Quick Answer
How do wedding planners collaborate on one guest list?
Wedding planners, family coordinators and vendors share one master guest list with role-based access — permissions scope down to specific events, sides, or guest segments. Every change is logged; nobody loses the latest version to a WhatsApp screenshot.
Last updated:
Last updated:
Role-based
Planner / family / vendor permissions
Activity log
Full audit trail of changes
Event-scoped
Permissions per-ceremony
A wedding takes a team.Give every one of them the right access.
The bride, the groom, both sets of parents, the wedding planner, on-ground coordinators, a cousin handling invites, a caterer who just needs the final count — every wedding pulls in six to fifteen people. Weddingkart gives each of them their own login with a scoped role, so the whole team works off one shared wedding without stepping on each other’s toes.
No emailed spreadsheets. No “which version is current?” debates at 11pm the night before the Mehendi.
By Weddingkart TeamLast updated Reviewed by Mayank Jaiswal
One founder or twenty — the wedding stays in sync
From a solo planner with a coordinator on the ground to an agency running twenty weddings in parallel — same dashboard, different roles, nothing to merge.
The couple, the family, the planner — all inside.
A wedding isn’t a one-person project. Bride, groom, parents on each side, the planner, on-ground coordinators, sometimes a cousin handling invites — they all need access, but not the same access. Here’s who a typical wedding team looks like on Weddingkart.
Admin, Editor, Viewer — and that’s it
Who did what, and when
Every edit, timestamped.
- Neha · edited Rohit
- Amit · added 4 guests
- Admin · sent reminder
“Seat near the stage”
Private notes on any guest.
Tag each guest. Filter either side. See the combined total.
Every guest carries a bride-side or groom-side tag (or both, for shared friends). The whole team works off one combined list — any Editor can see and update any guest — but filters, reports, and targeted broadcasts split cleanly by side whenever you need them to.
Bride’s side
364
invited · filter view
Groom’s side
348
invited · filter view
Combined: 712 guests — one shared list
Know when something actually matters
Name, phone, role
Add family, coordinators, vendors in seconds.
Revoke with one click
Access ends, audit log stays.
Frequently asked questions
How many team members can I add to one wedding on Weddingkart?+
There is no hard cap. A typical wedding runs with 4–8 people on the team — a lead planner, one or two coordinators, a family lead from each side, and an on-ground runner for the wedding week itself. Agencies running many weddings in parallel commonly have 20+ accounts across their portfolio.
Can different team members have different permission levels?+
Yes. Three roles are built in — Admin (full control, billing, team management), Editor (edit guest list, send messages, change settings) and Viewer (read-only access to the guest list and reports). Family leads and coordinators who need to add or update guests get Editor; external caterers or venue coordinators get Viewer so they see the final headcount without accidentally editing it.
Can a wedding planner manage multiple weddings from one account?+
Yes. One Weddingkart account can be a member of many weddings at once — a working wedding planner typically has 6–12 weddings in their sidebar during peak season. Switching between weddings is one click; guest data stays fully isolated between weddings.
What happens when a team member leaves or the wedding is over?+
Admins can revoke access in one click — the person loses access to the guest list, messages and reports immediately. Their edit history stays in the activity log so the audit trail is intact. No data is deleted, and you can re-invite them later if you need to.
Can I see who changed what on the guest list?+
Yes. Every action is logged — guest additions, RSVP changes, messages sent, group edits — with the team member’s name and a timestamp. The activity log is what you consult when someone asks "who confirmed Rohit for 4 people?" or "who removed the Bangalore family?".
Do the bride’s family and groom’s family share the same account?+
They share the same wedding, not the same account. Each family member gets their own login under one wedding workspace. All Editors see the full guest list — bride-side and groom-side together — so the planner or family lead can filter and act on either side. Guests themselves are tagged bride-side or groom-side so filters and reports always split cleanly.
Do on-ground coordinators need a separate mobile app?+
No. Weddingkart is a mobile-first web app that works in any browser on a phone. On-ground coordinators at the Mehendi or Sangeet pull up the guest list, mark arrivals and look up table assignments straight from the browser — even on a weak venue network.
Get your whole team on the same page
Invite your team, assign roles, and start managing weddings together — in minutes.