Getting Started

Events & Occasions

A wedding in UnityVows is made up of one or more occasions — individual ceremonies such as Haldi, Mehendi, Sangeet, Baraat, Wedding Ceremony, and Reception. Each occasion is managed independently with its own name, date, venue, and seating floor plan.

Adding Occasions

Add occasions from the Events tab inside any wedding.

1. 1Open a wedding and click the Events tab in the top navigation.
2. 2Click "+ Add Event".
3. 3Enter the occasion name (e.g. "Sangeet", "Reception").
4. 4Set the date and time for the occasion.
5. 5Enter the venue name and address — these appear in the guest-facing schedule.
6. 6Click Save. The occasion is immediately available for seating plans and rituals.

Venues per Occasion

Each occasion stores a venue name (e.g. "The Grand Ballroom, Taj Hotel") and a full address. Both are shown in the guest-facing schedule and on the wedding website itinerary.

Client Venue Selection

Once you've shortlisted venues, share them with the couple through the client portal — they can browse, compare, and mark a preference without needing planner access. Their choice appears back on your Venues page so you can confirm the booking.

Seating Plans per Occasion

Seating floor plans are scoped to a specific occasion. When you create a floor plan you choose which occasion it belongs to, so each ceremony can have its own completely independent layout.

Rituals & Ceremonies

Rituals (Pooja, Mehndi application, Jaimala, Saat Phere, etc.) can each be scheduled with a date, start time, and venue. They appear in the Rituals module and are linked to the relevant occasion.

Guest Schedule

The guest-facing app shows a Schedule tab listing all occasions with their date, time, venue name, and address. Guests tap any occasion to see its details.

Calendar View

The Calendar View provides a visual month/week/day overview of all your occasions, helping you spot scheduling conflicts and gaps at a glance.

1. 1Open Events & Occasions and click the calendar icon in the top toolbar.
2. 2Toggle between month, week, and day views using the tabs at the top.
3. 3Click any event block to jump to its detail page, or drag to reschedule.

Guest Management

The Guests module holds your list with RSVP status, meal preferences, per-ceremony invitations, and more. You must create and publish a form in RSVP Builder before you can add guests or import CSV; the Guests page explains this and links to RSVP Builder until the form is published.

Adding Guests

Once your RSVP form is published, add guests in three ways:

1. 1Click the "+ Add Guest" button in the top-right corner of the Guests page.
2. 2Type the guest's name, email, and/or mobile number.
3. 3Select which side they belong to — Bride's side, Groom's side, or Mutual.
4. 4Optionally add tags (e.g. "VIP", "Family") and meal preference.
5. 5Click "Save". The guest appears instantly in the list.

Importing from CSV

After the RSVP form is published, import a list from Excel or Google Sheets in seconds.

1. 1Click "Import CSV" in the top header of the Guests page.
2. 2Upload your .csv file. If you don't have one yet, click "Download current guest list" to get a template.
3. 3Step 2 — Column Mapping: Match your spreadsheet columns to UnityVows fields (Name, Email, Phone, Side, RSVP Status, etc.). Unmatched columns are safely ignored.
4. 4Step 3 — Preview: Review the first few rows. If something looks wrong, go back and fix the mapping.
5. 5Click "Import" — all guests are added in one go.

Tags & Colour Labels

Tags let you group and filter guests by category. Each tag is automatically colour-coded using a consistent 9-colour palette (blue, green, teal, violet, red, pink, orange, yellow, grey) — the same tag always shows the same colour across your entire guest list.

Preset tags include: VIP Family Friends Colleagues Neighbours Kids Table

To add a custom tag, type it directly into the Tags field when editing a guest. You can apply multiple tags to one guest separated by commas.

Use the Tag Filter dropdown above the guest table to instantly filter by any tag.

Household Grouping

Households let you manage a family unit together — one RSVP covers all members. This is especially useful for guests who travel together or share accommodation.

1. 1Switch to "Household" view using the toggle above the guest table.
2. 2Select guests you want to group (tick the checkboxes on the left).
3. 3Click "Create Household" and give the group a name (e.g. "Sharma Family").
4. 4All household members now appear under a single collapsible group.
5. 5When one member confirms, you can bulk-confirm all household members.

Guest Inbox

The Guest Inbox automatically captures RSVP responses that come in through your wedding website or invitation links. Instead of manually updating each guest, the inbox matches incoming responses to existing records.

1. 1Click the "Inbox" tab at the top of the Guests page.
2. 2Each incoming response shows the guest's name, their RSVP answer, and any notes they left.
3. 3Click "Match & Accept" to link the response to an existing guest record and update their status.
4. 4Click "Add as New" if the responder is not yet on your list.
5. 5Click "Ignore" to dismiss spam or duplicate submissions.

Editing Guest Details

UnityVows uses spreadsheet-style inline editing — you don't need to open a separate form for every change.

1. 1Click on any cell in the guest table (name, email, phone, RSVP status, meal preference, etc.).
2. 2The cell turns into an editable field. Type the new value.
3. 3Press Enter to save and move to the next row, Tab to move to the next column, or Esc to cancel.
4. 4Changes are saved automatically — no save button needed.

Exporting to Google Sheets

There are two export options in the Guests page header:

• Export CSV — a standard CSV file with the basic columns.
• Google Sheets — a comprehensive export with all RSVP question answers included as extra columns, encoded with UTF-8 so names in Hindi, Tamil, or other scripts display correctly.

1. 1Click "Google Sheets" in the top header.
2. 2A .csv file will download to your computer.
3. 3Open Google Sheets → File → Import → Upload → select the downloaded file.
4. 4Your full RSVP data, including answers to custom questions, will be in the spreadsheet.

Invitations & E-Cards

UnityVows lets you design beautiful digital invitation cards and track exactly who has received, opened, and responded to them.

Creating E-Cards

1. 1Go to Invitations from the left sidebar and click "Create E-Card".
2. 2Give your e-card a name (e.g. "Main Wedding Invite" or "Rehearsal Dinner Invite").
3. 3Choose a font from 10 options (Playfair Display, Corinthia, Sacramento, Poppins and more).
4. 4Pick a colour palette — choose from 8 presets or fine-tune primary, secondary, and accent colours individually.
5. 5Use the split-panel editor to write your invitation text on the left and see a live preview on the right.
6. 6Toggle between Desktop, Tablet, and Mobile previews to ensure it looks great on all screens.
7. 7Click "Save" when you're happy.

