Your shared wedding day-of desk

Open a shared wedding from Workspaces, then choose Open your day-of desk. The desk brings the assignments accepted by your named account into one place: published moments, photography, catering packets and passenger manifests. Its order reflects your workspace’s audience; access always comes from the exact assignment you accepted.

Connect the right people to the right source

The wedding must already have explicit participation from both the source workspace and the recipient’s workspace. A planner or photographer creates the existing scoped coordination or photography source in their private project first. Its workspace owner or administrator can then open Day-of access and invitations, choose that source, select the permitted actions, enter the recipient’s verified account email and preview an expiry.

The preview lists the included information, exact source, recipient, actions and expiry. Approve that review to create an invitation. Copy its invitation address to the intended person. It is an account invitation, not a secret access link: the matching verified account must choose an existing participating workspace and explicitly accept. Switching workspaces does not accept an invitation. An invited collaborator does not become a paid seat automatically.

Catering and transport use their existing issued, claimed assignments. Claim the original invitation with the intended account first, then select it under Catering or Transport in the desk’s access page. Review and connect that exact packet or manifest to your selected participating workspace. Connecting access does not acknowledge its contents.

Named access expires within 30 days and cannot outlast the original source. Reviews expire after 15 minutes. Permissions can only narrow the original source. Changing the source scope, recipient participation or relevant account authorization can invalidate the binding, even when an earlier value is later restored. Ask the source owner for a fresh review.

Now, next and needs attention

The desk’s schedule summary prioritizes moments currently in progress, then upcoming work, using the source timezone and recorded actual times. Earlier and finished work remain available in the full assignment. A moment with ambiguous or invalid local timing asks for review rather than guessing. An overnight schedule stays attached to each moment’s actual date.

Open an assignment to see its complete permitted pages. The summary is deliberately small; it is not the whole runbook. Each source shows its own publication or plan revision. The desk assembles separately authorized source snapshots, not one atomic snapshot of every business’s records.

The owning workspace’s coordinator also sees an overview of its own coordination source: readiness, outstanding acknowledgments, open incidents and pending handoffs. Critical published moments still unacknowledged after five minutes appear in the follow-up count. Large recipient lists are bounded and explicitly labeled; open the source command center for the full workflow.

Schedule, readiness and actual times

A schedule confirmation attaches to the exact published revision. A new publication needs a new confirmation. The desk records your named confirmation separately from any acknowledgment previously made through the original recipient link.

If permitted, update arrival and readiness, report an incident, resolve an incident explicitly assigned to you, or accept and complete an incoming handoff. Reporting an incident does not grant access to everyone’s incident history. If it is assigned elsewhere, its details may no longer be visible to you.

Started now and Finished now record observed times. Corrections require a reason and explicit timestamps. These observations do not change Live Mode status or clear its delay.

Explicit Live Mode status

A source owner can now review Read assigned Live Mode status and, separately, Change assigned Live Mode status in a new named assignment. Writing requires reading. Existing invitations and accepted assignments keep their exact earlier permissions: arrival, actual-time and schedule access do not automatically grant execution access. To add it, the source owner or recipient must first revoke the earlier named binding for that same source and member, then explicitly review, issue and accept a new assignment. Only one binding for the same source and member can be active; the earlier scope and history remain retained.

With read permission, each permitted moment shows Pending, In progress or Done, plus the shared execution revision. With write permission, select its status and choose Save live status. The change updates the same persistent Live Mode state used by the coordinator, survives refresh and is visible to other people with the relevant read permission. It does not publish a new schedule or create an observed start or finish timestamp. You can deliberately reopen a Done moment.

Status updates check both the publication you reviewed and the current execution revision. If another teammate updates either, refresh before making a new change. Unknown responses use the existing Check the same saved request recovery. Neither the current clock nor a recorded actual finish marks a moment Done. A Now label describes scheduled or observed timing; Live Mode status is a separate explicit team update.

Done keeps a moment’s scheduled time during a later Live Mode delay, as do fixed anchors. If changed dependencies would require moving a completed moment or a fixed anchor, the coordinator must review that conflict before a new timing publication can proceed. Photography coverage and transport keep their independent source times. Named execution permission does not grant delay, draft, reset or whole-wedding controls.

Photography without exposing the private plan

The photography assignment shows only its source’s permitted shots, shared family groups, coverage, blocks and location notes. Family inclusion is an explicit source permission. Private relationship records, crew records and other photographers’ restricted assignments are not included.

Completion and reopening require the current item generation, fingerprint and progress revision. If another person changes the plan or progress, refresh and review the current item. Retrying the same confirmed request does not complete it twice. Older imported progress keeps its original state without inventing a named author or completion timestamp.

Protected reference images are fetched through current named access. The image must still belong to a visible shot, match the retained file length and checksum, and be an accepted JPEG, PNG, WebP or AVIF no larger than 20 MiB. Access is checked again after storage responds. The browser receives verified image bytes with private, no-store headers, never the storage download address. An unavailable image needs the source owner to repair or renew it.

