Day coordinators and freelancers

Handing a wedding to an on-the-day coordinator a few days before is normal. They might work for you, be a freelancer, or run their own planning business and be helping you out. You can give them that wedding, and only that wedding, with their own sign-in. It costs nothing: team members are unlimited on every plan.

Before you start

You need their email address. Only the owner of the workspace can give someone a wedding.

If they already have their own I Said Yes account, ask them for a different email address for your wedding. An account opens one business, so a wedding of yours would not show in theirs.

Give them the wedding

1. Open the wedding and go to Crew. On the wedding's page, Add someone in the Crew box takes you straight there.
2. Under Add someone, pick them from Who, or choose Someone new and add their name, what they do (for example "On-the-day coordinator") and their Email.
3. Tick Give them their own sign-in to this wedding, then press Add to the crew. Someone already on your list with no email is asked for it when you tick the box.
4. They get an email invitation. When they accept it, they choose a password and sign in. If they already sign in to your workspace, the wedding appears for them straight away.

Someone already on the crew can be given the wedding later with the button on their row.

When they arrive is yours to fill in on the same row.

Book the same people often? Add them once in Settings, Your team, and pick them from Who on any wedding.

Everyone in one place: Your team

Settings, Your team lists everyone you work with, whether they sign in or not, with what they do, their number and their email. Each person has an Access:

• Contact only: for the day only. They don't log in, and their number shows on the wedding's Crew and in day mode.
• Chosen weddings: they log in and see only the weddings you tick. Tick or untick a wedding there at any time.
• All weddings: they log in and see every wedding, and your money, enquiries, contracts and supplier notes too.

The i button beside each choice says more.

What they see

The wedding you gave them, and nothing else of yours: its plan, the running order, day mode on the day, Who's who, the guests and their dietary needs, the table plan, and the wedding's suppliers with their contact details.

Inside that wedding they work as you do, so they can tick things off, move a table or change a time.

You see every change they make

When they change something, such as a time in the running order or a supplier's arrival, you get a notification with their name on it: "Jess Moore changed Bethany & Will", with how many changes and the latest one. The wedding's page lists their changes under Changes by your crew, and your morning email has them too. Your own changes, and the couple's, do not set it off.

What they cannot do

• See your other weddings.
• See your enquiries, proposals, contracts, invoices or anything on Money.
• See your private ratings and notes on suppliers.
• Add a wedding, import weddings, or invite anyone to your team.
• Change your settings, your brand or your billing.

The database itself refuses these, not just the screens, so there is no way round them.

When the wedding is over

Open the wedding's Crew and press Take off on their row, or untick the wedding for them in Settings, Your team. They can no longer open that wedding, and they stay on your list for next time. Access does not end by itself, so make it part of your week-after checklist.

To take someone off your team altogether, go to Settings, Your team, press Change on their row and then Take off your team.

If they run their own business

They use I Said Yes for your wedding only. For their own couples they need their own workspace: they can start a 30-day trial, with no card, at isaidyes.ai.

Someone who should see every wedding

An assistant or associate who works across all your weddings is different: add them in Settings, Your team and choose All weddings. More about inviting your team.