🧩 Step 1: Add a Timeline Item
Go to the Timeline tab inside your event. There are two ways to add an item:
Click + Add Timeline Item at the top of your timeline
Click + Add to [date] under any date to add an item straight to that day. The date and time are filled in for you, and the new item appears right below the others for that day.
💡 Tip: You don't need a name or description to save an item. Add the date and time first to block out the day, then come back and fill in the details whenever you're ready.
💡 Tip: Done editing? Just click anywhere outside the item to close it. Your changes are saved automatically.
🕒 When Is This Happening?
Choose one:
It has a time — enter a start date & time and an end date & time
To be scheduled — leave the date and time blank for now; the item moves into a "To be scheduled" group until you're ready to lock it in
✏️ Name & Description
Give the item a clear Name, then add detail in the Description field. The name 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 comes with a full rich text toolbar, so you can format notes the same way you would in a doc:
Bold, Italic, Strikethrough, Underline
Hyperlinks
Text color and highlight color
Text alignment
Bulleted and numbered lists
Images and tables
Undo / Redo
💡 Tip: Hover over any toolbar icon to see a tooltip with its name.
📍 Location, 👥 Party Involved & 🎨 Colour
Location — where the item is happening
Party involved — tag any vendor, collaborator, or wedding party member responsible for this moment
Colour — assign a colour to visually group related items (e.g. green for vendor tasks, red for ceremony moments)
💡 Pro Tip: Vendors must be added in the Vendors tab before they'll appear in the Party involved list.
🔍 Step 2: Filter & Organize
Use the sidebar to quickly find what you need:
Filter by date — search or select a date, or a range of dates
All — see your full timeline and total item count
Collaborators — everyone tagged across your timeline is listed here with how many items they're assigned to; click a name to filter down to just their items
✏️ 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.
Insert a table up to 10×10 in size, then keep shaping it as you go — click the dropdown in a table's corner cell to:
Insert row above / Insert row below
Insert column left / Insert column right
Delete row / Delete column
Delete table
💡 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.
📤 Step 3: Export & Share
Use the toolbar at the top of your timeline:
Import — bring in an existing timeline or run-of-show file
Export — generate a personalized PDF
Share — share your live timeline link with collaborators
Large — controls how much description detail shows on each card (Hidden / Compact / Large) More on this site
Before generating your PDF, you can add an optional introduction such as:
Venue address
Parking instructions
Dress code
Key reminders for the vendor
Your exported PDF includes:
🖼️ Header
Planner logo
Export date
"Created for: [Vendor Name]" or "All"
📅 Full Timeline
A clean, structured view of the vendor’s assigned timeline items.
📇 Contact Details
Your exported PDF includes a full contact list for every vendor, showing their:
Company and contact name
Category
Email and phone number
Instagram handle
Vendor meals
This helps vendors reach each other quickly on the day, and gives the venue or caterer a clear view of how many vendor meals to prepare and any dietary requirements.
💡 Tip: Vendor meals are added in each vendor's details under Vendor meals. Vendors without meal info are simply left blank in the export.
I dropped "At the end of the PDF" because in your export the Contact details table shows near the top, right after the timeline title.
💡 Want to give your timeline a welcome note before the day-by-day breakdown
🎉 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