What is SeatPlan.io?
SeatPlan.io is an online seating chart designer that helps you create professional seating arrangements for events. It offers both a simple designer for personal use and advanced event management tools for professionals.
Do I need to create an account to use SeatPlan.io?
No! You can start using the basic designer immediately without signing up. However, you will need to create an account and purchase a plan to save your work, export charts, and access advanced features.
What devices can I use SeatPlan.io on?
We recommend using a desktop, laptop, or large tablet for the best experience. The seating chart designer tools require a larger screen and are not available on smartphones.
How do I save my seating chart?
Your work is only saved if you have purchased a plan. We do not store charts for free or anonymous users - your work will be lost if you close the browser without upgrading.
What types of tables can I add?
You can add round tables, rectangular tables, chair rows (cinema-style seating), and special areas (like dance floors, stages, or bars). Each element is fully customizable in size, rotation, and seating capacity.
Can I type in table and room dimensions?
On the free designer and Pro, the canvas is visual: drag tables into place and resize them, including by changing the seat count. There is no field to type a real-world room size or table measurements. On Event Manager, you can set the room to scale in metres or feet, then enter a diameter for round tables or width and length for rectangular tables, and save the layout as a template.
How do I assign guests to seats?
Simply drag and drop guests from the guest list onto chairs. You can also swap guests between seats by dragging them. The interface makes it easy to rearrange your seating plan quickly. To seat a whole group at once, or move a group to another table, see Can I move a group of guests from one table to another?
Can I move a group of guests from one table to another?
Yes. After you group people in the guest list (Group, select the people, then New group), drag the group header onto a table or chair row. Members fill empty seats starting from the chair you drop on. Anyone who does not fit stays where they are. People already sitting at that table stay where they are.
Drag the header from Unseated guests to seat the unseated members, or from Seated guests to move the seated members as a group to another table. A mixed group (some seated, some not) has a header in each section — each drag only moves that section's members.
To move one person, drag them from their chair onto an empty chair to move them, onto an occupied chair to swap, or onto the open canvas — or click the occupied chair — to unseat them. The swap-seats lesson walks through those three outcomes.
On a computer this is drag and drop. On a tablet, tap an empty chair and choose the group from Seat a group to seat unseated members, or seat and move people one by one.
Can I copy and paste elements, or undo and redo changes?
Yes. Select a table, chair row, or special area and press Ctrl+C (Cmd+C on Mac) to copy it, then Ctrl+V (Cmd+V) to paste a duplicate next to the original — the copy keeps its size, shape, and styling but starts with empty seats. You can also undo and redo with Ctrl+Z (Cmd+Z) and Ctrl+Shift+Z or Ctrl+Y, covering layout changes and seat assignments for up to 50 steps. Guest list edits, like adding or renaming guests, are not affected by undo.
Can I import my guest list?
Yes! You can import guests via CSV file or paste from a spreadsheet. The system accepts names, emails, dietary restrictions, and notes for each guest. Importing a guest list does not seat anyone. If your sheet has a table column, and optionally a seat column, each value is kept with the guest. The Apply seating button in the guest list then seats those guests at the matching tables already on your canvas. Nothing is created automatically, so add your tables first.
How do I add starter, main, and dessert meal choices when the sample spreadsheet only has one Meal column?
The sample guest spreadsheet has one Meal column on purpose. Put every course for that guest in the Meal cell, separated by semicolons. Use a short one-word alias for each dish. For example, Soup; Beef; Sorbet. Open Menu in the guest list and add each dish with its alias and an optional course such as Starter, Main, or Dessert. When you import, the Your Menu step can build the menu from the distinct values in that Meal column. If your sheet has separate Starter, Main, and Dessert columns, combine them into the single Meal column with semicolons before you import. Keep dietary requirements in the Dietary column.
How do I delete all guests and import a new set?
There isn't a delete-every-guest-in-the-plan or replace-guest-list action. To remove a party or household, open that group's menu in the guest list and choose Delete group and members (you'll be asked to confirm) — that removes every guest in the group and unseats anyone who was seated. Ungroup guests only splits the party and keeps the people. Remove leftover individual guests with the trash icon next to each name. Then use Import guests to add your new list. Import always adds to your current list — it never removes guests who aren't in the file — so clear the old names first if you want a clean swap. Clear all in the guest list only resets filters, not guests.
