Wedding run of show: give every supplier their part of the day.
A master timeline works for you. Your DJ, band, MC and venue team each need something smaller: when to arrive, what they do, who they take over from, and who to call. Here’s how Toast Roll turns one timeline into a page for each supplier, and what happens when the day runs late.
Supplier pages are part of the Full wedding ($69 once). Planning the timeline is free.
A worked example
An evening wedding with a band, a DJ, an MC and a coordinator:
- 15:30 the band arrives, ready by 17:00. The DJ arrives at 16:00, ready by 17:30.
- 17:30 Guests arrive. The band plays a soft set.
- 18:28 Grand entry. The DJ takes over from the band. The MC reads the entrance line word for word.
- 18:45 Dinner. The band takes over from the DJ.
- 19:45 Buffer, 30 min. Spare time that soaks up any delay.
- 21:00 Open floor. The DJ takes over from the band again.
Each supplier opens one link and sees only their part: the band sees “Stop and hand over to DJ Putra” at 18:28, and the DJ sees “Take over from Butterfly Trio” on the same moment. The coordinator sees all of it.
1. Add your suppliers
In the Suppliers tab, add each one with their role (DJ, band, photographer, videographer, caterer, florist, venue, fireworks, MC, coordinator), their language and a phone number or email. Each gets a private link: no app, no account.
2. Put them on timeline items
Open a timeline item and tick who’s involved. Each person gets a short note for that moment, such as “Entry track from the first chorus”. Their page shows only the items they’re on. Buttons and labels appear in their language; your notes appear exactly as you typed them.
3. Call times
In a supplier’s details, set when they arrive and when they must be ready by, for each day of the wedding. It sits at the top of their page. If “ready by” is later than their first item, you’ll see a warning before you send anything.
4. Handovers
When one supplier stops and another starts, like the band handing over to the DJ, open the item, tick the DJ under who’s involved, and pick the band under Takes over from. Both pages show the handover at that time, and it moves with the item if the day runs late.
5. The MC’s script
Add your MC with the MC role and write their note as the exact words to say, up to 1,000 characters. Their page becomes a script: the time and the words in large type, with no tick boxes to get in the way of a microphone.
6. House rules
Short lines pinned to the top of the pages you choose, such as “No bouquet toss” or “Sparklers are for the couple only, at 18:34”. Pick who sees each rule: everyone, or only certain roles.
7. Coordinators and who to call
Give your coordinators the coordinator role and a call order (1st call, 2nd call…). Every supplier’s page lists them in that order with Call and WhatsApp buttons. A coordinator’s own page shows the whole day: every item, everyone’s notes, arrivals, handovers and contacts. Because it shows everyone’s phone numbers, switching someone to coordinator gives them a new link.
8. Buffers
Mark an item as buffer time and it becomes spare time in your timeline. Suppliers don’t see it. When something runs late, the buffer is used up first, and items after it only move if the buffer runs out.
9. Send the links
Use Preview to see exactly what each supplier will see, then Send link by WhatsApp, email or copy. The list shows who has opened their page.
10. On the day
- Each page shows Now and Next in venue time and refreshes every 30 seconds. Suppliers tick items off as they go.
- If something runs late, open that item and choose Move this and everything after. Later items move, buffers absorb what they can, and items marked “Fixed time” never move.
- Suppliers with an email get an update straight away, listing only their own items and how far each moved. For WhatsApp you get a ready-written message for each supplier to send.
- Changed your mind? Undo puts every time back, buffers included.
Building the timeline first? Start from our wedding day timeline templates.