Accommodation and transfers - Who sleeps where, and who gets on which bus
Add hotels with their rooms and shuttles with their departure times, assign your guests, then print a passenger list for the driver.
Accommodation and transport are the two things that turn chaotic in the last week before a wedding. Guests travelling to a countryside venue need beds, guests coming from town need a bus, and both come with a hard limit: only so many people fit in a room, only so many on a coach. This module holds both plans together and follows a single rule - one guest can be in one room and on one trip. Anyone already assigned drops off the to-do list, so you never count the same bed or seat twice. At the end your driver gets a printable passenger list, and your guests see what applies to them on the guest site.
What it can do
Hotels with their rooms
Each accommodation can have a name, address, phone number and a note - check-in from 2pm, parking in the yard, whatever matters. Inside it you add as many rooms as you need, and each room card shows how many guests are assigned against its capacity.
Transfer trips
For every trip you record the name, where it goes from and to, the departure time in hours and minutes, and a note such as the meeting point. The card shows the passenger count and marks a trip that is full.
Assign by selection, household by household
Select guests in the panel at the bottom of the page, then press Assign on a room or a trip card. Guests sharing a surname can be selected in one tap with the Whole household button - more reliable on a phone than drag and drop, and usable with a screen reader.
One guest, one place
A guest who already has a room disappears from the Not assigned yet list, so you cannot accidentally put them somewhere else as well. Accommodation and transfers are separate tabs, so the same guest can have both a room and a seat.
A driver list you can print
One button on the transfer tab prints the passenger list: one block per trip in departure order, passengers in alphabetical order across two columns, each name preceded by an empty box to tick off as people board.
How to use it
- 1
Add your accommodation
On the Accommodation tab of the Logistics page, type the name of the hotel or guest house. The pencil icon then lets you fill in the address, phone number and note - all three also show up on the guest site.
- 2
Add the rooms
Every accommodation has a field for a new room. Give it a name that reception would also recognise, such as 'Room 12' or 'Attic apartment'.
- 3
Assign your guests
Select the guests at the bottom of the page, then press Assign on the room card. If you selected more people than the room has space for, only those who fit are assigned and you get a warning about the rest.
- 4
Add the trips
On the Transfer tab enter the name, the route and the departure time in HH:MM format, for example 18:30. Passengers are assigned exactly the same way as room occupants.
- 5
Share it with your guests
Turn on the Stay and travel section on the guest site. Everyone sees the general details, and a guest arriving on their personal invitation link also sees their own room and their own trip, marked in the list.
Pro tips
The summary at the top of the page is not an error message. Local guests go home, so it is perfectly normal for some confirmed guests to have no accommodation - the number is there to inform you, not to nag.
Assignments are measured against confirmed guests, not the whole list. Someone who is not coming needs neither a bed nor a seat, so they never show up as missing.
The Whole household button groups by surname. If a couple use different surnames, select them individually - two taps, and they still go into the room together.
Who shares a room with whom is never shown on the guest site. The note is, though, so only write things there that your guests can safely read.
Print the driver list at the last sensible moment, when no more changes are expected. Trips are ordered by departure time, and a single trip is never split across two pages.
Frequently asked questions
Can guests see who is sharing a room with whom?
No. The guest site only shows the name, address, phone number and note of each accommodation - never the room assignments. A guest sees their own room only if they arrived on their personal invitation link, because that is the only way we know who they are.
Can I put someone in two rooms or on two trips?
No, and that is deliberate: an assigned guest disappears from the Not assigned yet panel, so the same bed or seat is never counted twice. Accommodation and transfers are separate tabs, so of course the same guest can have both a room and a place on the bus.
What happens when a room or a trip fills up?
No further guests can be added to it. If you selected more people than the remaining space, only those who fit are assigned, the others stay selected, and you get a warning. The card always shows the assigned count against the capacity.
What happens to the assignments if I delete an accommodation or a trip?
Deleting an accommodation also deletes its rooms along with the assignments inside them, which is why we show how many rooms are affected before you confirm. Deleting a single room or trip simply returns its guests to the unassigned list.
Is it available on the free plan?
You can try it: the free plan allows one accommodation and one transfer trip, with no limit on the number of rooms. Data you have already entered stays visible and editable after a subscription ends - only adding new items is blocked.