Sending Invitations

1. 1Open an e-card and click "Send Invitations".
2. 2Choose recipients — you can send to all guests, a specific side (Bride/Groom), or a tag group (e.g. "VIP").
3. 3Select the delivery method: Email, WhatsApp, or shareable link.
4. 4Click "Send Now" or schedule for a future date and time.

Delivery Tracking Funnel

UnityVows tracks every invitation through 4 stages. The visual funnel at the top of the Invitations page shows this in real time:

Each stage shows the drop-off rate (e.g. "72% of delivered"). The Overall RSVP Rate at the bottom tells you what percentage of all sent invitations resulted in a response.

Client intake questionnaire

Send prospective clients a secure, expiring link to complete a wedding questionnaire before you create their workspace. Submissions create a draft wedding you can review from the dashboard.

What it is & who controls it

Only planner_owner (and flows exposed to them) generate intake links from **Client Intake** in the sidebar. Each link is tied to a token: the client opens `/intake/<token>` without logging in, fills the form, and submits once.

You can customise the default questionnaire (field labels and structure) per planner. Responses are stored with the token; after submit, the planner is notified and you can open the response detail from the intake dashboard.

Links, tokens, resend & expiry

From **Client Intake**:

1. 1Click to generate a link — enter the client’s email and optional name, and choose an expiry (defaults apply if you skip this).
2. 2UnityVows emails an **invite** with the unique URL. You can **resend** while the token is unused and not expired.
3. 3Copy the link to share manually (WhatsApp, etc.) if you prefer.
4. 4After submit, the token is consumed — the same link cannot be used twice. Cancel or let expiry lapse to retire a link.
5. 5Open **Responses** to read raw answers and jump to the new draft wedding when you are ready.

Branding in email & on the public form

**Invite** and **confirmation** emails use your Planner record: **brandName** (or organisation name), **brandLogo**, and **brandColors.primary**. The email header is a band in your primary colour with your logo and company name; the invite also shows the **contact person** name (from your planner contact user) on that band.

The public intake page shows the same planner name, logo, and colours so the experience matches your emails. Guest RSVP / couple website and public accommodation pages use the same branding via the guest portal — configure everything under **Settings → Branding**. Branding applies across subscription tiers and Pay Per Wedding for these surfaces.

Languages & locale

Intake flows and emails follow the same supported workspace languages as the rest of UnityVows (19 locales). Where no language is set, copy defaults to English.

RSVP Builder

Publishing your RSVP form unlocks the guest list. Go beyond a simple Yes/No: use welcome and thank-you copy for a “soft RSVP” round, add custom questions, audience targeting, and analytics — then narrow formal invitations using RSVP status and per-guest event assignments.

Creating Questions

1. 1Open RSVP Builder from the sidebar.
2. 2Click "+ Add Question".
3. 3Choose the question type: Short Text, Long Text, Single Choice (radio), Multiple Choice (checkboxes), or Dropdown.
4. 4Type your question, e.g. "Which events will you attend?" or "Do you need transport from the hotel?".
5. 5Mark whether the question is Required or Optional.
6. 6Drag questions up or down to reorder them.

Audience Targeting

Not every question needs to go to every guest. Use audience targeting to show specific questions only to the right people.

1. 1On any question, click "Audience".
2. 2Choose "All Guests" (default) or filter by tag (e.g. only show transport questions to guests tagged "Out of Town").
3. 3Questions outside a guest's audience are automatically hidden on their RSVP form.

Viewing Responses

In the RSVP Builder, switch to the Responses tab to see a live summary of all answers. Each question shows a breakdown of responses. Individual guest answers are also visible on each guest's profile in the Guests module.

Vendors

Manage all your wedding service providers — photographers, caterers, decorators, DJs, and more — in one organised hub.

Adding Vendors

1. 1Go to Vendors and click "+ Add Vendor".
2. 2Enter the vendor's name, type (e.g. Photographer, Caterer), contact email/phone, and agreed terms.
3. 3Set the vendor's status: Prospective → Contacted → Confirmed. Payment schedules are locked until the vendor is marked Confirmed.
4. 4Save the vendor.

The vendor form is divided into collapsible sections — click any section header to expand or collapse it:

• General — name, type, contact details
• Links — website, Instagram, portfolio
• Notes — private planning notes
• Images — reference photos or mood board images
• Documents — contracts, quotes, invoices
• Location — vendor address and map
• Bank Details — for payment processing
• Payment Schedule — milestone payments

Documents & Contracts

Upload any file to a vendor's Documents section — contracts, signed quotes, insurance certificates, etc.

1. 1Expand the Documents section in the vendor's edit panel.
2. 2Drag and drop a file onto the upload area, or click to browse.
3. 3You can also add a web URL (e.g. a Google Drive link) instead of uploading a file directly.
4. 4Documents are stored securely and visible only to your team.

Payment Schedule

Payment schedules are only editable once a vendor is set to Confirmed. This prevents accidentally committing payments to tentative vendors. Confirmed.

1. 1Mark the vendor as Confirmed in the General section.
2. 2Expand the Payment Schedule section.
3. 3Add payment milestones: label (e.g. "50% Advance"), due date, and amount.
4. 4As payments are made, mark each milestone as paid.

Comments & Notes

The Comments section acts as a conversation log for each vendor — log phone calls, email summaries, and decisions made. This creates a complete audit trail your whole team can see.

Vendor Performance

Every vendor's rating, response time, and history with your business roll up automatically as jobs complete, so you can compare vendors at a glance the next time you're booking a similar role.

Budget

Track every amount spent on the wedding. The Budget module supports multiple currencies, live exchange rates, and category-based breakdowns.

Budget Lines

1. 1Go to Budget and click "+ Add Line".
2. 2Enter a category (e.g. "Catering"), description, estimated cost, and actual cost as you get quotes/invoices.
3. 3The dashboard automatically calculates the total estimated vs actual spend.
4. 4Use the category filter to drill into a specific area like Decoration or Photography.

