Link the people and equipment behind a wedding timeline

A ceremony at 4:00 p.m. can require its speaker and coordinator before guests arrive. In Wedding-day coordination, enable linked resources for the draft, then open a moment’s Linked people, equipment and preparation panel. Existing published versions retain their original contents.

Start with current records

Create location labels for this wedding. Those labels appear on assigned schedules, so use a helpful public name such as “Juniper garden.” Private commercial notes and document details stay in their existing private records.

Select crew calls that the named crew member has already accepted. The current call revision must cover the entire interval, including preparation and teardown. The timeline checks recorded time off, positive availability where configured, required document reviews and appointments. It does not create a second crew offer, change a rate, accept an offer for someone, or write a timesheet. A warning explicitly identifies a crew record without positive availability.

Choose equipment quantities from this workspace’s inventory and vendors already marked Booked on this wedding. This links a vendor record; it does not reserve the vendor’s separate business inventory or copy their price and private notes into a shared schedule.

Give preparation real time

Enter setup before the moment and teardown after it. The existing “Buffer after” field remains a separate buffer. Travel is an explicit estimate: choose the preceding moment, its linked origin, a linked destination and travel minutes. The predecessor becomes a dependency.

For example, a 4:00–4:30 ceremony with 15 minutes of setup and 10 minutes of teardown protects 3:45–4:40. If the same coordinator travels for 20 minutes and then needs 15 minutes to prepare the reception, that reception cannot start before 5:15. A fixed 5:00 reception is a conflict to resolve, rather than an instruction to shorten the journey.

Travel estimates are entered by the operator. There is no traffic prediction. Equipment quantities are a pool; select any required equipment travel explicitly. Exclusive crew members moving between different linked locations need the corresponding travel predecessor. Overnight work uses elapsed minutes, and ambiguous or skipped daylight-saving start times require an unambiguous time.

Preview, then publish

Save the draft and choose Review publication and recipients. The preview lists protected intervals, equipment quantities, retained reservations, warnings and conflicts. Saving, previewing, keeping a scenario and restoring a draft do not reserve equipment or send updates.

Publication rechecks the current sources and stock while holding the same capacity locks used by appointments and inventory. A changed source or someone taking the last available unit requires a new review. Successful publication creates actual inventory reservations and movement history in the same transaction as the published version. Unchanged requirements keep their existing reservations. A changed unprepared requirement releases its old reservation and creates the replacement atomically.

Packed or checked-out equipment cannot silently move or disappear because someone shifts a timeline. Resolve the physical custody record and review again. Inventory cancellation and substitution cannot bypass the currently published timeline requirement; packing, checkout and actual returns remain in the inventory workflow.

Changes during the day

A Live Mode delay checks the new protected intervals before committing the delay and publication. A shortage leaves the prior publication and live state in place. Quiet draft edits remain separate. Published schedule updates still follow each recipient’s own scope and preferences; delivery depends on the configured provider and its receipts.

Restoring an old scenario produces a new draft. Archived locations, changed vendor sources and crew calls awaiting reconfirmation need current selections. Old published snapshots and allocation history remain available; restoring is not a way to recreate a revoked source.

Access and limits

A current named full workspace operator in the wedding’s owning business reviews private linked resources. Limited collaborators and shared schedule links see their permitted moment titles, times and location labels, without resource IDs, inventory details, crew document contents, rates or vendor commercial notes. Scoped API keys cannot perform the named-operator resource workflow.

The editor shows up to 300 active choices per category and identifies that limit when reached. A timeline supports up to 500 moments and 1,500 linked assignments. A single moment supports up to 30 crew calls, 30 equipment collections and 30 booked vendors. Capacity is checked against current records; it is not a guarantee that an independent supplier will arrive or that an unrecorded booking does not exist.