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Wedding Seating Plan: Spreadsheet vs Online Planner

A spreadsheet is useful for managing the list. A visual planner is useful for arranging the room. You can use both without entering every guest twice.

By MySeatPlanner · Published March 9, 2026 · Updated October 14, 2026

Compare the jobs each tool does

Spreadsheet and MySeatPlanner workflows
Task Spreadsheet MySeatPlanner
Track RSVPs and catering details Flexible columns and filters; choose a system of record. Guest households, meal choices, dietary requirements and custom labels, without a dedicated RSVP system.
Arrange the room Usually a separate drawing or manually arranged cells. Move tables and props on a visual canvas.
Assign exact seats Seat numbers in columns require careful checking. Assign guests to seats around each table.
Move guest data Export a compatible CSV. Import names, contact details, households, meals, dietary requirements and labels from CSV.
Share the final layout Print or export the spreadsheet. Export PDF or share a link containing the plan data.
Save work Depends on the spreadsheet app and chosen storage. Draft saved in this browser; shared link can carry the plan to another device.

A practical workflow using both

  1. Keep confirmed attendees and RSVP status in your main spreadsheet.
  2. Copy confirmed guest names into the compatible CSV template.
  3. Remove sample rows and export as CSV.
  4. Import once, then arrange your guests in the planner.
  5. Update the planner when the confirmed list changes; importing again adds guests and is not a synchronisation step.

Know what does not transfer

The supplied CSV supports names, phone numbers, notes, households, meal choices, dietary requirements and custom labels. Separate multiple requirements or labels with semicolons. It does not import spreadsheet formulas, table coordinates or seat assignments. Check your imported guest count before assigning seats.

Choose based on what you need today

If you are still gathering RSVPs, start with a list. If your list is mostly settled and you need to place people in the room, use the planner. For a large event, ask the venue what files they need before deciding your final export format.

Browser storage is device-specific and can be cleared. Keep an agreed PDF and a plan link somewhere you control. Shared links include guest names, phone numbers, notes and any household, meal, dietary or label details; only send them to intended recipients.

Try the layout before adding guests

Open the 50-seat starter or 100-seat starter. Both preserve your ordinary saved draft in a separate workspace.