Multi-Currency & FX Rates

Planning an overseas wedding or paying international vendors? UnityVows tracks foreign currency costs and converts them to your primary currency automatically. The app supports multiple currencies and FX rates; reporting is primarily in your chosen base currency.

1. 1Open Budget Settings (⚙️ icon in the Budget header).
2. 2Add secondary currencies (USD, GBP, AED, EUR, SGD etc.) and enter the current exchange rate.
3. 3When adding a budget line, select the currency from the dropdown.
4. 4All amounts are displayed in your primary currency with the exchange rate shown.
5. 5Update exchange rates anytime — UnityVows recalculates all totals instantly.

Tasks

A shared to-do list for your entire planning team, with deadlines, priorities, and progress tracking.

Creating Tasks

1. 1Go to Tasks and click "+ Add Task".
2. 2Enter a title, choose a category (e.g. "Venue", "Catering", "Photography"), and set a due date.
3. 3Set a priority: Low, Medium, or High.
4. 4Choose a status: To Do → In Progress → Done.

Assigning to Team Members

The left sidebar in the Tasks module shows all team members who have been assigned tasks. Click any name to filter the list to only their tasks. The sidebar shows a count of how many tasks each person has.

Overdue & Progress Tracking

The header bar always shows your live progress:

• X of Y complete with a visual progress bar.
• Z days left until the wedding — turns amber under 30 days, red under 7.
• Overdue tasks are flagged with an Overdue badge.

My Tasks Page

The My Tasks page gives every team member a personal dashboard of tasks assigned to them — filtered by due date, status, and wedding.

• Filtered view: shows only tasks assigned to the logged-in user.
• Sort by due date, priority, or wedding to plan your day.
• Mark tasks complete or add comments directly from the page.

Timeline

The day-of timeline is your master schedule. Build it in advance and share it with your vendors and team so everyone knows exactly what happens when.

Adding Events

1. 1Go to Timeline and click "+ Add Event".
2. 2Enter the event title (e.g. "Ceremony", "Reception", "Cocktail Hour"), start time, end time, and location.
3. 3Choose a category: Ceremony, Reception, Meal, Photo, Entertainment, or Other.
4. 4Add notes and tag which party is involved (Bride, Groom, All Guests, Vendors, etc.).
5. 5Optionally assign the event to a specific team member for accountability.

Colour Coding

Each event has a colour that shows as a left border stripe on the timeline. Colours help you visually scan the day at a glance — for example, all ceremony events in orange, all meal events in green.

When adding or editing an event, click one of the colour swatches in the form to change its colour. The timeline updates instantly.

Exporting to PDF

Click the Export PDF button in the Timeline header. A properly formatted A4 PDF of the full day's schedule is generated in your browser and downloaded automatically. Share it with vendors, venue staff, and family members who prefer a printed copy.

Seating Planner

Design your venue floor plan and assign every guest to a specific seat using a visual drag-and-drop canvas.

Building the Floor Plan

1. 1Go to Seating from the sidebar.
2. 2Use the "+ Add Table" button to place tables on the canvas. Choose from round, rectangular, or square shapes.
3. 3Set each table's name, capacity, and colour.
4. 4Drag tables to position them exactly as they will be in the venue.
5. 5Add furniture items (stage, bar, dance floor, gift table) from the toolbar.
6. 6Use the scale calibration tool to match real-world dimensions.

Assigning Guests to Seats

The right panel shows all unassigned confirmed guests. Simply drag a guest's name from the panel onto a table seat.

1. 1Confirm guests in the Guests module first — only confirmed guests appear in the seating panel.
2. 2Drag a guest's name from the panel on the right onto any empty seat on a table.
3. 3To unassign, drag the guest back to the panel or right-click → Remove from Seat.
4. 4Click a table to see who is seated there and their meal preferences.
5. 5Click "Save Layout" to persist your arrangement. It will be there when you return.

Seating Optimiser

Manually placing 300+ guests is time-consuming. The Seating Optimiser does it for you in seconds.

1. 1Go to Smart Tools (✨ in the sidebar) and click the "Seating Optimizer" tab.
2. 2Click "Optimize Seating".
3. 3The system groups confirmed guests by family side (Bride/Groom) and meal preference so families sit together and dietary needs are clustered by table.
4. 4Review the suggested assignments in the table shown.
5. 5If you're happy, apply the assignments to the seating canvas.

Wedding Website

Create a beautiful public wedding website your guests can visit for all the details — venue, RSVP, schedule, and accommodation.

Fonts & Colours

The Website Builder's settings panel lets you fully customise the look:

• Font — choose from 10 curated options: Playfair Display, Corinthia, Monte Carlo, Sacramento, Poppins, Raleway, Noto Serif, Pacifico, Petit Formal, Varela Round.
• Colour Palette — pick from 8 preset palettes or click the individual colour swatches to fine-tune primary, secondary, and accent colours with a full colour picker.

Live Preview

As you make changes, the right panel shows a live preview of your website. Switch between views using the device toggles:

• Desktop (1024px wide)
• Tablet (768px wide)
• Mobile (375px wide)

Publishing

1. 1Set a URL slug for your website (e.g. "priya-and-raj") — this becomes your link: unityvows.com/priya-and-raj.
2. 2Toggle "Published" to make it live.
3. 3Copy the link and share it with guests via WhatsApp, email, or on your invitations.
4. 4If you change the URL after sharing, a warning appears reminding you that old links will break.

WhatsApp

Send personalised WhatsApp messages to your guest list directly from UnityVows — no copy-pasting required.

Sending Messages

1. 1Go to WhatsApp from the sidebar.
2. 2Click the "Compose" tab.
3. 3Choose your audience: All Guests, Bride's Side only, Groom's Side only, or filter by RSVP status (e.g. only send to "Pending" guests).
4. 4Choose the language for your message (English, Hindi, Tamil, Telugu, and more).
5. 5Type your free-form message or select a template (see below).
6. 6Click "Send" — messages are dispatched to all selected guests' WhatsApp numbers.

Using Templates

Templates are pre-approved WhatsApp message formats. UnityVows includes four built-in templates:

• Wedding Invitation — formal invite with date, time, and venue.
• RSVP Reminder — gentle nudge for guests who haven't responded.
• Event Update — announce a change in schedule or venue.
• Custom — write your own message from scratch.

