How to Use Table Management for Seating Arrangements
Table Management helps you organize seating arrangements for your event. All your guests are loaded automatically when you open the Tables tab โ color-coded by RSVP status โ so you can start planning immediately. Create tables, drag guests to assign seats, edit names on the spot, and let guests see their assignment directly in their invitation.
Enabling Table Management
Before you can create tables, you need to enable the feature:
- Go to your event dashboard at dashboard.fotify.app
- Select your event and click "RSVP" in the sidebar
- Go to the "Details" tab
- Find "Table Management" in the Event Settings section
- Toggle it ON
Once enabled, a new "Tables" tab will appear in your RSVP navigation.
Creating Tables
Adding a New Table
- Click the "Tables" tab
- Click "Create Table"
- Fill in the table details:
- Table Number - A unique number for the table (required)
- Alias - An optional friendly name like "VIP", "Family", or "Friends"
- Capacity - Maximum number of seats at this table
- Click "Create"
Table Properties
| Property | Required | Description |
|---|---|---|
| Number | Yes | Unique identifier (1, 2, 3, etc.) |
| Alias | No | Friendly name displayed to guests |
| Capacity | Yes | Maximum seats available |
Editing Tables
To modify a table:
- Find the table card in the Tables tab
- Click the Edit (pencil) icon
- Update the details
- Click "Save"
Deleting Tables
- Click the Delete (trash) icon on the table card
- Confirm the deletion
If guests are assigned to the table, they will be moved to the unassigned pool.
Assigning Guests to Tables
Automatic Guest Loading
When you open the Tables tab, all your guests are loaded automatically โ no manual setup required. Guests are created from your RSVP list:
- Accepted/Attended guests โ loaded with their confirmed party size
- Pending guests (not yet answered) โ loaded with their invited quantity so you can plan ahead
- Declined guests โ shown as a single entry so you have the full picture
This means you can enable tables at any point โ even after all your guests have already RSVPed โ and everyone appears instantly.
Color-Coded RSVP Status
Every guest chip is color-coded so you can see their RSVP status at a glance:
- ๐ข Green โ Accepted / Attended
- ๐ต Blue โ Pending (not yet answered)
- ๐ด Red (dimmed) โ Declined
Use the filter pills above the guest list to show only a specific status. For example, click the green pill to see only confirmed guests while assigning tables.
Plus-One Display
Guests with unnamed plus-ones are shown using the main guest's name with a number:
- Maria G. โ the main guest
- Maria G. x2 โ second person in Maria's party
- Maria G. x3 โ third person
Once you fill in real names, they display normally (e.g., "Carlos R.").
Using Drag and Drop
The easiest way to assign guests is drag and drop:
- Find guests in the "Unassigned" section on the left
- Drag a guest chip to the desired table
- Drop the guest onto the table card
The table will show its current occupancy (e.g., "6/8").
Using the Assign Modal
Click any guest name to open the assign modal where you can:
- Edit their name โ change the first and last name directly (great for renaming "Guest 2" to a real name)
- See who they belong to โ for plus-ones, the modal shows "Guest of [Main Guest Name]"
- Pick a table โ select from the table list below
- Click Save to confirm changes, or Cancel to discard
Removing Assignments
To unassign a guest from a table:
- Find the guest in their assigned table
- Drag them back to the "Unassigned" area
- Or click the guest name and select "Remove from table" in the modal
Managing Individual Guest Names
When guests RSVP with multiple people in their party (plus-ones), you need to know who each person is for table assignments. There are three ways to manage names:
Option 1: Edit Names Directly in the Tables Tab
The fastest way โ click any guest chip in the Tables tab to open the assign modal, where you can rename them on the spot:
- Click a guest chip (e.g., "Maria G. x2")
- The modal shows the name inputs pre-filled โ for plus-ones, it also shows "Guest of [Main Guest Name]"
- Type the real name and click Save
This is ideal when you're assigning tables and want to fill in names at the same time.
