Help Center

Welcome to SeatLink!

SeatLink is a comprehensive event seating management platform designed to make organizing weddings, parties, corporate events, and other gatherings easy and stress-free.

Creating Your First Event

1. Click the "+ New Event" button in the header
2. Enter your event name (e.g., "John & Sarah's Wedding")
3. Select the event date
4. Add Event Hosts name - this is recommended as all invitation and thank you emails will be signed with this name
5. Optionally add venue name and address
6. Set Number of Tables and Default Table Capacity - these can be changed later in Event Settings
7. Click "Create Event"

Your event will appear in the Events Dashboard. Click on it to start managing guests and tables.

Understanding the Dashboard

The main dashboard shows all your events as cards. Each card displays:

• Event name and date
• Guest count - total guests invited
• Table count - number of tables created
• RSVP status - confirmed, pending, declined counts

Click any event card to open it and manage seating arrangements.

Navigation Overview

Adding Guests Manually

1. Select an event from the dashboard
2. Click "Add Guest" in the action bar
3. Enter guest details:
   • Full Name (required)
   • Email (needed for RSVP invitations)
   • Quantity (number of seats, e.g., 2 for couple)
   • Group (to link related guests like families)
   • Tags (custom labels like "VIP", "Bride's Side", "Kids")
4. Click "Save"

All Guests List

Click "📋 All Guests List" to open a comprehensive view of all guests:

• Search: Find guests by name instantly
• Filter: By group, tag, table, RSVP status, attendance, or email
• Sort: Click column headers to sort
• Edit/Delete: Quick actions for each guest

Bulk Actions

Manage multiple guests at once from the All Guests List:

1. Open "📋 All Guests List"
2. Use the checkbox in the first column to select guests
3. Use "Select All" checkbox in the header to select all visible guests
4. Choose an action:
   • 🪑 Unassign Selected: Remove table assignments (guests become unassigned)
   • 🗑️ Delete Selected: Permanently delete selected guests

Groups vs Tags

Understanding the difference:

• Groups: Link related guests who share one invitation (e.g., "Smith Family"). Great for families or couples who RSVP together.
• Tags: Categories for organization (e.g., "VIP", "Bride's Side", "Kids", "Vegetarian"). One guest can have multiple tags. Used for auto-seating rules.

Importing Guests

1. Click "📥 Import/Export"
2. Download the CSV template for the correct format
3. Fill in your guest data in Excel/Google Sheets
4. Save as CSV format
5. Upload the CSV file
6. Review and confirm import

Creating Tables

1. Click "+ Add Table" in the action bar
2. Set table number
3. Enter capacity (number of seats)
4. Optionally give it a name (e.g., "Kids Table", "VIP")
5. Click "Create Table"

Tables appear as cards in the main view. Each shows capacity and current guests.

Table Names & Auto-Detection

Give tables meaningful names to help with auto-seating:

• "Kids" or "Kids Table" - Auto-seats guests tagged "Kids"
• "VIP" - Auto-seats guests tagged "VIP"
• "Bride's Side" - Auto-seats guests with matching tag

Drag & Drop Seating

The easiest way to assign seats:

1. Find unassigned guests in the "Unassigned Guests" section
2. Drag a guest name to a table card
3. Drop them on the table to assign
4. The guest count updates automatically

Moving Guests Between Tables

To move a guest to a different table:

• Drag & Drop: Simply drag from one table to another
• Edit Guest: Click edit and change the table number
• Unassign: Drag to "Unassigned Guests" section

Table Capacity Warnings

Tables change color based on capacity:

Renumbering Tables

To change table numbers in sequence:

1. Click "Renumber Tables" in the action bar
2. Enter the starting number (default: 1)
3. Tables will be renumbered sequentially

Overview: Three Seating Options

SeatLink offers three flexible ways to assign guests to tables:

🪄 Standard Auto-Seating

Best for: Quick, rule-based assignments with predictable results.

1. Click "🪄 Auto-Seat" in the Actions section
2. Configure your preferences:
   • Keep groups together: Members of the same group stay at one table
   • Skip already-assigned: Only assign guests without a table (uncheck to reassign everyone)
   • Confirmed RSVPs only: Only seat guests who have confirmed attendance
3. Optionally add Tag-to-Table rules (e.g., "VIP" → Table 1)
4. Click "Preview Assignments" to see proposed seating
5. Review the preview - uncheck any guests you don't want to move
6. Click "Apply Assignments"

🤖 SMART AI Auto-Seating

Best for: Complex seating requirements with natural language instructions.