Message History

The History tab shows every message ever sent — who it went to, what was sent, the timestamp, and the delivery status (Sent / Delivered / Read / Failed). Use this to track whether guests have seen your messages.

Smart Assistant

UnityVows is the only wedding platform with built-in smart tools. Access them from the Smart Tools icon in the sidebar.

Budget Estimator

Not sure how to allocate your budget? The Budget Estimator generates a recommended breakdown by category based on your wedding details.

1. 1Click "Suggestions" → "Budget".
2. 2Click "Generate Budget Suggestions".
3. 3The system analyses your guest count, venue, and overall budget, then suggests percentage allocations (e.g. 25% Venue, 20% Catering, 12% Photography).
4. 4If you have a budget set, it converts percentages to amounts in your primary currency.
5. 5Click "Apply to Budget" to automatically create budget lines with these allocations.

Vendor Matcher

The Vendor Matcher recommends vendors from the UnityVows vendor registry that are a good fit for your wedding.

1. 1Click the "Vendor Match" tab.
2. 2Click "Find Matches".
3. 3The system scores vendors based on your city, budget, and wedding style.
4. 4Results show match percentage, average rating, and why each vendor was recommended.

Seating Optimiser

See the Seating Optimiser section above in the Seating Planner chapter.

Smart RSVP Follow-ups

Have guests who still haven't responded? The Smart Follow-up generator creates personalised messages for each one, with the tone automatically adjusted based on urgency:

• Casual — Casual — recently invited, no rush.
• Friendly — Friendly — 7+ days pending.
• Urgent — Urgent — 21+ days pending, or wedding is within 14 days.

1. 1Click the "Smart Follow-ups" tab in Smart Tools.
2. 2Click "Generate Smart Follow-ups".
3. 3Review the personalised messages for each pending guest.
4. 4Click "Copy" next to any message, then paste it into WhatsApp or email.

Smart Chat

Have a question about planning your wedding? Click the "Chat" tab and type anything — "What should I prioritise 2 months before the wedding?" or "Suggest a timeline for a 3-day event". The assistant knows your wedding details (guest count, date, venue, budget) and gives personalised answers.

On-ground Operations & Logistics

UnityVows includes a full "back-of-house" toolkit for on-ground operations — meals, fleet, accommodation, logistics, gifts, and more. These modules live under the More menu inside each wedding and are designed for day-of execution teams, operations managers, and CFOs.

Meal QR & Meal Operations

Use the Meal QR module to issue role- and count-based QR tokens (bulk, not per individual guest) and track exactly how many meals are served at each meal station.

• Generate QR tokens per staff rule (e.g. "Catering Staff", "Family — North Side"), each carrying a meal-packet count, grouped by meal window and meal type (Regular, Jain, Shudh, South Veg, North Veg).
• Set up named meal stations (by location and type, with an optional capacity) so each counter scans against its own station; scanning a token marks meals as served in real time and attributes the scan to that station.
• View the Meal QR report and the recent-scans feed to see totals served by meal type, window, and station, and reconcile with caterer invoices.

Fleet, GPS & Room Assignments

Fleet, GPS Tracking, Rooms, and Accommodation work together to run logistics for outstation weddings — buses, airport pickups, and hotel room allocations.

• Use Fleet Management to add vehicles, drivers, and trips (airport → hotel, hotel → venue, etc.). The GPS Tracking page shows where vehicles are in real time.
• Use the Rooms / Accommodation module to allocate rooms per guest, track check‑in/check‑out, and store travel details (flight numbers, arrival times).
• The guest‑facing app shows recommended hotels and booking links; internal views help your team coordinate pickups and rooming lists.

Rooms & Accommodation

The Rooms & Accommodation module lets you manage room allocations for your wedding guests — typically for destination weddings, hotel blocks, or multi-day celebrations where guests need structured lodging.

The module has two layers: room types (or hotel blocks) and individual guest assignments.

• Room types — define the hotel, room category (Standard, Deluxe, Suite), total count, and check-in/out dates.
• Guest assignments — assign any guest from the wedding's guest list to a room type, with arrival date, departure date, and flight details.
• Household grouping — guests in the same household can be assigned together, sharing a room record.

1. 1Open Accommodation from the wedding sidebar.
2. 2Click "+ Add Hotel Block" and fill in hotel name, address, room type, total rooms, and date range.
3. 3Click "Assign Guest" on a room block, then search for the guest from the wedding list.
4. 4Fill in arrival date, departure date, flight number (if applicable), and any special notes.
5. 5Use the occupancy summary at the top to check room utilisation and flag over-allocation.

GPS Tracking (Fleet & Staff)

Use GPS Tracking to see real-time locations for vehicles and staff during key phases (Baraat, Vidai, pickups), and keep operations aligned when plans shift.

• Open the GPS Tracking page to view a live map and active trackers. The system uses SSE for live updates when available, and falls back to polling.
• Use phase filters (Baraat, Vidai, Other) to focus the map and on-ground team attention at the right time.
• Pair GPS Tracking with Fleet trips and Rooms allocations so drivers, pickups, and arrivals are coordinated with the guest schedule.
• Share relay link creates a public, read-only live-status page for venue or catering staff — no login required.

Distribution & Gift Registry

Distribution Tracking and Gift Registry help you manage physical items — cards, sweets, welcome hampers, and gifts — without losing track.

• Use Distribution Tracking to record who should receive which items (invitation boxes, sweets, return gifts) and mark them as handed over.
• Use Gift Registry to track gifts received from guests, pledge values, and whether thank‑you notes have been sent.
• Export distribution and gift data to share with families and finance teams after the wedding.

Beauty & Makeup Schedule

The Beauty module lets you schedule hair, makeup, and grooming appointments for the bride, groom, and key family members.

• Create appointments with date, time, artist, service type, and the guest they are for.
• Share schedules with beauty vendors so they know who they are serving and when.
• Use notes to capture special requests (e.g. outfit changes, touch‑up times between ceremonies).

Media Vault, Quick Links & Notes

Media Vault, Quick Links, and Notes act as the wedding's knowledge base — everything important stored in one place.

• Upload vendor contracts, floor plans, PDFs, and reference photos into the Media Vault so your team can find them quickly.
• Use Quick Links to store URLs for shared drive folders, moodboard boards, hotel group links, and WhatsApp groups.
• Use Notes to capture running planning notes — decisions taken, to‑discuss items, and ideas — grouped by category.

