Wedding Day Timeline Planner Spreadsheet

About this template

This wedding day timeline is built for the couple, planner or day of coordinator who has to make the whole day run on time. Write each job once, and the file checks the schedule for people booked in two places at once and vendors who arrive too late.

Please read: This is a tracker tool only, not financial, tax, legal, medical or any other professional advice or advisory service. It records and calculates what you enter; you are solely responsible for checking all figures, rates, dates and results and for every decision you make. By purchasing, downloading or using it, you accept these terms (your statutory consumer rights are not affected).

The dashboard

Every figure fills itself from the timeline. Choose Whole day or one part, like Ceremony, and the page follows.

• How long the day runs, from the first start to the last finish
• Every job on the timeline, and the hours of work booked
• Each part of the day from its first start to its last finish
• The run of show: every job in order, with clashes and early starts flagged
• The arrival check: all clear, cutting it fine, late or double-booked
• How many jobs are running in each hour, and a countdown to the day
• Everyone in order of arrival, with their phone number, their verdict and the minutes they have before their first job

A clash check that reads the whole day

When the same person has two jobs at the same time, both are flagged on the Timeline and listed on Clash Check together with what they clash with. A photographer due in the cottage and the bridal suite at once is caught before the day, not on it.

Every vendor there in time

The People & Vendors tab holds when each person and vendor arrives and leaves. The file sets those times against their first and last jobs and says Arrives after first job, Cutting it fine or Leaves before last job ends. It is a vendor timeline and a wedding itinerary in one.

The day by the minute

For each job you type the start, the minutes it takes, what happens, who does it and where. The end time is worked out for you, and a day that runs past midnight is handled correctly. The hours booked are added up for each part of the wedding schedule.

Six connected tabs

• Start Here and Setup
• Timeline: every job by the minute
• People & Vendors: arrivals, departures and phone numbers
• Clash Check: double bookings and jobs before arrival
• Dashboard

Works with

• Microsoft Excel 2016, 2019, 2021 and Microsoft 365, on Windows and Mac, and LibreOffice
• Google Sheets with a free Google account. The Google Sheets version is a real workbook you take a copy of, not a PDF with a link in it.
• No dynamic arrays, no macros, no add-ins and no subscription

What you download

• The Excel workbook, filled with a worked example: a 38-job wedding day with 16 people and vendors
• The same workbook, blank and ready for yours
• The instruction guide, which has one-click links to the Google Sheets versions (filled and blank)
• The terms of use as a PDF

Your files are ready to download as soon as payment clears. They are for personal and business use on your own devices, so please do not share or resell them. Questions before or after you buy? Use our contact page and we will help.

Frequently asked questions

Can I use this in Google Sheets instead of Excel?

Yes. The download includes Excel workbooks for Excel 2016 or later on Windows or Mac, and the instruction guide has one-click links to copy the Google Sheets versions with a free Google account.

What counts as a clash?

Two jobs for the same person at the same time. Both are flagged on the Timeline and listed on Clash Check with the job they clash with.

Does it check vendor arrival times?

Yes. It compares each arrival with that person's first job and each departure with their last job, and says Arrives after first job, Cutting it fine or Leaves before last job ends.

What if the reception goes past midnight?

The timeline handles a day that runs past midnight, so late jobs keep their correct order and end times.

Is there an example to learn from?

Yes. The filled copy is a 38-job wedding day with 16 people and vendors, and a blank copy is included for yours.