Solving the Guest List Nightmare with AllSeated

Solving the Guest List Nightmare with AllSeated


Today we are going to be talking
about the guest list, so to start off we’re going to sign into our account, and
if you do not have an account then you just create one it’s free and its
cloud-based, and we also offer getting started webinars for anyone that’s a
beginner. So for now we’re going to login, and this is our main events page
where all our events get held, so to start a new event will just click on new,
and we’ll create the events type with the date and the expected number of
guests. Once we create the event we know we need to click add venue so that we
can choose which layout we are working on, and once we do that we’re ready to
start our layout. So we’ll go to seating and again, if I’m going too quickly it’s
because today’s webinar is working on the guest list, you can attend a beginner
webinar or you can use our live chat on the right that’s 24 hours 7 days a week.
We offer great tutorials that are broken down into categories so they’re short
and easy to follow, and with any questions you can type them in this
webinar and I will be more than happy to answer them at the end, or you can email
me my email is [email protected] Okay so to start a new layout
we’re just going to click on new floor plan, then new hall, we’re going to choose
our space and click finish. We’ll now go to objects, and we will place some tables
to seat our guests on. So just a fun trick if you’re on a Mac you can hold down the
command button if you’re on a PC you can hold down the control button but once
you do that and click and drag an object it will duplicate. And then if we click and group around
all of these we can align them, and with our banquet tables we’ll add a few long
tables, and again if you click and group around these you can click join and
create one long table, and we can duplicate that as well, and we now
quickly and easily have our layout. And we may want to add a sweetheart table so we click on the table we can say just up, and if we take away your chair we can
also name it. Okay so now we might want to put a dance floor. Okay so right now we’re going to start
with the guest list, so we click on the guest tab and you can import your guest
list from facebook or excel, but there’s two things to keep in mind if you are
planning on doing assigned seating. Rather than just assign tables you need
to have each of your guests on their own line, so you can’t have any couples each guest needs to be put in on their own line. If you are
importing from excel we do have our excel template here that you will need
to download and then copy and paste your list into our template, that
way it loads correctly. So for now we will import from facebook and you can
either select individually or select all and just click import, and you see here
it’s really quick and really easy. If you’re not importing at all and you’re
starting from scratch you can use the fields down here to type in all the
information that you need for each guest. Once the guests are in the guest list
you of course have the ability to change them, so if you just double click on a
name you can assign a title, if you’re not doing assigned seats you can edit a
guest, you can double click in the party area to assign a party and as you see
here there is a pencil and a garbage can next to each one of these options.
Meaning you can edit or delete these options. If you’re simply
adding an option then you can just double click in the box type in your own
option and click enter, and that way the next time you come into the drop-down
you will have that option still waiting for you so you won’t have to type it in
multiple times. Then you can also add an event, so if
you’re having a wedding dinner and you’re offering guest rooms and
transportation, or also having a rehearsal dinner, instead of running
around with multiple lists and trying to keep track, what you can do is click on
the pencil and click on this plus button and here you can choose from the events
that we have previously into in our list already or you can add your own. So if we
wanted to add let’s say gift bags, we click OK and now these two options are
now in the system. So we can click which apply to each guest, and by separating
them later on we’ll be able to generate reports for these separate lists which I
will show you, so with the guest list you can also add addresses, contact
information like phone and email, you can track RSVPs for each of these options
that you set. You click once for yes twice for no three times for maybe and
four times takes you back to not set, so you just keep clicking to find the
option that you want. Then we have the meal choice, so in the linked event you
choose the event that you’re setting the meal for and again you just double click
to get that drop-down list, and again you can edit delete or create any of your
own options, and if you are working with the caterer or with a planner or venue, a
venue based on what you are, because this is cloud-based everybody has access to
this, so everyone will be able to see the report of what is being chosen. And the
last area that we have in the guest list is the comments.
So in the comments you can put a general comment in all, or something that applies
to just the wedding dinner, but in here you can just double-click and put any
food restrictions or allergies that you may have for that guest, or anything that
would need to be known about this guest, whether it be about the seating the meal
choice, anything, it would be communicated in here. Now once we’re ready to start
seating the guests we just go back to seating, and you click on the guest tab
here, then you are asked to link a guest list, you can only link one list per
floor plan, so we are now going to choose that we’re using the guests on our
wedding dinner list, once we click OK all our guests show up and we can change how we sort it once we start seating guests. We’ll be able to sort by table number so
we can quickly look who’s at each table, we can sort by party RSVP status, or
whether they’re seated or still standing, and of course you can search for a name.
So to place them on tables you just click on the name or names you can do as many as you want at a time and just click on the table that you want them
seated at. Once you place them, a little check mark will show up so it’ll show
that they’re seated, we can turn on this pie chart here so it’ll start color
coordinating the tables once the guests are being seated. And now if we decide that we want to do
assigned seating, then you just click on the table you click on guests, and here
are all their guests that are seated at the table, so to assign them to specific
chairs you just click on the chair icon and again you just click to choose a
guest and click to choose a chair. So we can keep doing this and assign all our
guests or chairs, and as we see guests, what we can also do is have our guests
names appear at the seats on the floor plan, so if we want that we just click on
the 1 2 icon over here and we can do two things: we can click to turn on assigned
seats, so it will show which seats are assigned and we can have guests names,
it’s a little messy but for floor plans that don’t have so many tables you can
now see which guests are seated at which chairs. So after we seated all the guests
the last area is now the reports, so we can print a guest report, choose which
event, like I said you can also choose to print the report of the guest rooms
or the gift bags, but we choose which fields we want to print and how we want
them displayed. Once we generate that you can either print it save it as a PDF
or in Excel. And the second type of report is a floor plan report which we
may not need the inventory of what’s on the floor or the tables, but we do need
the meals which is a full count of all the meals that were chosen and seated, as you see here. The table breakdown is a list of each table, the guests that are
seated there, the party the meals, and any comments that apply to
them, and the assigned seats by table is again each table with their guests, any
comments that apply, the party, and then a diagram of the actual table with the
guests seated at the chair. So maybe we would just want this option so we can
just unclick these areas and just do the assigned seats, and like you see here you
can either print this report or save it as a PDF. Now that’s pretty much it for
the guest list, I know that we were set for a half hour and we have some time so
if anyone has any questions I will stay on the line and I would be more than
happy to answer your questions, if you do not have any questions I want to thank
you for attending this webinar, and again if you have any questions you can always
click the live chat that’s 24 hours 7 days a week you can watch any of the
tutorials that we offer, and of course you can always email me again: my email
is [email protected] and if you are leaving at this moment before we
have any questions I thank you for attending this webinar, and I hope it was
helpful. Again if you have any questions please feel free to type them in below.

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