Is there a guest, table, or project limit?
There is no guest limit and no table limit — the same is true on free and paid plans, including Event Manager. A 500-guest gala works on the free tier the same way a smaller event does. Paid plans do not add a guest or table cap. Saved seating charts: Pro and Collaborate cap how many you can keep (Pro includes 1 to start; extra charts are a one-time purchase, up to 3 total). Event Manager saved events and charts are unlimited while the subscription is active. Guest-list CSV or Excel import is limited to a 5MB file on every plan, including Event Manager — that is a file-size cap, not a guest-count cap, and it does not apply to floor-plan or CAD imports.
Can I import a floor plan from a PDF, screenshot, or CAD file?
Yes — on every plan. AI floor plan import accepts photos and screenshots (PNG, JPG, WebP, GIF, SVG) and PDFs, which are read by AI to detect your tables, seat counts and areas. The free designer includes two AI imports to try, no signup needed; Pro and Collaborate include 3 a month, Event Manager 10, and Event Manager can buy top-up packs. Event Manager also imports CAD (DXF) files with exact measurements straight from a venue, architect, or marquee company — free and unmetered. Everything lands as editable elements you can refine in the designer. The importer is in beta, so review AI results before you rely on them — CAD imports stay true to scale.
How do I export my seating chart?
With a premium account, you can export your seating chart as a PDF or Excel spreadsheet for printing, sharing, or further editing. The exports include all tables, guests, and special areas in a professional format. PDF export and guest-list spreadsheet export are included on Event Manager. We do not publish a cap on how many times you can export.
Available exports:
- Seating Chart (A3) – Visual layout for printing
- Guest List (A4) – Detailed guest & seating info
- Guest List (Excel) – Styled spreadsheet with filters & grouping
- Name Tags (A4) – Foldable place cards
Can I hide seat numbers on name cards?
Yes. When you export Print Name Tags, the dialog includes an "Include seat numbers" checkbox. It is on by default, so cards show the table and seat. Turn it off to print table numbers only — useful when you assign tables but not numbered seats.
How do I get full names to appear on the canvas and in the seating chart export?
Full names on chairs are a Pro feature, and they are also included with Collaborate and Event Manager. After you have one of those plans, open the guest list and switch chair labels from Initials to Full names. That shows full names on chairs in the designer canvas and uses the same setting for the seating chart A3 PDF export; when it is off, initials are shown instead. The free designer shows initials only.
Can I show dietary requirements or sort guests alphabetically?
Yes. The guest list can be sorted alphabetically, and the designer can show either initials or full names depending on the full-name toggle. You can also enable dietary colours from the colour palette so dietary requirements appear visually in the seating chart and supported exports.
Can I change a guest group's color?
Yes. In the guest list, open the three-dot menu on the group and pick a color. It updates every member of that group, including guests already seated. Anyone who can edit guests can do this, including collaborators.
Can guests find their seat with a QR code?
Yes. On Collaborate and Event Manager plans, you can generate a printable QR sign for the venue. Guests scan it, type their name, and see their assigned table — no app, no account. When you create the link, you can also enable an optional button that lets guests open the full seating chart in view-only mode after they find their own seat.
Can I change seats after I print the QR seat finder sign?
Yes. The printed sign carries a link, not a frozen seating chart, and the lookup page reads the live chart. Edit and save the chart anytime, including the hour before seating, and guests who scan see the updated table without a reprint. If you also sent Apple Wallet or Google Wallet passes, those passes update on the guest's phone when you reseat someone.
Do guests need an account or app to use the seat finder?
No. Guests just scan the QR code with their phone camera, which opens a public lookup page in their browser. They type their name and see their assigned table. No download, no signup, no app permissions.
Can I email guests their seat as an Apple or Google Wallet pass?
Yes. On Collaborate and Event Manager plans, you can email every guest their seat with a one-tap Apple Wallet or Google Wallet pass showing their table and seat. If you reseat someone later, the pass on their phone updates by itself — no re-send, no re-scan. Guests need no app and no account.
Can I require a passcode for guest privacy on the seat finder?
Yes. When you generate the QR seat finder link, you can require a generated passcode that prints on the same sign as the QR code. Only guests at the venue with line-of-sight to the sign can look up names — useful when the link could otherwise be shared outside the event.
What is the difference between Pro and Event Manager?