1. Click "🤖 SMART Auto-Seat" in the Actions section
2. Configure options:
   • Skip already-assigned: Keep existing assignments (AI considers them for context)
   • Confirmed RSVPs only: Only seat confirmed guests
3. Enter Special Instructions in natural language (optional):
   • "Keep the Smith family away from the Johnsons"
   • "Seat VIPs closest to table 1"
   • "Put all colleagues together"
   • "Kids should be near the exit"
   • "Separate ex-couples"
4. Click "🤖 Generate AI Suggestions"
5. Review the AI's explanation of its seating strategy
6. Preview assignments and adjust as needed
7. Click "Apply Assignments"

Preview & Selective Apply

Both auto-seating options show a preview before applying:

• Review assignments: See which guest goes to which table
• Uncheck guests: Exclude specific guests from being moved
• Per-table counts: See how many seats will be used at each table
• Over-capacity warning: If unchecking guests causes over-capacity, you'll see a confirmation

Tips for Best Results

• Use meaningful table names: "Kids Table", "VIP", "Bride's Side" help auto-detection
• Tag your guests: Add tags like "Kids", "VIP", "Colleague" for better grouping
• Use groups: Link family members with the same group name
• Start with standard Auto-Seat: Save AI calls for complex situations
• Bulk unassign first: If reorganizing, unassign everyone from All Guests List first

Email Center Overview

The Email Center is your hub for all guest communications. Access it by clicking "📧 Email Center" from any event.

The Email Center has 5 tabs:

• ✉️ RSVP Invitations: Send initial event invitations with RSVP links
• ⏰ Reminder: Send reminders about the upcoming event
• 📝 Change Notice: Notify guests about event changes (date, venue, etc.)
• ❌ Cancellation: Send cancellation notices if event is cancelled
• 🙏 Thank You: Send thank you messages after the event

RSVP Status

Each guest has an RSVP status:

Track responses from your event dashboard summary.

Sending RSVP Invitations

1. Select an event
2. Click "📧 Email Center"
3. Stay on the "✉️ RSVP Invitations" tab
4. Select guests to invite (checkboxes)
5. Click "📧 Send Invitations"

Guests receive a professional email with a unique RSVP link.

Sending Reminders

The system will alert you when it's time to send reminders:

• 7-14 days before: First reminder recommended
• 3-5 days before: Final reminder recommended
• Less than 2 days: Reminder tab is locked (too late)

You'll see notifications in your bell icon (🔔) and an alert banner on the event dashboard when it's time to send reminders.

Event Changes & Cancellations

Change Notice: If event details change (new venue, different time, etc.):

1. Go to Email Center → "📝 Change Notice" tab
2. Describe what changed in the text field
3. Select guests to notify
4. Guests receive updated details and can change their RSVP

Cancellation: If you need to cancel the event:

1. Go to Email Center → "❌ Cancellation" tab
2. Select guests to notify
3. Confirm and send (this action shows a warning)

Thank You Emails

After your event, send thank you messages to guests who attended:

1. Go to Email Center (available after event date)
2. Click the "🙏 Thank You" tab
3. Only confirmed guests are shown
4. Select recipients and send

Customizing Email Templates

Customize how your emails look:

1. In Email Center, click "⚙️ Templates"
2. Select template type (Invitation, Reminder, etc.)
3. Customize header color, greeting, message, button text
4. Use variables like {guest_name}, {event_name}, {event_date}
5. See live preview on the right
6. Click "Save Template"

How Guests RSVP

When guests receive their invitation:

1. They click the RSVP link in the email
2. They see event details and their information
3. They select "Accept" or "Decline"
4. They can adjust quantity (number attending)
5. Their response is saved automatically

Resending Emails

All email types can be resent:

1. Go to the appropriate tab in Email Center
2. Look in the "Already Sent" section
3. Select guests who need the email again
4. Click the resend button

Print Options

Click "Print Event" to access printing options:

• Seating Chart: Full overview of all tables and guests
• Guest List: Alphabetical list of all guests with details
• Table Cards: Individual cards to place on tables
• Name Cards: Place cards for each guest

Print Tips

• Use landscape orientation for seating charts
• Check "Print backgrounds" in browser settings for colored elements
• Preview before printing to check formatting
• Export to PDF for sharing digitally

Getting Started

The Visual Floor Plan Editor lets you create a digital layout of your event venue. Design your space by adding tables, dance floors, bars, and other venue elements.

