Coordinate meals, rooms, transport and guest updates

A wedding's Hospitality page brings invitation corrections, menus, hotel allocations, shuttle manifests, guest support, wedding-party profiles, and thank-you tracking together. The owning workspace controls which connected businesses can use each section. Guest access uses a private household invitation, so a family only sees its own replies, bookings, and support details.

Set up a private welcome

Create households and event invitations in Guest Hub. Choose the main event explicitly: its responses feed the wedding's seating and meal totals. Other events keep independent responses. In Hospitality → Guest information, enable the private Guest Hub and enter the welcome, parking, weather, accessibility, and emergency instructions guests should see.

The private host emergency plan stays in the owning workspace. Practical support needs and emergency contacts are shared only with the household and teams you explicitly authorize for Guest support. Avoid recording unnecessary medical history.

Correct a reply or replace a lost invitation

In Guest replies, open the guest and event, record the corrected answer, and explain why the host is making the change. A newer guest reply prevents an old open form from overwriting it. Closed responses require an explicit host override. Clearing a response returns that invitation to awaiting reply; previous values remain in the audit trail.

Replace an invitation link creates a new private link and invalidates the old one. Copy the replacement when it appears. A revoked invitation needs an explicit restoration. Replacing a link does not automatically email it; send it through your approved communication process.

Only reviewed, approved household addresses appear in the address export.

Plan and approve a menu

Build courses and dishes, mark selections, and define the meal labels guests can choose. Saving changes creates a new draft revision without changing the current invitation. Create private review links for the couple and caterer. Each link shows a frozen revision and records the reviewer's typed name and decision; possession of this link is the approval authority, so share it carefully.

Publish after the current revision has couple approval and any requested changes have been resolved. A later edit requires fresh review. Publishing changes available invitation meal choices. Choices that guests already selected keep their historical labels; retire an old choice and add a replacement when needed. The catering report flags retired selections that need follow-up and includes attending totals, meals, dietary needs, and table names.

Track hotels and shuttles

Add hotel contact details in the wedding overview, then create room blocks with dates, a nightly capacity, booking deadline, room type, rate, and currency. Planned and confirmed stays count against each overlapping night; checking out frees the room for that night's next arrival. Guests can track their household's stays and hotel confirmation codes. These records do not book or charge the hotel.

Create shuttle runs with the departure timezone, arrival, capacity, and wheelchair places. A wheelchair place also occupies a passenger seat. A household can reserve or cancel seats for invited members until the run departs or boarding begins. Hosts manage check-in and boarding and can print a named manifest. Manifests include driver contacts, but exclude private host notes and guest emergency information.

Introduce the wedding party and finish thank-yous

Party members have a guest-facing introduction and portrait, separate from private contact details and notes. Only profiles marked visible appear in the Guest Hub. Uploaded portraits have embedded location metadata removed from the shared copy.

Gift values, household links, note drafts, and thank-you tracking stay in the owning workspace. Saving a draft never sends it. Mark a thank-you sent after mailing the card or sending it through your chosen channel. Gifts can also be imported with preview, duplicate checks, and protected undo through Imports.

Moderate messages and media

Host announcements appear to all invited households or the guests invited to one event. Host replies can target a single household. Guest messages to the host remain private; guest posts intended for other guests wait for approval. Hosts can approve, hide, or reject submissions. This is an asynchronous message board: refresh to see new posts. Posting here does not send email, SMS, or push notifications.

Guest photo and short-video uploads are capped at 8 MB per file, plus configurable household and wedding allowances. The owning workspace must have storage and usage spending activated. JPEG, PNG, WebP, HEIC/HEIF, MP4, QuickTime, and WebM inputs are accepted for processing; actual codec support is verified during processing. Unsupported or damaged files remain unavailable and show a retry option.

Originals stay private. Guests and moderators preview processed copies with embedded metadata removed. Uploading a file does not post it: select a ready file, choose its audience, and submit a caption for moderation. A household can remove its files at any time. Newly uploaded files expire after the host's configured retention period, between 7 and 365 days. Existing uploads keep their original expiry dates. Removing or expiring a file immediately stops application access; durable cleanup retries storage deletion. Guest and moderator previews use current private access on every request; previously downloaded copies cannot be recalled.

For the complete website-session and invitation upload workflow, see Private guest photo sharing. Posts and upload history have independent page controls, including removed and expired upload history.

If confirmation is interrupted, retry the same selected file to recover its existing upload. Quota and spending reservations remain in place while the storage outcome is unknown. Processing can resume after worker interruption. Hosts can inspect failed submissions and remove unwanted files. Usage already incurred is not refunded by deleting an upload.

Share only the sections another team needs

In Section access, an owner or administrator can grant separate viewing and editing rights to active connected workspaces. For example, a caterer can receive menu and named dietary-report access without seeing gifts, private CRM, finances, household messages, or support records. Guest Support and Guest Hub permissions expose sensitive information and require their own explicit grants. Limited contractors do not inherit these business-level grants.

Storage credentials, usage prices, provider permissions, and background processing still require the coordinated production activation rehearsal. Development tests use isolated databases and deterministic storage responses; they do not establish production delivery or codec readiness.

One Guest Hub through either private entry

A household can use its original invitation or open a cookie session from the wedding website with its private invitation link or code. Both paths now offer permitted hotel stays, shuttle reservations, support details, wedding party portraits, messages and moderated photo sharing. Website access still requires the host’s guest-entry setting and an active invitation; published wedding content never supplies those private credentials.

Replies inside a published conversation keep the same audience as the original message. Household-to-host replies stay private; messages for wider invited audiences follow host moderation. The shared memories view shows approved photos and videos for the household’s permitted audience separately from its private upload history. Older shared posts remain in paginated message history.

After creating or replacing a household invitation, choose Create a private invitation QR to generate and download its QR on your own device. No third-party QR service receives the invitation. Its access ends when the underlying link is revoked or replaced. This QR belongs only on that household’s invitation, not a public venue sign.

Guests can choose Add Guest Hub to this device. Supported browsers offer installation; Safari and other browsers show their home-screen steps. The shortcut opens the current private invitation. Its service worker uses the network and stores no guest information for offline use. If the device is offline, it displays a reconnect message and does not imply that an RSVP or reservation was submitted. Invitation revocation and website session expiry still apply after installation.