How to Use Table Management for Seating Arrangements
Table Management is a powerful feature that helps you organize seating arrangements for your event. Create tables with capacity limits, assign guests using drag-and-drop, and let guests see their table assignment directly in their invitation.
This feature is currently in Beta and available for events with RSVP invitations enabled.
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
Using Drag and Drop
The easiest way to assign guests is drag and drop:
- Find guests in the "Unassigned" section at the top
- Drag a guest card to the desired table
- Drop the guest onto the table card
The table will show its current occupancy (e.g., "6/8 seated").
Using the Assign Modal
For faster assignment of multiple guests:
- Click the "Assign" button on a table card
- Search for guests by name in the modal
- Click guests to select them
- Click "Assign Selected"
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 X button next to their name
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 two ways to collect these names:
Option 1: Organizer Pre-fills Names
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"
This is useful when you've already collected names through other means (phone calls, emails, etc.).
Option 2: 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
- You can then assign each named person to tables
This is the recommended approach as it ensures accurate, up-to-date information.
The Users Icon in Guest List
In the Guests tab, you'll see a Users icon (looks like two people) for any guest who has multiple attendees in their party. Click this icon to:
- View all named individuals in the party
- Add or edit names manually
- See which names came from the guest vs. pre-filled by you
How Names Work
| Scenario | What Happens |
|---|---|
| Organizer pre-fills names | Names appear immediately in Tables tab for assignment |
| Guest provides names during RSVP | Names sync automatically after guest responds |
| Names not provided | Guests appear as "Guest of [Primary Name]" in Tables |
| Mixed approach | You can pre-fill some, guest fills remaining during RSVP |
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
- 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, you can assign any guest on your list to a table regardless of their RSVP status.
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 assignment remains but won't be shown since they declined. You can manually remove them.
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: You have two options: pre-fill names using the Users icon in the Guests tab, or let guests enter names themselves when they RSVP. If you don't pre-fill names, guests will be prompted to provide them during their RSVP response.
Q: Where is the Users icon to manage guest names? A: In the Guests tab, look for the icon with two people silhouettes next to each guest row. It appears for all guests, allowing you to manage individual names in their party.
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