Option 2: Organizer Pre-fills Names in the Guests Tab
If you already know who's in each guest's party:
- Go to the "Guests" tab
- Find the guest with multiple people in their party
- Click the Users icon (people icon) next to their name
- Add the first and last name for each person in the party
- Click "Save"
Option 3: Guests Provide Names During RSVP
If you don't pre-fill names, guests will be asked to provide them when they respond to their invitation:
- Guest opens their personalized invitation link
- When they RSVP with multiple attendees, they're prompted to enter each person's name
- Names are automatically saved and appear in your dashboard
How Names Work
| Scenario | What Happens |
|---|---|
| Names not yet provided | Shows as "Maria G. x2", "Maria G. x3" in the Tables tab |
| Organizer edits in Tables tab | Name updates instantly on the chip |
| Organizer pre-fills in Guests tab | Names appear in Tables tab for assignment |
| Guest provides names during RSVP | Names sync automatically after guest responds |
Tips for Name Collection
- For weddings, let guests provide their own names to avoid spelling errors
- For corporate events, pre-fill from your employee database or edit directly in the Tables tab
- The primary RSVP holder is always automatically included
- Each named person can be assigned to different tables
Guest Table Notifications
Once you assign guests to tables, they'll automatically see their table assignment in their invitation.
What Guests See
When a guest opens their invitation after being assigned to a table:
- Their assigned table number is displayed
- If not yet assigned, they see "To be announced"
When It Appears
The table assignment section appears in the guest's invitation only when:
- Table management is enabled for the event
- The guest has accepted the invitation (RSVP status is Accepted or Attended)
You can reorder where this section appears using the Section Order settings in the Invitation tab.
Viewing Seating Statistics
The Tables tab header shows key statistics:
| Stat | Description |
|---|---|
| Tables | Total number of tables created |
| Capacity | Total seats across all tables |
| Seated | Number of guests assigned to tables |
| Unseated | Guests still in the unassigned pool |
Use these stats to quickly see your seating progress.
Exporting Table Assignments
Export your complete seating arrangement:
- Click "Export" in the Tables tab
- Download the CSV file with all table assignments
- Open in Excel or Google Sheets
The export includes:
- Table number and alias
- Guest names assigned to each table
- Capacity and current occupancy
This is useful for:
- Printing place cards
- Sharing with venue staff
- Creating physical seating charts
Tips for Table Management
Planning Your Layout
- Create all tables before starting assignments
- Set realistic capacities based on your venue
- Use aliases for easy identification ("Bride's Family", "Groom's Family")
Efficient Assignment
- Use the search feature to find specific guests
- Assign family groups together
- Check the unassigned count regularly to ensure no one is missed
Before the Event
- Verify all accepted guests are assigned
- Export and share with venue coordinators
- Double-check capacity limits aren't exceeded
Frequently Asked Questions
Q: Can I assign guests before they RSVP? A: Yes! All guests โ accepted, pending, and declined โ are loaded automatically. Pending guests appear in blue so you can plan ahead.
Q: What happens if I exceed a table's capacity? A: The system prevents you from assigning more guests than the table's capacity allows.
Q: Can guests from the same RSVP sit at different tables? A: Yes! When you add individual names for guests in a party, each person can be assigned to different tables.
Q: Will guests be notified when I assign them to a table? A: Guests see their table assignment when they view their invitation. No separate notification is sent.
Q: Can I change assignments after the event starts? A: Yes, you can modify table assignments at any time from the dashboard.
Q: What if a guest declines after being assigned? A: Their chip turns red (declined status). The assignment remains but won't be shown to the guest. You can unassign them to free the seat.
Q: Is there a limit to how many tables I can create? A: There's no limit to the number of tables. Create as many as your venue requires.
Q: Can I print seating charts? A: Export the CSV and use it to create seating charts in your preferred design tool or spreadsheet application.
Q: How do I collect names for plus-ones? A: Three options: (1) Click the plus-one chip directly in the Tables tab to rename them, (2) pre-fill names using the Users icon in the Guests tab, or (3) let guests enter names themselves when they RSVP. Unnamed plus-ones show as "Maria G. x2" so you always know whose guest they are.
Q: I enabled tables after guests already RSVPed. Where are my guests? A: All guests are loaded automatically when you open the Tables tab โ even if they RSVPed before you enabled tables. No manual sync needed.
Q: What do the colors mean? A: Guest chips are color-coded by RSVP status: green = accepted, blue = pending (not answered), red = declined. You can filter by status using the pills above the guest list.
Q: Can I edit guest names from the Tables tab? A: Yes! Click any guest chip to open the modal where you can change their first and last name. For plus-ones, the modal also shows who they belong to (e.g., "Guest of Maria Garcia").
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