This guide focuses on working with a wedding timeline inside EventSync Workspace. If you are still choosing a starting schedule, compare six complete wedding timeline examples, download an editable timeline template, or try the free wedding timeline builder.
Continue your free timeline in Workspace
If you already made a draft with the free EventSync wedding timeline builder, you can carry it into Workspace and keep working from there. You do not need to retype the schedule.
- Review the builder draft and choose Continue this plan in EventSync. Keep that tab open until the transfer finishes.
- Sign in to Workspace if needed, then choose the wedding that the plan belongs to, or create your first planning wedding. Free accounts have one planning wedding, so use the existing one if you have already created it. Check the wedding date.
- Review every imported item. Confirm the times, titles, locations, notes, assignments, and types before saving anything to the wedding. Check protected anchors too; builder protection notes do not automatically recreate every lock setting.
- Save the reviewed draft, then open a run-sheet item to continue editing. Changes you make later in the builder are a separate draft; they do not automatically update the saved Workspace timeline.
If the browser cannot transfer the draft, use Download CSV and follow the existing-timeline import steps. A PDF or timeline from another tool uses that import route too.
For a simpler wedding, use Scope to hide tools you do not need. Your saved information remains available, and Run Sheet, Checklist, Team, and Day-Of foundations stay in place. The question-mark Help offers short lessons, including a player you can keep open while you work.
Watch: Move Your Free Wedding Timeline into EventSync Workspace
2:25 · Actual interface · Fictional training wedding · AI-narrated with reviewed English captions.
Watch this tutorial on YouTube
Read the walkthrough transcript
Start with the free EventSync wedding timeline builder. Enter your names, wedding date, and the key timings you already know. Then choose Build timeline. This creates a starting schedule you can adjust before bringing it into Workspace.
Add the details that make the plan useful to someone else. Here, the ceremony is on the Garden lawn, and the note says guests should be seated ten minutes beforehand. Check the rest of your schedule, too, including the gaps between activities.
Choose Continue this plan in EventSync. Keep the builder tab open while Workspace receives the draft. Sign in if needed, then choose the wedding this plan belongs to. If you already have your free planning wedding, use that existing wedding.
For a first wedding, choose Create a wedding, then review. Confirm the wedding name and date, add your venue, and choose Create planning workspace. Creating the wedding does not import the timeline or invite anyone. Your draft opens for review first.
Review every selected item. Here are the ceremony time, Garden lawn location, and the note we added in the builder. Fill in any missing responsibility, such as Coordinator. Also check fixed blocks, buffers, and protected anchors. Builder protection notes do not automatically recreate every lock setting.
When the review is ready, choose Save to Day-Of Timeline, then open Run Sheet. All fifteen selected items are now here, including our ceremony details. Use Edit to keep refining the saved plan. Later changes in the free builder do not automatically update this Workspace timeline.
You can also keep the workspace simpler. Open Scope and turn off optional tools you do not need right now, then save. Their saved data stays intact, and you can restore the tools here later. Start with your timeline, then add more when it helps your wedding.
1. Confirm the anchors before filling the day
Start with the venue access window, ceremony start, meal service, and venue finish time. Check the actual commitments with the venue, caterer, officiant, and couple. A time becomes an anchor because somebody has confirmed it, not because it looks tidy in a template.
Work backward from each anchor. A 4:30 PM ceremony needs people in position before 4:30. Ask who cues the entrance, when guests should be seated, and when the photographer must finish earlier coverage.
2. Schedule the movement, not just the moments
Include getting between locations, gathering people, equipment changes, and a realistic margin for delays. Ask the responsible professional how long their part needs. A portrait block in a tutorial is an example, not a recommendation for every wedding.
For a fictional 4:30 PM ceremony, you might reserve 4:00–4:15 for moving from portraits to the ceremony area, 4:15–4:25 for seating and lineup, and 4:25–4:30 for the final cue. Check the walking distance, guest needs, and venue process before adopting those times.
If the pieces do not fit, change the plan with the people affected. Quietly shortening every task can leave a schedule that nobody can deliver.
3. Give each item a usable handoff
A title and time tell the team what is happening. An owner, location, and short instruction tell them how to act. “Couple portraits, Terrace, Photographer; meet at the terrace entrance” is more useful than “Photos.” Name a decision owner when somebody must approve changes.
In Workspace, open Run Sheet and choose Add timeline item. Enter the title, Start and End, Type, owners, location, and instructions, then choose Save. Use the item’s pencil icon to edit it; save and reopen it to confirm the result.
Watch: add and edit one timeline item
This two-minute, AI-narrated lesson demonstrates the real Workspace controls with a fictional training wedding. It covers adding and editing an item. It does not demonstrate planning a complete schedule or cloud synchronization.
Watch this tutorial on YouTube.
