, tables let anyone glance at the rows and columns and immediately find what they need.
💡 Tip: Use tables for genuinely structured, side-by-side info — for anything more free-form, a bulleted or numbered list will usually be easier to read.
💡 Tip: Hovering over any icon in the toolbar shows a tooltip with its name, so it's easy to find the right formatting option even if you're not sure what an icon does at a glance.
🕒 Date & Time
Add a start date, start time, end date, and end time for each item. Timeline items automatically reorder based on time so your schedule stays organised.
🎨 Colour Tag
Add a colour to help visually organise your day. Colours make it easy to separate vendor tasks, ceremony items, reception details, and travel or setup windows.
Just pick a colour when adding or editing a timeline item — for example, green for vendor tasks, red for ceremony moments, and so on. Whatever makes sense for you.
That colour then shows up right on the timeline, so you can tell what's what at a glance without opening each item 🙌
👥 Tag Vendors & Party Involved
Tag any vendor or collaborator who needs to be involved — such as your hair stylist, photographer, planner, DJ, or venue manager. You can also tag members of the wedding party. Use Select all or Clear to manage your selections quickly.
💡 Pro Tip: Vendors must be added in the Vendors tab before they appear in the dropdown here.
🔍 Step 2: Filter by Vendor
Filtering makes it easy to create personalised schedules. Select a vendor from the dropdown and the timeline will instantly adjust to show only the items they're tagged in. To see everything again, choose All.
You can also use Expand all to open all timeline items at once, or Collapse all to get a clean overview of your run sheet.
📤 Step 3: Export & Share
When your timeline is ready, select Download PDF.
Before generating your file, you can add an optional introduction such as:
• Venue address
• Parking instructions
• Dress code
• Key reminders for the vendor
Click Generate PDF and the following will be included:
🖼️ Header
• Planner logo
• Export date
• “Created for: [Vendor Name]” or “All”
📅 Full Timeline
A clean, structured view of the vendor’s assigned timeline items.
📇 Vendor Contact Sheet
At the end of the PDF, you’ll see a complete vendor list with:
• Name
• Company
• Phone number
• Email
• Instagram handle
This helps vendors contact each other quickly on the day.
🎉 Why This Feature Is a Game-Changer
Exporting detailed vendor timelines helps you:
• Avoid miscommunication
• Keep the entire team aligned
• Save hours of manual formatting
• Ensure a stress-free, well-coordinated event
• Provide a premium, professional experience to clients and vendors