Pro (one-time payment): Perfect for personal events. Includes basic seating chart creation, guest list management, and 90-day access with export capabilities.
Event Manager (monthly subscription): For professional event planners. Includes unlimited events, reusable templates, client collaboration, guest check-in (including check-in-only links for door staff), and advanced features.
Can I have more than one seating chart on Pro?
Yes. Pro includes 1 saved seating chart to start.
If you need a second event or a backup layout, you can add another chart as a one-time purchase. You can keep up to 3 charts total on Pro.
If you need unlimited events and reusable templates, Event Manager is the better fit.
How long does my Pro access last?
Pro access lasts for 90 days from your purchase date. It never renews automatically — if you want more time, you can manually renew for another 90 days at the same price. Editing and export require active access. After expiry your charts stay available in view-only mode for a short grace period, so you can renew without losing anything; if you don't renew, your data becomes eligible for permanent deletion after a 7-day grace period.
Is Pro a subscription? Do I need to cancel it?
No. Pro and Collaborate are one-time payments, not subscriptions. You pay once, nothing renews automatically, and there is nothing to cancel. Your access simply ends 90 days after purchase, and you will never be charged again unless you choose to buy access again. Event Manager and Classroom are the subscription plans.
Can I cancel my Event Manager subscription?
Yes, you can cancel anytime from the subscription management page. You keep full access until the end of your current billing period. After that, your events and templates become view-only for a short grace period; if you don't resubscribe, your data is scheduled for permanent deletion after a 7-day grace period once your access ends.
Is there a free trial for Event Manager?
Currently, we don't offer a free trial for Event Manager. However, you can start with the basic designer to test the core functionality before upgrading. Our monthly subscription has no long-term commitment.
Does Event Manager limit guests, tables, saved events, or exports?
There is no guest limit and no table limit. Event Manager saved events and charts are unlimited while the subscription is active — the saved-chart cap (1 to start, extras up to 3 total) is Pro and Collaborate only. PDF export and guest-list spreadsheet export are included; we do not publish a cap on how many times you can export. Guest-list CSV or Excel import is limited to a 5MB file on every plan, including Event Manager. That is a file-size cap, not a guest-count cap, and it does not apply to floor-plan or CAD imports.
What are templates and how do I use them?
Templates are reusable venue layouts that you create once and use for multiple events. For example, if you frequently work at the same venue, save it as a template with tables and room dimensions, then clone it for each new event to save time.
Can I reuse the same room design for another event?
Yes. On Event Manager, save your room or layout as a template, then create each new event from that template. This lets you reuse the same venue setup, tables, and fixed room features while adding a different guest list for each event.
Can I create a seating plan using exact venue dimensions?
Yes. On Event Manager you can create templates with room dimensions so your layout is to scale. You can add walls, columns, doors, stages, bars, dance floors, and other fixed features using special areas, then reuse the finished room template for future events. The personal Pro plan is more lightweight and does not include the same precision venue-template tools.
How does client collaboration work?
You can invite clients to view or edit seating charts via secure email links (no signup required for clients). You control permissions: make charts view-only, or allow clients to edit while keeping specific tables locked. Email tracking shows when clients open invitations. Per invite, you can also enable guest check-in or send a check-in-only link so arrival teams can mark guests without editing the floor plan.
Can we check guests in on event day?
Yes. On Event Manager you can allow guest check-in on a collaboration link, or send a check-in-only link that opens a dedicated arrival list—no seating chart—so staff can search guests and mark them as arrived. You can also use check-in mode in the guest list when you are working in the full layout.
How long do collaboration links last?
You can set collaboration links to expire in 1, 3, 7, 14, 30, 60, or 90 days. This gives you full control over how long clients can access the seating chart.
Can I revoke a client's access after I've sent a collaboration link?
Yes. You can revoke any collaboration link at any time, which immediately stops it working for anyone who had it — useful if you sent it to the wrong email. Links are also time-limited (1 to 90 days) and stop working automatically when your subscription expires.
Can multiple people edit a chart at the same time?
Yes. Live collaboration shows everyone's cursors and changes in real time, with no refresh needed — whether you share a chart with a client via a collaboration link or work alongside colleagues in an Event Manager Teams workspace.
Can my team share one Event Manager workspace?
