Viewing Guest Data
As a vendor, you may need access to certain guest information to deliver your services effectively. Dream Planner uses a permission-based system that lets planners control exactly what data you can see.
How Permissions Work
Planners manage a permission matrix for each vendor on their event. They toggle individual data categories on or off, giving you access to only the information relevant to your role.
You cannot request additional permissions through the platform. If you need access to data that has not been shared, reach out to the planner through messaging.
Data Categories
The following categories of guest data can be shared with vendors:
| Category | Description |
|---|---|
| RSVP headcount | The total number of confirmed guests |
| Dietary requirements | Guest dietary needs, allergies, and restrictions |
| Special requirements | Accessibility needs, mobility considerations, and other special requests |
| Guest names | The full list of guest names |
| Contact details | Guest email addresses and phone numbers |
| Seating plan | Table assignments and seating arrangements |
| Event schedule | The timeline and running order of the event |
Typical Permission Setups
Different vendor types typically receive different levels of access:
- Caterers — Dietary requirements, RSVP headcount, and sometimes special requirements.
- Venues — Guest names, headcount, special requirements (for accessibility), and seating plan.
- Photographers — Guest names for group shot lists.
- Entertainment — RSVP headcount and event schedule.
- Transport — Guest names, contact details, and pickup schedule.
Tip: When a planner grants you access to a new data category, you will see it the next time you view the event. Check your events regularly for updated information.
How Planners Control Access
On the planner side, the permission matrix is managed from the Vendors tab of their event. Planners can:
- Select a vendor.
- Toggle each data category on or off.
- Changes take effect immediately.
Permissions can be granted or revoked at any time. If a planner removes access to a category, it disappears from your view of the event.
Real-Time Updates
Guest data is kept up to date in real time. When a planner updates their guest list — adding new guests, changing RSVPs, or updating dietary requirements — the changes are reflected in your view automatically. There is no need to request fresh data or wait for a manual sync.