Moodboards & Shared Events

Moodboards and Shared Events help align taste and coordination between families and vendors.

• Create Moodboards for decor, outfits, invitations, and photography reference images; share selectively with collaborators.
• Use Shared Events to model joint functions (e.g. combined Sangeet or reception) where both families' guests attend.
• Tie moodboards and shared events back to vendors so everyone works from the same visual direction and schedule.

Moodboards (rich collaborative vision boards)

The Moodboards module is a rich collaborative canvas where planners, couples, and their teams can build visual vision boards — gathering inspiration images, colour swatches, layout sketches, and directional notes in one place. Boards live inside the wedding and are separate from the Media Vault (which stores final production files).

Each moodboard is a free-form canvas of blocks:

• Image blocks — upload from your device or pin from a URL. Resize and reposition freely.
• Colour swatch blocks — set hex values or pick from presets to lock down the palette early.
• Text blocks — add headings, mood descriptions, vendor references, or budget notes.
• Board-level settings — title, cover image, and sharing permissions.

1. 1Open Moodboards from the wedding sidebar and click "+ New Board".
2. 2Add a title (e.g. "Mehendi Decor — Jungle Theme") and optional cover image.
3. 3Add blocks: drag images from your device, paste an image URL, or insert a colour swatch.
4. 4Resize and arrange blocks by dragging their handles. Use text blocks to annotate each cluster.
5. 5Click Share to make the board visible to collaborators (couple/family) or vendor contacts — or keep it internal.

Ledger, Milestones & Client View

For day‑to‑day finance ops, use the per‑wedding Ledger, Payment Milestones, and the client "What You'll Pay" view alongside the global CFO Dashboard.

• Record income and expenses in the wedding Ledger and tag them by category and vendor; this feeds into the CFO Dashboard.
• Create Payment Milestones per vendor to track advances, stage payments, and balances, and optionally pay directly from UnityVows through our secure checkout.
• Use the client cost summary ("What You'll Pay") to share a clean, client‑facing view of quoted, paid, and remaining amounts.

Collaborators

Collaborators let you invite the couple and close family into a limited wedding view without giving them full planner admin rights.

• Invite the couple and close family as collaborators so they can view event details, the guest list, and cost summaries.
• Collaborators log in with their own account and see only the wedding you've shared — not your other weddings or subscription details.
• Combine collaborators with client cost summaries to create a polished, client-facing portal experience.

Samagri (Ritual Items)

Samagri tracks the ritual items and materials needed for each ceremony — think of it as a procurement checklist for religious ceremonies.

1. 1Open a wedding and go to Samagri.
2. 2Browse the built-in catalog of common items or add custom items.
3. 3Set quantities and mark items as procured when purchased.
4. 4Filter by ritual type to see what is needed for each ceremony.

Each item on a list carries a procurement status so you can run purchasing like a checklist:

• Click the status pill next to an item to cycle it: To buy → Bought → Arranged. Changes save instantly.
• Every list shows a progress bar with a procured count, and the summary cards count pending items per wedding phase.
• Use the search box and phase / ritual-type filters to find any item across lists.

Staff Meal & Duty Rules

Staff rules are per-wedding meal and duty settings by role — meal packet counts, meal type, the ritual/event phase a role is tied to, and a duty checklist. They do not control what a staff member can view or edit — that's a separate, planner-wide setting (see below).

1. 1Open a wedding and go to Staff Rules.
2. 2Click "+ Add Rule" and define the rule name and type.
3. 3Assign staff members or roles that the rule applies to.
4. 4Staff rules integrate with Meal QR — tokens are generated based on these rules.

Driver Portal

The Driver Portal is a mobile-friendly interface for transport drivers working at your wedding events. A native driver app is also available (currently by early access invite — TestFlight/Play Internal only, not yet a public app-store download) and covers the same OTP login and trip workflow.

1. 1The driver opens the portal and requests an OTP using their phone number.
2. 2After verifying the OTP, they see their assigned trips for the day.
3. 3For each trip, they update the status: En Route → Picked Up → Dropped Off.
4. 4Planners see live trip status on the Fleet & GPS page.

Beyond meal QR, fleet GPS, and Samagri, UnityVows ships crew tools in the wedding More menu: Shadow Board, Baraat Buffer, Day-of Runsheet, Staff Briefing, Comms Log, Planning Templates, and Document Vault. Use them together so on-ground teams never rely on a separate WhatsApp thread for status.

Shadow Board (role-filtered tasks)

Shadow Board shows on-day tasks filtered by staff role and ceremony phase. Pair it with Staff Rules so each coordinator, driver liaison, or family helper sees a short list — not the entire wedding backlog.

1. 1Define roles and phase visibility in Staff Rules (same wedding → More → Staff Rules).
2. 2Assign tasks in the Tasks module with the correct role and ceremony tags.
3. 3On the wedding day, open Shadow Board; each staff member logs in with their own account so filtering is automatic.
4. 4Lead planners keep the full Tasks list; crew uses Shadow Board only.

Baraat Buffer

Baraat Buffer links groom-side and bride-side weddings (or parallel venues) with a shared status timeline: Groom en route → Baraat arrived → Caterer ready → Ceremony started.

1. 1From the groom wedding, open Baraat Buffer and activate the buffer.
2. 2Select the linked bride wedding and confirm permissions on both workspaces.
3. 3Assign who may update status (planner owner, lead coordinator, or designated staff).
4. 4Update status and optional ETA notes as the baraat moves; bride-side and caterers see the same board.

Day-of runsheet

The day-of runsheet pulls timeline segments for a selected date and lets coordinators mark each item pending, in progress, or done — a live execution view built from the Timeline you prepared in advance.

1. 1Finish Timeline entries with realistic start/end times and venue notes before the wedding week.
2. 2Open Day-of Runsheet, choose the correct calendar date (multi-day weddings show one day at a time).
3. 3Tap status on each segment as the day progresses; overdue items stay visible in amber.
4. 4Export or screenshot the PDF timeline for vendors who are not logged into UnityVows.

Staff coordination (chat, briefing, comms)

Three modules keep crew aligned without mixing guest-facing channels with internal chatter: Staff Chat for real-time coordination, Staff Briefing for printable/mobile packs, and Comms Log for an audit trail of outbound messages.