Photography coverage and blocks retain their own times. Delaying the ceremony by 20 minutes updates the published coordination source; it does not silently shift a photographer’s coverage plan or a transport manifest. Review those independent sources deliberately.

Catering and transport confirmations

Catering opens the exact issued packet, including its permitted menu, totals, named guests, dietary notes and seating. Review every guest page before acknowledging. A changed source marks an earlier packet clearly; its previous acknowledgment remains evidence for that earlier version. Request a reviewed replacement from the coordinator.

Transport opens the exact current manifest. Review the route, driver instructions, times and every passenger page before acknowledging. Boarding changes require the current manifest, boarding permission, its acknowledgment and an open boarding state. The coordinator controls departure and arrival. The desk does not grant those owner controls to a driver.

Refresh, interruption and recovery

When live delivery is activated, saved schedule, execution, photography, catering and transport changes refresh your accepted assignments through short-lived, subscribe-only channels. The channel carries only an empty refresh signal; each data read checks current permissions. While online and visible, the desk also checks for fresh source information every 15 seconds to recover missed events. Automatic refresh pauses while you edit an input or recover an uncertain command. Refresh now requests a fresh view. The confirmed timestamp remains visible, including when a connection fails.

This desk is an online workflow. When offline, it shows the previously loaded view and disables updates. It does not queue local changes, promise push delivery, or expose another business’s workspace channel. Assignment channels are isolated and contain no record content. Reconnect and refresh before continuing. Use the source product’s existing printable material for a separate backup; the desk does not create a new offline packet.

If a response is interrupted, choose Check the same saved request. While this page remains open, the original command and request ID stay frozen until its outcome is known. They are not stored across a hard reload or device restart. After leaving the page, inspect the current source state before beginning a fresh change. Do not create a second action to guess whether the first worked. A stale revision requires a fresh view. Confirmed loss of access removes the assignment’s controls and content; an expired continuation also asks you to refresh its first page.

Revoke or leave access

Open Day-of access and invitations → Your retained assignments. Source workspace owners and administrators can revoke their issued assignments; recipients can leave their own named assignments. A reason is retained with the change. Prior completion and acknowledgment evidence remains intact.

Revoking a named assignment does not revoke an older bearer link. Those original links remain controlled separately at their source. Business departure, removed participation, source changes and permission revocation are checked on subsequent reads and actions. This desk never grants access to another business’s CRM, invoices, payments or private notes.

Lists show at most 20 assignments or source choices per page. Detailed photography pages show up to 30 records in each section; catering and transport pages show up to 50 guests or passengers. Each wedding retains at most 200 named bindings, including revoked history. Contact support if this retained limit is reached. New access reviews are limited to 20 per operator per minute and 25 active unconsumed reviews for that operator and source workspace.

Setup and availability

The named desk uses the existing application, database and source workflows. Live provider messaging, deployment and integration activation remain part of the coordinated setup phase. An acknowledgment is an application record; it is not evidence that a carrier delivered a text or that every participant saw a notification.

Send the right update from the command center

The owning business's day-of desk links to Review an email or text update. Choose the published roles and channel, write the delay or coordination note, then inspect every enrolled recipient and their actual message before approving. Email copies are addressed individually, so recipients cannot see anyone else's address. Text review shows the maximum segment cost. A new publication, revoked permission, changed contact/consent, changed sender or expired review stops an old unsent broadcast.

Team chat & delay notes opens only conversations you have personally joined for this wedding. Create a named conversation and invite the relevant team members when a decision needs discussion. Chat messages and their optional notifications retain the existing review step; opening the desk does not enroll people into a group or send a message. A chat note does not change the published timeline automatically.

Copies for both partners

In the owning Coordination page, use Keep both partners in the loop to select each partner's personal schedule recipient. Each must have their own email address and opt into operational email updates. On publication, each selected person receives one change-summary email with a CSV copy of the moments they are permitted to see. This replaces that person's ordinary change message, avoiding a second duplicate update. Their existing independent timeline review approvals remain separate.

The attachment freezes the published revision; the private schedule link shows the current schedule. CSV copies contain dates, times, timezone, titles, durations and locations from the public schedule projection, with no private business notes. Later material changes require a new acknowledgment. Saving an unpublished draft does not send a copy.

The morning check-in

An administrator can enable morning check-ins for selected vendor roles and choose a time in the wedding's timezone. The system queues one request per recipient and local day, before their first permitted assignment. It uses opted-in text delivery when available, with the existing opted-in email fallback. The message identifies the first assignment and location, then links to arrival and readiness controls.

Quiet hours, sender activation, suppression, usage enrollment and spending caps still apply. A local time after the first assignment is skipped. A new published revision replaces obsolete unsent work; an already attempted check-in is not automatically duplicated. The delivery log distinguishes queued, accepted, delivered, failed and uncertain. A provider accepting a message does not mean the vendor has checked in.

Changing preferences or arriving on site for that day cancels an obsolete check-in at dispatch. These workflows require real email/SMS sender activation and sandbox verification during the coordinated setup phase.