Guide for hostsHost
Hosting your own event
From your invite link to the last guest walking in. Most people are set up in ten minutes.
Who it's for: You bought PreSeated yourself, for your own event.
Step by step
Step 1 of 14
Open your invite and set a password
PreSeated sends you an invite link on WhatsApp. Open it.
Type the mobile number PreSeated has for you and tap Continue. Then choose a password and tap Save & continue.
What you'll see Step 2 of 14
Sign in to the app
Download PreSeated from the App Store or Google Play.
Sign in with your MOBILE NUMBER and the PASSWORD you just made.
What you'll see Step 3 of 14
Find your event
You land on Your events. Your event has a HOST chip. That means it's yours.
Tap it. Inside, there are three tabs: Guests, Seating and Event.
What you'll see Step 4 of 14
Choose what the RSVP form asks
In Event, find the RSVP FORM card and tap Edit RSVP form. Name, WhatsApp number, party size and the privacy notice are always on it.
Tap Add a question for anything else you need to know, like which side guests are from. You can also let guests say they can't come, set the Largest party and an RSVP deadline. Tap Save and guests see the new form straight away.
What you'll see Step 6 of 14
Add guests yourself
Some guests won't fill in a form. That's fine.
In Guests, tap Add guest. Pick From my contacts to tick several people at once, or Type it in for one guest with their pax count and any dietary or seating needs. It asks your RSVP form's own questions too.
What you'll see Step 7 of 14
Set up your tables
Open Seating. If it's empty, tap Add more tables… (or Add rows… for numbered seats). Choose the Number of tables, the Seats per table and how to name them, then tap Create.
Your seating type — tables, numbered seats or free seating — and the number of seats were set when your event was created, because they're part of the price. The sheet shows how many seats are paid for and won't create more.
What you'll see Step 8 of 14
Seat your guests
In Guests, the Unassigned tab shows who still needs a seat.
Tick one or more parties, tap Assign to table, and pick a table. For numbered seats you choose the seats too.
The number at the top counts the pax still unseated. Aim for zero.
What you'll see Step 9 of 14
Add a cover photo and floor plan
In Event, COVER PHOTO is the picture at the top of your RSVP page. FLOOR PLAN shows guests where their table is.
What you'll see Step 10 of 14
Add Google Maps and Waze links
Guests' WhatsApp messages have a Get directions button. In Event, under DIRECTIONS LINKS, paste your venue's Google Maps link, Waze link, or both, and tap Save.
With both links, guests pick the app they use. With one, it opens that app straight away. With none, it searches for the venue name.
What you'll see Step 11 of 14
Add a co-host and helpers
In Event, tap Manage Team. Type a mobile number and tap Look up.
Tap Add as host for your partner or a family member who plans with you. Tap Add as helper for friends who check guests in at the door.
The app gives you a message with their invite link. Send it to them on WhatsApp.
What you'll see Step 12 of 14
What your co-host can do
Your co-host gets exactly what you get: the same buttons, the same screens. There's nothing to set up.
What you can both change, like guests, seats, tables, photos and the RSVP form, is set by PreSeated for your event. Missing a button? Message PreSeated.
What you'll see Step 13 of 14
Let the WhatsApp reminders go out
In the days before the event, PreSeated sends every guest a WhatsApp message with their own seat link. It happens automatically. You don't need to press anything.
The WHATSAPP REMINDERS card shows how many mobile numbers have been sent, how many are still in the queue, and any that failed. Seat everyone early so guests see their table when they open the link.
What you'll see Step 14 of 14
On the day: check guests in
Check-in opens on the event day. Your helpers open the event and tap each guest as they arrive, or scan the check-in QR on the guest's seat page.
You can check guests in too: use the scan button next to the search box in Guests, or tap a guest.
Send your helpers the helper guideWhat you'll see
What you can and can't do
The app only shows you what your role allows, so a missing button usually means one of these.
You can
- Share the invitation in English, 中文 or both
- Choose what the RSVP form asks, when turned on
- Add, edit and remove guests
- Seat guests at tables or seats
- Add a co-host and helpers
- Upload a cover photo and floor plan, when turned on
- Add Google Maps and Waze links for directions
- Check guests in on the day
You can't
Change the seating type or the number of guests you paid for
They're part of your price. Ask PreSeated.
Give your co-host different rights from yours
On your own event, hosts and co-hosts always get the same. PreSeated sets them.
Send the WhatsApp reminders yourself
PreSeated sends them automatically before the event.
Edit the event details after the event day
A past event is locked.
Good to know
Questions
Often asked
I lost my invite link. What now?
Ask PreSeated to send a new one. Or, if you have the invite code, tap Have an invite code? on the app's sign-in screen.
A guest RSVP'd twice. What do I do?
Open the extra one in Guests and remove it. Removed guests wait in the Removed tab, so you can restore them if you change your mind.
Can my co-host see everything I see?
Yes. Your co-host sees everything and can change the same things you can.
I need more tables than I paid for.
You can set up as many seats as you paid for, and the setup sheet shows how many are left. Real banquets squeeze chairs in, so the app still lets you seat a table over its size after a warning. For more guests overall, contact PreSeated.