Guest Data
Overview
DreamPlan allows vendors to access guest information for events they are linked to, but only when the planner explicitly grants permission. This system gives planners full control over what data is shared, while giving vendors the information they need to deliver their services effectively. For example, a caterer may need dietary requirements, while a photographer may need a list of key family members.
How Permissions Work
Guest data access is entirely controlled by the planner who created the event. Here is how the permission system works:
- The planner creates an event and manages the guest list.
- The planner links a vendor to the event (by sending an enquiry, confirming a booking, etc.).
- The planner chooses which data categories to share with each vendor.
- The vendor can then view the permitted guest data from the event detail page.
Vendors cannot request or modify permissions. If you need access to a data category that has not been shared, ask the planner directly through your conversation in the inbox.
The 7 Data Categories
Planners can grant or deny access to each of these categories independently.
| Category | What It Includes |
|---|---|
| Names | Guest first and last names |
| Contact Details | Email addresses and phone numbers |
| RSVP Status | Whether each guest has accepted, declined, or not yet responded |
| Dietary Requirements | Allergies, dietary restrictions, and food preferences |
| Table Assignments | Which table each guest is assigned to |
| Plus-Ones | Whether the guest is bringing an additional person |
| Special Notes | Any additional notes the planner has added for individual guests (e.g. “Needs wheelchair access”, “VIP — groom’s grandmother”) |
Typical Permission Setups by Vendor Type
Different vendors typically need access to different categories. The table below shows common configurations planners use. These are suggestions, not defaults — planners always set permissions manually.
| Vendor Type | Names | Contact | RSVP | Dietary | Tables | Plus-Ones | Notes |
|---|---|---|---|---|---|---|---|
| Caterer | Yes | No | Yes | Yes | Yes | Yes | Yes |
| Photographer | Yes | No | No | No | No | No | Yes |
| Videographer | Yes | No | No | No | No | No | Yes |
| Venue | Yes | No | Yes | No | Yes | Yes | Yes |
| Florist | No | No | No | No | Yes | No | No |
| DJ / Band | No | No | Yes | No | No | No | Yes |
| Cake | No | No | Yes | Yes | No | No | No |
| Decor | No | No | No | No | Yes | No | No |
| Planner | Yes | Yes | Yes | Yes | Yes | Yes | Yes |
Tip: If you are a vendor and need a specific data category, let the planner know early in the planning process. A quick message explaining why you need the data helps the planner make an informed decision.
How Planners Control Access
From the planner’s side, the permission workflow looks like this:
- The planner opens the event and goes to the Vendor Access section.
- They see a list of linked vendors.
- For each vendor, they toggle individual data categories on or off.
- Changes take effect immediately.
Planners can update permissions at any time. If a vendor is removed from the event, all guest data access is revoked automatically.
Real-Time Updates
Guest data shown to vendors updates in real time. When the planner:
- Adds a new guest — The vendor sees the new guest immediately (within permitted categories).
- Updates guest details — Changes to dietary requirements, RSVP status, table assignments, and other fields are reflected instantly.
- Removes a guest — The guest disappears from the vendor’s view.
- Changes permissions — If the planner revokes access to a category, that data disappears from the vendor’s view immediately.
You do not need to refresh or take any action. The data stays current automatically.
Tips
Tip: Request guest data access early in the planning process. Caterers in particular need dietary information well before the event to plan menus and place orders.
Tip: Do not store guest data outside of DreamPlan. If a planner revokes access, the data should no longer be in your possession. This respects privacy and builds trust.
Tip: If you notice missing or outdated guest information, flag it to the planner. They may not realise a guest has not updated their RSVP or dietary details.
Tip: Use the Special Notes category to identify VIP guests, family members with specific needs, or anyone who requires special attention on the day.
FAQ
Can I request access to guest data? You cannot request access through the platform. Ask the planner directly in your inbox conversation, explaining which categories you need and why.
What happens if the planner revokes my access? The data is immediately removed from your view. You will no longer see the revoked categories on the event detail page.
Can I download or export guest data? Guest data is accessed through the event detail page in the vendor portal. Exporting capabilities depend on the platform’s current features.
Is guest data shared with other vendors? No. Each vendor only sees the data categories the planner has specifically granted to them. One vendor’s permissions have no effect on another’s.
What if the planner has not shared any data with me? If no categories are enabled, you will see a message indicating that no guest data has been shared for this event. Contact the planner to request the categories you need.
How is guest data privacy protected? Planners have full control over what is shared and with whom. Permissions can be changed or revoked at any time. Vendors should only use guest data for the purpose of delivering their services for the specific event.
Do guest data permissions carry over between events? No. Permissions are set per event. If the same planner books you for a different event, they will need to configure permissions again for the new event.