To Access: From your event dashboard, click the "🗺️ Floor Plan" button in the event header.

Element Categories

The sidebar palette contains 22 element types organized into 4 categories:

📍 Tables (5 types)

• Round Table: Classic circular seating (80x80px default)
• Rectangle Table: Standard rectangular table (120x60px)
• Square Table: Square bistro table (70x70px)
• Oval Table: Elongated oval shape (120x70px)
• Half Round: Sweetheart or head table (100x50px)

🎪 Venue Features (8 types)

• Dance Floor: Main dancing area (200x200px)
• Stage: Performance or ceremony platform (250x100px)
• Bar: Drink service area (150x50px)
• Buffet: Food service table (180x60px)
• DJ Booth: Music and entertainment (100x60px)
• Photo Booth: Guest photo area (100x100px)
• Gift Table: Present collection area (120x60px)
• Cake Table: Dessert display (80x80px)

🏗️ Structure (7 types)

• Entrance: Main entry point (80x40px)
• Exit: Emergency or secondary exit (80x40px)
• Column: Structural pillars (40x40px)
• Wall: Room dividers or boundaries (150x20px)
• Stairs: Level changes (80x60px)
• Restroom: Guest facilities (80x60px)
• Kitchen: Catering prep area (120x80px)

🌿 Decorative (2 types)

• Plant: Greenery or floral displays (50x50px)
• Fountain: Water features (80x80px)

Adding & Positioning Elements

Method 1: Drag & Drop

1. Click and hold an element in the left sidebar palette
2. Drag it onto the canvas
3. Release to place it

Method 2: From Event Tables List

1. Scroll to "Event Tables" in the sidebar
2. Drag a table name directly onto canvas
3. A linked table element is automatically created

Moving Elements:

• Mouse: Click and drag to move
• Arrow Keys: Move by grid increments (20px)
• Shift+Arrows: Move 1 pixel for fine control

Element Properties

Click any element to open the Properties panel on the right:

Available Properties:

• Label: Custom text displayed on element
• Linked Table: Connect to event table (tables only)
• Width & Height: Adjust dimensions
• Rotation: Rotate by preset angles (0°, 45°, 90°, etc.) or free rotation
• Color: Custom background color with color picker

Linking Tables to Show Guest Count:

1. Select a table element on canvas
2. In Properties panel, click "Linked Table" dropdown
3. Choose an event table number
4. Element now shows: Table name, Guest count, Capacity

Selection & Multi-Select

Single Selection:

• Click any element to select it
• Selected elements show blue border and resize handles

Multi-Selection Methods:

• Rectangle Select: Click and drag on empty canvas to draw selection box
• Shift+Click: Add/remove individual elements from selection
• Ctrl+A: Select all elements on canvas

Multi-Select Actions:

• Move Together: Drag any selected element to move all
• Delete Multiple: Press Delete key to remove all selected
• Copy/Paste: Duplicate multiple elements at once

Resizing & Rotating

Resizing Elements:

• Select element to show 4 corner resize handles (blue circles)
• Drag any corner handle to resize
• Or edit Width/Height directly in Properties panel

Rotating Elements:

Method 1 - Preset Angles:

1. Select element
2. In Properties panel, use Rotation dropdown
3. Choose: 0°, 45°, 90°, 135°, 180°, 225°, 270°, 315°

Method 2 - Free Rotation:

1. Select element
2. Check "Free" rotation checkbox
3. Use slider for any angle (0-360°)

Keyboard Shortcuts

Click the ❓ Help button in the header for complete list. Essential shortcuts:

View Controls

Grid Display:

• Press G or use View menu → Toggle Grid
• Grid helps align elements to 20px increments
• Elements snap to grid when placed or moved

Zoom Controls:

• Zoom In: View menu → Zoom In
• Zoom Out: View menu → Zoom Out
• Reset: View menu → Reset Zoom (100%)

Background Settings:

• Background Image: Upload venue photo as reference (View menu)
• Background Color: Change canvas color (View menu)
• Opacity: Adjust background image transparency

Auto-Place Tables

Automatically arrange all event tables on the canvas:

