Inviting vendors to your timeline
Send your photographer, DJ, planner, and other vendors a personal link to your wedding timeline so everyone knows where to be and when.
For: Couples
Give each of your vendors their own view of the day — without sharing your whole dashboard. NextSet sends a personal link to your photographer, DJ, planner, florist, videographer, or officiant. Once they accept, they see the master timeline and can add their own prep items right alongside it.
Who you can invite
You can send invites to anyone in one of these roles:
| Role | When you'd invite them |
|---|---|
| Photographer | Needs to know every moment for shots |
| Videographer | Tracking speeches, dances, key scenes |
| DJ | Cueing songs at the right moments |
| Florist | Setup windows and ceremony timing |
| Planner | Your day-of coordinator who runs everything |
| Officiant | Ceremony timing and rehearsal details |
You can send as many invites as you need — one per vendor.
Sending an invite
- Open your wedding dashboard and go to Vendor Invites (it's in the left-hand menu, or scroll down to the Vendors section).
- Type the vendor's email address.
- Choose their role from the dropdown.
- Click Send invite.
NextSet sends them an email from hello@nextset.ca with a magic link. No password required — the link is the key. Invites expire after 30 days, so send them well before the wedding.
Your invite list updates immediately. You'll see a clock icon next to any invite that's still pending, and a green check once they've accepted.
Copying the link manually
If the email lands in spam or your vendor prefers a direct link, you can copy it yourself. Find the vendor in your invite list and tap Copy link. Paste it into a text, WhatsApp, or DM — however you usually reach them.
What vendors see after accepting
Once a vendor clicks the link and signs in (or creates a free NextSet account), they land on a view built just for them:
- Master rundown — read-only. They can see the full day timeline your couple built: every item, time, and duration. Their own items are highlighted in amber so they stand out.
- Add your own items. Vendors can add prep items that only they need — camera-2 setup, a gear check, their own break window. These are tagged to their role and show in the master rundown as vendor items, so you can see them too.
Vendors cannot change your couple's rundown items. Everything you've planned stays exactly as you set it.
Keeping track of who's accepted
Your invite list shows the status of every invite at a glance:
- Clock icon + expiry date — invite is pending; the vendor hasn't accepted yet.
- Green check — Accepted — they've claimed their link and can see the timeline.
There's no separate app for vendors to download. The timeline opens in any browser.
Managing your vendor list
At the moment, invites are one-way: you send, they accept. If you need to update who has access (for example, a vendor change), send a fresh invite to the new person. Old, unused links expire automatically after 30 days.
Common problems
The vendor didn't get the invite email. Ask them to check their spam or junk folder first — the email comes from hello@nextset.ca. If it's not there, go to your Vendor Invites list, find their entry, and tap Copy link to send the link directly via text or WhatsApp.
The invite link says it's expired. Invites last 30 days. If theirs ran out, just send a new invite from the same screen — type their email and role again and hit Send invite.
The vendor wants to edit one of our rundown items. They can't — and that's by design. The master rundown is yours to control. Vendors can only add their own items (prep time, gear checks, breaks) which appear alongside your timeline without changing it.
I sent the invite to the wrong email address. Send a new invite with the correct address. The old link will expire on its own in 30 days.
The vendor accepted but says they can't see the timeline. Make sure your wedding date and rundown are saved and not in draft. The vendor view shows whatever is currently in your rundown — if it's empty, they'll see an empty schedule.