Read the tutorial transcript
Let's add a timeline item, then update it in EventSync Workspace. This is Maya and Jordan's fictional training wedding. Open Run Sheet, then choose Add timeline item. In Add run sheet item, enter a clear title. We'll use Couple portraits. Choose Start. Confirm the wedding date with OK, then switch to text input mode. Set the hour to two, keep the minutes at zero, select PM and choose OK. The end time moves to 2:30, keeping the original 30-minute duration. To change the finish, use End and choose its date and time. For this example, open Type and choose Flexible / compressible. Decision owner names who can approve changes. Assigned owner or role names who handles the task. We'll enter Elena and Photographer. Add the location, Garden, and a short instruction: Meet at the garden entrance. Then choose Save. Couple portraits now appears at 2 PM in the run sheet. To update the item, choose its pencil icon. In Edit item, change the location to Terrace and update the instruction to Meet at the terrace entrance. Choose Save again. Check the updated row, then reopen it to confirm the details. That's how you add and edit a timeline item. Pause this lesson whenever you need time to follow along.
4. Decide what can move
Review the item Type deliberately. Protect commitments that must stay fixed; mark something flexible only when there is genuine room to shorten it. A buffer is time deliberately left available. An optional item can be cut only with the appropriate person’s agreement.
Do this review before the day gets busy. If the schedule slips, the coordinator needs clear choices about what to keep, trim, or cut. See the timeline recovery guide for that separate workflow.
Find Help without losing your place
The visible Help button in Workspace follows the page you are using. On Run Sheet, it opens page guidance and this add-and-edit lesson. You can browse All help topics and return to your work. The Workspace Help overview explains the one-time introduction and browser support for watching while you work.
5. Check the desktop-to-phone handoff
Use Workspace’s wider screen to review the full order, overlaps, locations, and owners. Before switching devices, check the sync status. On the phone, open the same wedding and confirm a few distinctive details, such as the ceremony location and a recently changed instruction. The 24-second clip above illustrates this continuity; it is not a full setup lesson.
Review with the people doing the work: who calls the next cue, who receives a change, and who makes the final decision? Finish with the timeline readiness check. A readable schedule is ready only when the team can use it.
Start Day-Of Command from your wedding timeline
Before starting, finish the run sheet, confirm vendor contacts, name the trusted person who will call the next cue, and save a printed backup. Check that planning changes have synced. Printing a PDF does not activate Day-Of access.
- Open Day-Of Command and review readiness. The owner, Team Lead or Wedding Planner can start it. If the wedding needs access, follow the option shown for your account.
- Choose Start Day-Of and read the final checks. Choose Review first if anything needs attention; planning stays active.
- Confirm with the people running the day. When the plan and team are ready, choose Continue to Day-Of. Starting can notify the couple, so agree on this moment with them.
- Check the Active view and live timeline. Review the moments, locations and instructions. Check vendor arrival times separately before relying on check-ins.
- Prepare the phone handoff. Continue on mobile opens the handoff code. Use the same EventSync account, then check the correct wedding and role on the phone before the day.
The 2:03 lesson below uses the actual Workspace interface with fictional training data and OpenAI Marin narration. It demonstrates the planning-to-Day-Of transition and opening the mobile handoff. The phone sync itself is not demonstrated in this lesson. Role Dashboards previews do not change a teammate's membership or permissions.
Watch this 2:03 tutorial on YouTube.
Read the Day-Of handoff transcript
Let's move a finished wedding plan into Day-Of Command in EventSync Workspace. This is Maya and Jordan's fictional training wedding. Before starting, finish the run sheet, confirm vendor contacts, name your trusted day-of lead, and save a printed backup. Make sure planning changes have synced. Open Day-Of Command. The owner, Team Lead, or Wedding Planner can start it. This training wedding already has Day-Of access. If yours needs access, follow the option shown for your account. Review readiness, then choose Start Day-Of. Read the final run-sheet checks. Choose Review first if anything needs attention. That returns you to planning without starting. When the plan and your team are ready, choose Start Day-Of again, then Continue to Day-Of. Starting can notify the couple, so coordinate this moment with them. The status changes to Active. Open the live timeline and check the moments and times. Your planning information stays available. Review vendor arrival times separately before relying on check-ins. Use Role Dashboards to preview what each teammate needs. Previewing a role doesn't change anyone's membership or permissions. Your trusted lead remains responsible for decisions. Choose Continue on mobile. Scan the code with your phone and sign in with the same EventSync account. Check that the correct wedding and role are shown before the day.
EventSync is the day-of coordinator’s assistant, not a day-of coordinator. It does not replace a planner, venue, photographer, assistant, or other human role. The coordinator remains responsible for judgment, communication, and the final call when the day changes.
Plan once. Carry the same event into the day.
Start in EventSync Workspace, then continue with EventSync Day-Of on mobile when the wedding begins.