Product help
Request vendor confirmations with a deadline
Product team · Reviewed
title: Vendor confirmation requests and response deadlines description: Ask a specific vendor to confirm or decline an assignment, see overdue responses and stop stale reminders.
Open a wedding's Coordination page and find Vendor confirmations with deadlines. An owner or administrator can choose an active recipient, describe the assignment and set an exact response deadline before that recipient's invitation expires. The deadline entry uses your device timezone; the saved request and notices display it in the wedding's timezone.
This is separate from acknowledging a published schedule or reporting morning arrival. A vendor may acknowledge the schedule while still needing to confirm a particular setup, delivery or service requirement. Each request keeps its own response, deadline, note and version.
The recipient opens their existing private schedule link, reads the request, then confirms or declines with a note. No account or paid seat is required. Possession of that invitation grants its access; it is not proof of personal identity. One recipient cannot read or answer another recipient's request. Late responses remain possible and are marked as received after the deadline in the coordinator's board.
Notifications and follow-up
Leave Send one request notice and the chosen reminder off to share the existing schedule link yourself. Turn it on to approve a request notice and, optionally, one reminder between one and 168 hours before the response deadline. A reminder time that has already passed is skipped. A zero-hour setting disables the reminder.
Notices include the assignment title, deadline and private schedule link. Full assignment details stay in the private portal. Text is preferred when currently opted in; approved email can be a fallback. Existing sender approval, usage enrollment, spending caps, quiet hours, delivery limits and provider activation still apply. The sender does not automatically enroll a recipient or start spending without the business's usage enrollment.
Queued, sent, delivered, failed and uncertain states remain distinct in the board. A queued message is not evidence that a vendor received it. An uncertain SMS attempt is never automatically repeated. Email retries remain bounded by the original provider idempotency window.
Answering, cancelling or changing a request stops its pending notices and reminders. The worker checks the latest request version again immediately before dispatch. Email fallback preserves the same request reference, so it follows the same stop rules. A message already accepted by a provider cannot be recalled.
Changes require a fresh confirmation
Editing a request reissues it against the current published schedule and resets its response to awaiting confirmation. Earlier requests, responses and changes remain in the operation history. A later schedule publication marks existing requests Published schedule changed — reissue request, ends old reminder dispatch and blocks an old response from confirming the changed schedule.
Review affected requests and use Edit / request again deliberately. The app does not assume that a confirmation still applies after a new publication. If the recipient's invitation expires or is revoked, the request remains visible to the business but public access ends. A cancelled request cannot be restored; create a new request.
Filter the board for coordinator follow-up to see pending, overdue, declined and reconfirmation requests. Each wedding supports up to 500 requests. The recent delivery list shows up to 200 messages; the underlying delivery and operation history remain retained.
Activation
/api/v1/vendor-readiness exposes the same named-account management service. Existing coordination workers deliver approved notices; there is no additional provider or schema migration. During the coordinated activation rehearsal, verify opted-in SMS and email fallback, quiet hours, message charges, late delivery callbacks, cancellation before provider dispatch and a publication while a reminder is waiting. Existing morning-of check-ins and arrival states continue independently.