How to do each thing.

1. Create the event. A name is enough to start. Add the date when you know it; it turns on the day-of board.

2. Add your guests. Import your spreadsheet (CSV or Excel), paste a list, or type names one at a time.

3. Name your tables and set how many seats each one has, on the Tables page.

4. Seat everyone. Drag guests onto seats in the floor plan, or press Auto-seat for a first draft and fix it by hand.

5. Share the QR. Download the sign, print it, and put it on the easel. The link never changes, so you can print whenever you like.

Tables is the list: table names, how many seats, and who sits where.

Layout is the room: where each table stands, with the bar, the dance floor and the stage around it.

They stay in sync. A table you create on the Tables page shows up in the floor plan as soon as you place it. A table you drop into the floor plan shows up in the list. Most hosts name the tables first, then arrange the room.

Free covers one event with up to 50 guests: the editor, the QR, CSV import, all of it.

Past 50 guests, Premium is a one-time $199 for that event. No subscription, and no card to start.

Premium also adds custom colors and fonts for the guest page, the shared photo album (Memories), and printable place cards. Upgrading keeps the same link and QR. Nothing to rebuild or reprint.

1. The guest points their phone camera at the QR, or taps the link.

2. The page opens in the browser. No app, no account, no sign-up. It works on an old Android the same as a new iPhone.

3. They type their name and see their table and seat.

If you turned on "Introduce tablemates", they also see who they are sitting with. Your greeting, the schedule and your practical notes sit right below.

1. Open your event and find the QR card.

2. Tap "Preview as a guest". This is the real guest page.

3. Search a name, check the table, switch the language.

Do it on your phone, not only on your laptop. That is how every guest will see it.

The search forgives misspellings and reversed names, so most guests land on the first try. When one does not, it is usually one of these:

1. They are listed under a partner. Give them their own entry, as a plus-one with their own name.

2. They use a nickname. Open the guest and add it as an alias ("Liz" for Elizabeth, a maiden name).

3. They were never imported. Add them from your phone. It takes ten seconds and is live on the next scan.

The guest page is English and French, and each guest picks for themselves.

The data stays yours. The page is not indexed by search engines, and only people you hand the link to can open it.

1. Open the Guests page and choose Import.

2. Drop your CSV or Excel file onto the box, or tap it to pick the file.

3. Check the review list. Column names are matched loosely in English and French: "Name", "Nom", "Table" and "Diet" all work.

4. Tap Import. Nothing is saved until you do.

No spreadsheet? Paste the list from a group chat or a note into the smart import box. It turns the lines into guests you can check first.

No. Rows whose name matches a guest already on your list are treated as updates. The review step labels them "update", so you can see what will change before you confirm. New names are added; known names are refreshed.

If you do end up with doubles, select them on the Guests page and delete them in one go.

An alias is a name a guest might type at the door: "Liz" for Elizabeth, a maiden name, a nickname.

1. Open the guest on the Guests page.

2. Add the alias in the Aliases field. Add as many as you like.

The search also forgives misspellings, so aliases are for the names that are different, not the names that are close.

Give every person their own entry. A plus-one gets a name, even if it is "Guest of Sarah Smith".

Link a plus-one to the person who invited them so they sit together. Use a party group to keep a family in one block when you seat.

Generate builds a whole room from your guest count in a few seconds: round or long tables, evenly spaced, ready to drag around.

1. Press Generate in the floor plan toolbar.

2. Pick the table type and the seats per table.

3. Choose "Add to existing" to keep tables you already placed, or "Replace" to start over. Replace asks you to confirm.

To place tables by hand, drag a preset from the palette onto the canvas, or use "+ Add table". Tables, the dance floor, the bar and the stage all drag, resize and rotate.

On a computer: drag a guest from the Unseated list onto a table for the next free seat, or onto a specific seat.

On a phone: tap the guest, tap the table, tap a seat.

A red ring means a seating rule is broken, for example two people you marked "keep apart" at one table. Tap the red mark to read why. The Conflicts counter jumps you to the next one.

Auto-seat fills every empty seat in one pass and respects your rules and party groups. Treat it as a first draft and tidy it by hand.

Every move saves on its own. "Saved" in the corner confirms it.

Cmd+Z (Ctrl+Z on Windows) undoes. Cmd+Shift+Z redoes. Undo is saved too, so reloading never brings back a move you took back.

If a save fails (venue Wi-Fi is a common cause), the editor puts things back where they were and tells you. Try again.

For the couple, use the Sweetheart preset: a two-seat rectangle.

For the wedding party, use a long table with the number of seats you need.

Rectangular tables rotate with the handle above them, so you can turn them to face the room.

1. Open your event. The QR card is on the overview.

2. Tap "Easel sign" for a ready-to-print page (letter or A4), or "Download PNG" for the code alone in high resolution.

3. Print at home or at a print shop. The code scans from across a room.

Place cards and a seating-chart poster are under Print. Place cards are a Premium feature.

No. The QR points at your live chart. Move a table at 5:47 PM and the next guest who scans sees the new seat.

The link is locked the moment the event is created, so a sign you printed weeks ago still works on the day.

It is almost always size or glare. Check these in order:

1. Print the sign at least letter size.

2. Keep it flat and out of direct light.

3. Make sure the whole square is visible, with some blank paper around it.

On the rare phone without a camera shortcut, the printed link under the code works by hand.

1. Print the QR easel sign, and the place cards if you use them.

2. Open the guest page on your own phone and search two names.

3. Check that the Unseated count is zero.

4. Send the link to your planner or venue coordinator, so they can answer guests too.

1. Open the floor plan on your phone.

2. Tap the guest, then tap the new seat.

The change is live on the next scan. No reprinting, no announcement. The day-of board on your event overview shows the QR, the unseated count and the guest page in one place.

Every guest can carry dietary restrictions and a free-text note.

The printable seating chart ends with a kitchen summary: counts per restriction, per table. The caterer gets one sheet instead of a phone call during service.

Guests add photos and videos from the same page they found their seat on, several at once, straight from the camera. Videos up to three minutes are shrunk on their phone before upload so they play everywhere.

You approve what shows, or turn on auto-approve. You can lock the album until a reveal moment.

To download: open Memories and tap "Download album" for everything, or select photos and tap "Download" for just those. Guests can save their favourites too.

"Let guests leave a note" adds a small guestbook. Guests write from their phone; you read everything under Notes.

"Introduce tablemates" shows each guest who else is at their table. It helps when two families meet for the first time.

Both switches are in your event settings.

The theme suite sets the color, the card surface and the font guests see after scanning. The live preview in settings shows exactly what they get.

The greeting is the first line on their seat card. "What guests should know" holds the practical notes: parking, dress code, the 9 PM shuttle.

Each event is its own chart, guest list and QR.

Hosts running one event (a wedding, a gala, a retirement dinner) stay on Free or Premium. Planners running one most weekends take Pro: unlimited events, month to month.

A deleted event is kept for 30 days. Write to support with the event name and we restore it.

In the floor plan, Cmd+Z brings back a removed table or object. "Take off the floor" never deletes a table, only its position.

Email support@scanvoila.com. We reply within one business day, and the same day when your event is this week. Include the event name. A screenshot helps.

Premium is a one-time $199. Receipts arrive by email and are listed under Billing.