Staff Chat is scoped to one wedding. Only staff and planners with wedding access see the thread — guests and vendors are not included.

• Use for quick clarifications (door timing, green room, shuttle change).
• Do not paste financial figures or full guest lists — permissions still apply elsewhere.

Staff Briefing compiles role-specific notes and task summaries coordinators can open on a phone browser.

• Publish after Tasks and Timeline are stable (usually 48 hours before).
• Re-publish if venue or transport changes — briefing timestamps help crew trust the latest pack.

Comms Log lists WhatsApp, SMS, and email activity sent through UnityVows for that wedding.

• Filter by guest or channel when resolving delivery disputes.
• Pair with Invitations delivery funnel for e-card and RSVP campaigns.

Planning templates

Save recurring task bundles and timeline skeletons as templates, then apply them when creating a new wedding or occasion.

1. 1Open Planning Templates from the wedding More menu after you have a gold-standard wedding configured.
2. 2Create a template from the current tasks/timeline or start from a blank template record.
3. 3On a new wedding, choose Apply template and select which modules to copy (tasks, timeline, tags).
4. 4Adjust dates and owners — templates never overwrite guest-specific data.

Document vault

Upload contracts, insurance, floor plans, menus, and reference imagery per wedding. Files inherit wedding permissions — collaborators and vendors only see uploads you explicitly share through their portals.

1. 1Open Document Vault from the wedding sidebar.
2. 2Upload files with clear titles (vendor name + document type + date).
3. 3Link critical docs from vendor records where supported for faster retrieval.
4. 4Download or share during audits; deletion respects GDPR export/delete workflows in Settings.

Workflows & automations

Automations (/workflows) let planner owners define triggers and actions inside UnityVows — reduce manual tagging and follow-up tasks when RSVPs or payments arrive.

1. 1Open Automations from the planner sidebar (owner-only on most firms).
2. 2Create a workflow: pick trigger (RSVP submitted, task completed, payment recorded, etc.).
3. 3Add actions (create task, update guest tag, notify staff, send template message where enabled).
4. 4Enable per wedding or firm-wide per your governance policy; monitor first 48 hours for loops.

Guest-Facing App

Guests don't need to log in to UnityVows. They access a dedicated, mobile-friendly web app through a shared link — no download required.

Guest RSVP Page

Guests visit your-domain/rsvp/[code] and see a clean RSVP form. They can:

• Accept or decline the invitation.
• Select their meal preference (Vegetarian, Vegan, Jain, Non-Vegetarian).
• Indicate if they're bringing a plus-one — the plus-one then gets their own independent WhatsApp registration link and guest record, so they can manage their own RSVP and updates separately from the primary guest.
• Answer any custom questions you've created in the RSVP Builder.
• Leave dietary notes or special requirements.

If a guest doesn't have their direct link, they can visit the app homepage and look up their invitation by phone number or email.

Guest Hub

Once a guest submits their RSVP, they're shown a link to their Guest Hub — a separate, more full-featured web app (also included in their WhatsApp and email RSVP confirmations) where they can sign up for transport, send concierge requests during the event, browse and upload photos, view their e-invitation, check the full event schedule, see accommodation options, and leave feedback after the wedding.

Access codes & guest privacy

UnityVows uses short codes and tokens to keep guest flows private while staying easy to share. Think of these like per-guest (or per-household) keys — share them intentionally, not publicly.

• RSVP links use a unique code (e.g. /rsvp/[code]) so each guest can only access their own invitation flow. Avoid posting RSVP links in public groups.
• If enabled, guests can also look up their invite from the guest app homepage using phone number or email — useful when the original link is lost.
• Meal QR uses QR tokens at stations to mark meals served in real time. Treat printed QR passes like tickets and reprint if they are shared accidentally.
• If you enable a wedding website passcode/unlock, share it only with intended guests and rotate it if it leaks (especially for public-facing links).

Wedding Details Page

The wedding details page shows guests everything they need to know: couple names, wedding date, venue with a "Get Directions" link that opens Google Maps, and a description of the event. There's also an "Add to Calendar" button that downloads a .ics file compatible with Google Calendar, Apple Calendar, and Outlook.

Event Schedule

The Schedule page shows the day-of itinerary pulled from your Timeline module. Events are displayed in chronological order with start/end times, locations, and category colour badges. Guests can see exactly when to arrive, when ceremonies happen, and when meals are served.

Accommodation

If you've added hotel recommendations in the Accommodation module, they appear on this page for guests. Each hotel shows its name, distance from the venue, price range, a phone number to call, a "Directions" link, and a "Book Now" link if you've added a booking URL.

Vendor Portal

Vendors who are given a UnityVows login can access their own dedicated portal to stay up to date on their bookings, tasks, and payments — without accessing the full planner dashboard.

Vendor Portal vs. Vendor PWA

There are two separate places a vendor can sign in. Vendors given a full UnityVows login use the embedded Vendor Portal described in this section (Invoices, Tasks, Messages), reached from inside the main app. Separately, there's a standalone Vendor PWA at your-domain/vendor-pwa/ with its own lightweight email/password login, built as a fast, mobile-first, installable web app — similar in spirit to the Guest Hub.

Invoices

The Invoices page shows a complete record of all invoices the vendor has submitted. Each invoice shows the wedding it's associated with, the service type, date submitted, amount, and current status.

Summary cards at the top show the total number of invoices, total amount pending payment, and total amount already received.

Tasks

Planners can assign tasks directly to vendors (e.g. "Submit signed contract by Friday" or "Provide final menu by next week"). The vendor's Tasks page shows all these assignments with due dates, priority flags, and overdue indicators.

Messages

The Messages page is a real-time chat interface between the vendor and the planning team. All conversations are threaded and timestamped. This replaces back-and-forth emails for quick queries about logistics, schedule changes, or payment details.

Analytics & CFO Dashboard

The Analytics module gives you a data-driven view of your wedding planning operation — across all weddings, all team members, and all vendors.

Overview Dashboard

The Overview tab shows aggregate KPIs across every wedding in your account:

• Active weddings — count and status breakdown.
• Total guest count — confirmed vs pending vs declined across all events.
• RSVP response rate — percentage of invites that received a response.
• Task completion rate — percentage of tasks done, overdue, and upcoming.
• Vendor booking rate — how many vendor slots are confirmed vs prospective.