Yes. With Event Manager Teams, you add seats to your subscription and invite colleagues by email. Each teammate signs in with their own login and lands in the same events dashboard — same templates, same events, including everything you built before creating the team. There is nothing to migrate.
How are team seats billed?
Team seats are a per-seat add-on to your Event Manager subscription and follow its billing cycle: monthly plan, monthly seats; annual plan, annual seats. The exact per-seat price in your currency is shown before you confirm, and charges are prorated when you add or remove seats mid-cycle. The team admin manages both members and billing.
How do I add or remove team members?
Open the team panel on your events dashboard to invite colleagues by email or remove members at any time. Removed members immediately lose access to the team workspace, and your seat billing adjusts automatically.
Can I invite someone who already has their own SeatPlan.io subscription?
No. To prevent double billing, an email address with an active personal subscription can't be invited to a team. Ask them to cancel their personal plan first, or invite a different email address.
Is my data secure?
Yes. All data is encrypted in transit and at rest. We use industry-standard security practices and comply with GDPR. Guest data is only accessible to you and people you explicitly share with. See our
Privacy Policy for details.
What happens to my data if I cancel?
Cancelling stops the next payment — it doesn't delete anything straight away. You keep full editing and export access until the end of your current billing period. After that, your events and templates stay available in view-only mode for a short grace period, during which resubscribing instantly restores full access. If you don't return, your account and all associated guest data are scheduled for permanent deletion after a 7-day grace period once your access expires, in line with our Terms.
How do I delete my account and all my data?
Email us at hi@seatplan.io and we'll delete your account along with all associated seating charts and guest data. If you'd rather just stop an Event Manager subscription, cancelling keeps your data available in view-only mode through a 7-day grace period, after which it's scheduled for permanent deletion.
Do you offer refunds?
We offer refunds on a case-by-case basis for Pro and Collaborate purchases within 7 days. For Event Manager subscriptions, you can cancel anytime and won't be charged for the next period. Contact us at hi@seatplan.io for refund requests. Our better-tool guarantee also refunds you in full if you show us a better seat planning tool within 30 days; see the Terms for details.
How do I contact support?
You can reach us at hi@seatplan.io or visit https://seatplan.io/contact. We typically respond within 24 hours on business days. You can also use the feedback button in the designer to report issues or suggest features.
How do I create a wedding seating chart?
Open the free drag-and-drop maker — no signup needed. Add round or rectangular tables to match your venue, import your guest list via CSV, then drag each guest onto their seat. When you are ready, generate a PDF layout or export an Excel seating plan for your venue coordinator.
Is SeatPlan.io a free wedding seating chart maker?
Yes! You can start using our seating plan maker for free with no signup required. The full drag-and-drop designer and guest management tool are available immediately. You only pay when you want to save your chart, export professional layouts, or collaborate with your planning team.
What is the best free seating chart maker?
SeatPlan.io is a free online seating chart maker with drag-and-drop table placement, guest list import, and real-time collaboration. You can design a full seating chart without signing up or paying. Other tools like AllSeated and Social Tables exist, but most require accounts or paid plans before you can start designing.
How many guests can sit at a round table?
A standard 60-inch (5-foot) round table comfortably seats 8 guests. A 72-inch (6-foot) round seats 10, and a smaller 48-inch round seats 6. Allow 24 inches of space per guest around the table edge for comfortable seating. In SeatPlan.io, you can set any seat count per table and the chairs adjust automatically.
How far apart should wedding tables be?
Leave at least 60 inches (5 feet) between table edges to allow comfortable movement. For events with wheelchair access or waiter service, increase this to 72 inches (6 feet). Keep tables at least 36 inches from walls. The SeatPlan.io designer helps you visualize spacing on a scaled canvas.
Do I need a seating chart for my wedding?
Yes, a seating chart is strongly recommended for any wedding with more than 30 guests. Without one, guests cluster awkwardly, catering staff cannot serve efficiently, and the reception timeline suffers. A seating chart ensures everyone has a designated spot, accommodates dietary needs, and separates guests who might not get along.
How long does it take to make a seating chart?
With a digital tool like SeatPlan.io, most couples complete a seating chart for 100 guests in 30 to 60 minutes. Paper-based methods can take 4 to 6 hours for the same guest count. The key time-savers are CSV guest list import, drag-and-drop seat assignment, and instant rearrangement when RSVPs change.