1. Click Actions menu → Auto-Place Tables
2. All your event tables are placed in a grid layout
3. Tables are automatically linked and show guest counts
4. Manually adjust positions after auto-placement

Saving Your Floor Plan

• Click 💾 Save button in header
• Or press Ctrl+S keyboard shortcut
• Floor plan is saved to database per event
• Loads automatically when you reopen Floor Plan Editor

Export & Printing

Export as Image:

1. Click 📷 Export button
2. Choose export mode:
   • Full Floor Plan: Export entire canvas (1200x800px)
   • Select Area: Click and drag to select region to export
3. Toggle options:
   • Show/hide element labels
   • Show/hide capacity numbers
4. Click Download PNG

Print Floor Plan:

1. Click 📷 Export button
2. Select print options
3. Click 🖨️ Print
4. Use browser print dialog to adjust settings

Tips & Best Practices

• ✅ Start with venue structure (walls, entrances) before adding tables
• ✅ Use background image of actual venue for accurate placement
• ✅ Link all table elements to show live guest counts
• ✅ Leave adequate space between tables for guest movement
• ✅ Place dance floor central and accessible from all tables
• ✅ Position bar/buffet away from entrances to avoid congestion
• ✅ Mark exits clearly for safety compliance
• ✅ Use multi-select to move related elements together
• ✅ Save frequently (Ctrl+S) to avoid losing work
• ✅ Export final layout to share with venue coordinators

Troubleshooting

Element won't move to edge:

Rotated elements have boundaries based on their bounding box. This prevents corners from extending outside the canvas.

Can't find element on canvas:

Press Ctrl+A to select all elements. Selected elements show blue borders.

Changes not saving:

Click 💾 Save button or press Ctrl+S. Confirm you see "Floor plan saved" notification.

Grid not snapping:

Press G to enable grid. Elements snap to 20px grid when grid is visible.

Guest Check-In Overview

The Guest Check-In feature helps you track attendance at your event in real-time. Use it on the day of your event to:

• Mark guests as arrived when they enter
• Scan QR codes from invitation emails for quick check-in
• Track how many guests have arrived vs. expected
• View real-time attendance statistics

Using the Check-In Dashboard

The Check-In dashboard shows all confirmed guests with real-time statistics:

• Progress Ring: Visual display of check-in progress percentage
• Guests Here: Number of guests who have arrived
• Remaining: Guests still expected to arrive
• Recently Arrived: Live feed of the last 5 check-ins

Filtering & Sorting

• All / Pending / Arrived: Filter guests by check-in status
• Sort by Name / Table: Organize the guest list
• Table Filter: View guests from a specific table
• Search: Quickly find any guest by name

QR Code Check-In

Each guest invitation email includes a unique QR code for fast check-in:

1. Click the QR scanner button (green icon) in the Check-In page
2. Point your device camera at the guest's QR code
3. The guest is automatically identified
4. Confirm check-in with one tap

Kiosk Mode

Kiosk Mode lets guests check themselves in without host assistance. Perfect for larger events!

Setting Up Kiosk Mode

1. From the Check-In page, click "📱 Kiosk"
2. Choose how to access kiosk mode:
   • Open with PIN: Opens kiosk directly (requires PIN to exit)
   • Email Me Link: Sends a secure 24-hour link to your email
   • Send to Another Email: Send the link to a different device/email
   • Copy Link: Copy the secure link to clipboard
3. Open the kiosk link on your event tablet or phone

Kiosk Features

• Large Scan Button: Guests tap to scan their QR code
• Manual Search: Guests can find their name and check in
• Welcome Modal: Confirms check-in with table assignment
• No Exit Without PIN: Prevents guests from navigating away
• Secure Token Links: No login required, links expire in 24 hours

Print Name Badges

Create professional name badges for your guests:

1. From the Check-In page, click "🏷️ Print Badges"
2. Select which guests to include (all, checked-in, or pending)
3. Choose badge size and layout
4. Print directly or save as PDF

Undoing a Check-In

Made a mistake? You can easily undo a check-in:

• Find the guest in the "Arrived" filter
• Click the "Undo" button next to their name
• The guest returns to "Pending" status

Quick Actions

Contact Support

If you couldn't find the answer you're looking for:

• Email us with your question
• Include screenshots if reporting an issue
• Describe the steps that led to the problem

Feature Requests

Have an idea to make SeatLink better? We'd love to hear it! Send us your suggestions and we'll consider them for future updates.