CFO Dashboard

The CFO Dashboard is designed for finance-focused stakeholders. It consolidates all monetary data in one view:

• Total estimated vs actual spend — across all active weddings.
• Budget variance — which weddings are over or under budget and by how much.
• Vendor payment pipeline — upcoming payment milestones across all weddings in the next 30/60/90 days.
• Invoice status summary — total invoices by status (Draft, Submitted, Approved, Paid).
• Revenue by category — breakdown of spend by vendor type (Catering, Photography, etc.).

Budget Reports

Under the Reports tab, generate a per-wedding budget report showing estimated vs actual by category. These reports are suitable for sharing with clients who want a financial summary of their wedding spend. Click "Generate Report" → choose the wedding → click "Download PDF".

Billing & Subscription

Manage your UnityVows plan, view invoices, and update payment details from the Billing section.

How to subscribe or buy credits

To subscribe or buy credits (without an account yet):

Plans & Upgrading

UnityVows offers three plan tiers:

1. 1Go to Billing from the left sidebar or Settings → Billing (or visit /pricing when not logged in to choose a plan).
2. 2Click "Upgrade Plan" to see available plans with pricing.
3. 3Select a plan and click "Subscribe" — you'll be taken to the payment page.
4. 4After payment, your new plan features are active immediately.

Credits

Credits are a flexible way to pay for premium features like WhatsApp messages, smart suggestions, and e-card sends without committing to a monthly plan.

• Purchase credit packs from the Billing page — they never expire.
• Each action (e.g. seating optimiser run, WhatsApp message) deducts a set number of credits.
• Your credit balance is visible in the top navigation bar and on the Billing page.

Viewing Invoices

All past invoices are listed under Billing → Invoice History. Each invoice shows the billing period, amount charged, and a "Download PDF" link for accounting purposes. Invoices are also emailed to the account owner automatically.

Cancelling or Downgrading

To cancel or downgrade your plan, go to Billing → Manage Plan and click "Cancel Subscription" or "Change Plan". Your current plan remains active until the end of the billing period. Data is retained for 90 days after cancellation — contact support to request a full data export before cancelling.

Settings

Access Settings from the bottom of the left sidebar or the top-right profile menu.

Profile & Language

Under Profile, update your name, email, and profile photo. Use the Language selector to choose the default language for new weddings. UnityVows supports 19+ languages including English, Hindi, Tamil, Spanish, French, German, Italian, Portuguese, and more.

Media Uploads

Under Media, upload images used across your planner branding. There are four dedicated upload slots:

• Overview Background — used on the wedding overview page (16:9 ratio).
• Couple Photo — the main couple portrait.
• RSVP Cover — shown at the top of the guest-facing RSVP page.
• Accommodation Cover — shown on the accommodation page.

Notifications

Under Notifications, control what emails UnityVows sends you:

• Weekly Digest — a summary of RSVP changes, tasks due, and budget updates sent every Monday.
• RSVP Alerts — instant notification when a guest submits their RSVP.
• WhatsApp Updates — delivery and read receipts via WhatsApp (requires WhatsApp integration).

Workspace Persona

Your workspace adapts to how you use UnityVows. Pick a type in Settings — it changes only what is shown, never your data.

• Couple — planning your own wedding: business tools (leads, automations, analytics, client invoicing) are hidden.
• Independent planner — full wedding-ops plus business basics; agency-scale tools stay behind 'Show advanced tools'.
• Agency / Studio — the full footprint including partner affiliations and cross-wedding analytics.

Team & Collaborators

Under Staff, invite team members to collaborate on a wedding. Each team member is assigned a role:

• Admin — full access to all modules and settings
• Planner — access to all wedding modules, cannot change billing
• Staff — limited access, suitable for coordinators and assistants
• Vendor — access only to the Vendor Portal view

1. 1Go to Settings → Staff.
2. 2Click "+ Invite".
3. 3Enter the team member's email and select their role.
4. 4They'll receive an invitation email to create their account.

Permissions Management

The Permissions Management hub (Settings → Permissions Management) gives you one place to control all visibility — for staff, the client portal, and policies. All staff start blocked by default — enable only what each person needs.

• Financial Information — invoices, payments, budget lines, ledger data.
• Vendor Information — vendor list, details, bookings, milestones.
• Vendor Contracts — contract documents and vendor invoices (PDFs).

Branding

Branding settings let you customise the look of your wedding documents, invoices, client portal, and client intake journey with your own logo and colours. Intake invite and confirmation emails and the public intake page use brandName, brandLogo, and brandColors.primary from your Planner record (see Client intake → Branding).

1. 1Go to Settings → Branding.
2. 2Upload your company logo (displayed on invoices, quotations, the client portal, and client intake invite/confirmation emails).
3. 3Set your primary and accent colours to match your brand identity.
4. 4Changes apply immediately to all generated documents, the client-facing portal, and new client intake emails and public intake pages.

Webhooks

Webhooks let you connect UnityVows to external services by sending real-time HTTP notifications when events occur.

1. 1Go to Settings → Webhooks.
2. 2Click "+ Add Webhook" and enter the destination URL.
3. 3Select event types to subscribe to (e.g. guest.rsvp.updated, task.completed, payment.received).
4. 4UnityVows generates a signing secret — use it to verify webhook authenticity.

You can rotate the signing secret, view delivery logs, and send test events from the webhook detail page.

Integrations

UnityVows integrates with popular RSVP and event platforms to import guest data automatically.

RSVPify Integration:

1. 1Go to Settings → Integrations and click "Connect RSVPify".
2. 2Authorise UnityVows via OAuth — you'll be redirected to RSVPify to grant permission.
3. 3Once connected, guest responses from RSVPify sync automatically into your guest list.
4. 4View sync history and trigger manual syncs from the integration detail page.

Joy Integration: If your couples use Joy for their wedding website, you can receive guest updates via the Joy webhook. Configure it in Settings → Integrations → Joy.

GDPR & Privacy

UnityVows is fully GDPR-compliant. You can export your data, delete your account, and manage consent preferences at any time.

• Data Export — download all your personal data as a structured file.
• Account Deletion — permanently delete your account and all associated data.
• Consent Management — review and update your data processing, marketing, and third-party sharing consents.

Access these features from Settings → GDPR & Privacy.

Audit Logs

Audit Logs record every significant action taken in your account — who did what, when, and on which wedding.

1. 1Go to Audit Logs from the sidebar.
2. 2Filter by date range, user, action type, or wedding.
3. 3Each entry shows the user, action (created, updated, deleted), affected entity, and timestamp.

To add a new prospect:

The Prospects module lets you track potential clients from first contact through to a signed wedding. Use it as your sales pipeline before a lead becomes a confirmed wedding.

1. 1Go to Prospects from the left sidebar and click "+ New Prospect".
2. 2Enter the couple's names, email, phone, and estimated wedding date.
3. 3Optionally add notes about budget range, venue preferences, or how they found you.
4. 4Click "Save" — the prospect appears in your pipeline with status "New".

• New — freshly added, no outreach yet.
• Contacted — you have reached out via email, phone, or WhatsApp.
• Qualified — the couple has confirmed interest and discussed requirements.
• Converted — the prospect has been converted into a wedding project. Click "Convert to Wedding" to create the wedding workspace automatically.

To create a quotation:

Quotations let you build itemised cost estimates and send them to prospective couples for approval before they become a confirmed wedding.

1. 1Go to Quotations from the left sidebar and click "+ New Quotation".
2. 2Select the prospect or wedding this quotation is for.
3. 3Add component lines — each line has a description, quantity, unit price, and tax rate.
4. 4The total is calculated automatically including taxes.
5. 5Click "Save" to save as draft.

1. 1Click "Send" to email the quotation to the client.
2. 2The client receives a formatted PDF with your branding.
3. 3Once the client agrees, click "Accept" to convert the quotation into a confirmed wedding with budget lines pre-populated.

To create a report:

The Reports module lets you generate, schedule, and export professional reports covering your weddings, financials, vendors, and guest data.

• Wedding Summary — overview of a single wedding (guests, budget, timeline).
• Revenue Report — income and expenses across weddings for a date range.
• Guest Analytics — RSVP rates, meal preferences, and attendance by category.
• Vendor Spend — payments and outstanding balances by vendor.

1. 1Go to Reports and click "+ New Report".
2. 2Choose a template or start from scratch.
3. 3Set the date range and filters (e.g. specific weddings, vendors).
4. 4Click "Generate" to create the report.
5. 5Export as CSV for further analysis in Excel or Google Sheets.

To browse vendors:

The Vendor Marketplace is a public directory where couples and planners can discover vendors by category, location, and rating.

1. 1Go to Marketplace from the sidebar (or visit /marketplace as a public page).
2. 2Filter by category (Photographer, Caterer, Florist, etc.), location, or price range.
3. 3Click a vendor card to see their full profile, portfolio, reviews, and availability.
4. 4Click "Enquire" to send a lead request — the vendor receives a notification in their portal.

1. 1Go to Settings → Marketplace Profile.
2. 2Add your business description, portfolio images, service areas, and pricing range.
3. 3Your profile appears in search results when planners look for your category.

The calendar supports three views:

The Calendar gives you a bird's-eye view of all your weddings, events, tasks, and meetings in one place.

• Month view — see all weddings and events at a glance.
• Week view — plan your work week with hourly resolution.
• Day view — minute-by-minute schedule for busy wedding days.

The Client Portal gives couples and family members a curated view of their wedding without full planner access.

1. 1Open the wedding and go to Collaborators.
2. 2Click "Invite Client" and enter their email.
3. 3Choose their role (Partner 1, Partner 2, or Family Member) and set permissions — what they can view and edit.
4. 4They receive an email with a secure link to create their account.

• Guest list — view, add, and edit guests (if permitted).
• Budget — view budget summary and cost breakdowns (if permitted).
• Timeline — view the day-of schedule.
• Seating — view and approve seating arrangements.
• Feedback — submit feedback and requests to the planner.

Client portal settings (per wedding)

Client Portal Settings (per wedding) lets the planner owner decide exactly which planning modules are visible to invited collaborators (couples and family members). Every toggle affects that wedding's client portal in real time.

Configurable modules per wedding:

• Guest list — collaborators can view, and optionally add or edit guests.
• Budget summary — shows category totals and spend percentages, not individual vendor amounts.
• Timeline — collaborators see the day-of schedule view, not the internal timeline editor.
• Seating plan — view and optionally approve table layouts.
• Feedback panel — submit requests, notes, and approval decisions to the planner.

1. 1Open the wedding and click Client Portal Settings in the wedding sidebar.
2. 2Toggle the modules you want to expose to collaborators. Changes save automatically.
3. 3Invite collaborators from the Collaborators page — they can only access enabled modules.
4. 4Revisit settings as the wedding progresses — you may want to hide budget and show seating two weeks before the date.

To create an invoice:

UnityVows has a built-in invoicing system that lets you create, send, and track invoices for your planning services.

1. 1Go to Invoices from the sidebar and click "+ New Invoice".
2. 2Select the client or vendor, add line items with descriptions and amounts.
3. 3Set the tax regime (GST, VAT, or none) and payment terms.
4. 4Click "Generate" to create the invoice.

To purchase credits:

Credits are UnityVows's pay-as-you-go currency. Each credit lets you create one wedding project.

1. 1Go to Credits from the sidebar.
2. 2Choose a credit pack (e.g. 5 credits, 10 credits, 25 credits) — larger packs offer better per-credit pricing.
3. 3Complete payment via card, UPI, or netbanking.
4. 4Credits are added to your balance instantly.

View your full credit history — purchases, usage, and any bonus credits — in the Credits page. Each transaction shows the date, amount, and which wedding consumed the credit.

Managing notifications:

The Notification Centre collects all alerts across your weddings — new RSVPs, overdue tasks, vendor messages, payment reminders, and more.

1. 1Click the bell icon in the top navigation to open the notification panel.
2. 2Click any notification to jump directly to the relevant page.
3. 3Use "Mark all read" to clear the unread badge.

Customise which notifications you receive in Settings → Notifications. Toggle categories on or off: RSVPs, Tasks, Vendor Updates, Payments, and System Alerts.