Guide

Tips For A Successful Diagram

Video Instructions

Alternate Event guest list import (Rehearsal Dinner, Sunday Brunch, Etc.)

Written Instructions:

• Import your guests

• Edit your guests

• Assigning Table and Seats

• Assigning entrees to your guests

• Important toolbar buttons in Prismm

Tips for a Successful Diagram:

• After KB Events creates the template: review the template and discuss any large-scale changes with your planner

  • Note the way the tables are numbered. If you prefer a different order, inform your planner on how you would like them renumbered

  • Use the table numbers on the diagram to build your seating chart or escort card labels

• Import your guest list

  • You must import your guests as individuals (not couples or families) in order to assign them a specific seat in Prismm

• Assign guests to tables

  • Assign guests to a specific seat at the table (you’ll want to do this when providing place cards, if you have long feasting tables, or your specifying a pre-count entrée to your caterer)

Option 2: Import Manually

1. At the bottom of the “Guests” page, you’ll see a gray area titled “New Guest” (See image above)

2. Enter your guest’s information into the blank boxes (Remember, if you are going to assign guests specific seats, each guest must be on their own line in the spreadsheet)

3. Tap “Enter” on your keyboard

4. See your guest appear on the guestlist above!

Edit Guests Once Entered

Editing One Guest:

• Double click on a name to edit or add to it.

• Double click on the blank box under the “Party” column to assign your guest to a party (Family, Bridesmaid, Rehearsal Dinner, etc). You can edit or delete any of these options or make your own party label by typing it in! 

• You can also have multiple lists running off of one guest list. For example, you can filter the guest list to show people who are Family, invited to the Rehearsal Dinner, and part of the Bridal Party.

• Along the top of the page under the “GUESTS” tab you can also edit Address, Contact, RSVP, Meal, and Comments.

Editing Multiple Guests at Once

• Check the white box next to the guest name to make it green (this means that the guest is selected).

• Click the drop-down where the pink arrow is in the picture above. You can either "Set values to selected guests" or "Delete selected guests.”

• To change guest information choose "Set values to selected guests" and another box will pop up. You can then choose which information you want to change (Name titles, Party, Addresses)

• Select the information you’d like to change. 

• Once you are finished, click UPDATE.

• Once you select the field you'd like to change you will be asked information based on what you selected. Once you are finished click UPDATE.

Assigning Guests Entrees

• Select the “GUESTS” tab on the top of the page

• On the smaller gray toolbar select the “Meal” tab.

• Before you are able to choose meals you must click on the box next to “Linked Event” and choose the event you are assigning entrees for.

• To assign the meal, click on the guest’s blank box under the “Meal” column on the spreadsheet & choose one. (Note: If you have two guests on the same line, you’ll have to choose both of their meals on the same line)

• If your event’s specific meal choices do not match the options on the drop-down, double click in a guest’s blank box under the “Meal” column and type in your option. After doing this once, you’ll see the manually typed-in option at the bottom of the drop-down list by scrolling.

• Select “GUESTS” on the left toolbar.

• Select the guest(s) you would like to assign to a table by clicking on the empty box on the left of the guest’s name to make it turn green (you can select multiple).

• Once selected, use your cursor (now with a little orange person attached) to click on the table you would like to assign the selected guest(s) to.

• Once a guest has been assigned a table, a green checkmark will appear next to their name.

Assigning Guests to Seats

*Note: Guests must be listed individually to assign seats (not as couples)

• Select a table you would like to assign guests seats on

• Select “GUEST” in the right corner of the pop-up box

• Select the chair icon in the lower right corner (See Image Below)

• Click on a guest you would like to assign to a seat at your selected table (your cursor will now have a little orange person icon)

• Click on the seat you would like to assign them to. Seats will turn green and display a guest's name once they have been assigned.

Removing Guests From a Table

• Click on the table that holds the guest you would like to remove

• Select the box on the left of their name turning it green

• Select the trash can on the bottom of the pop-up box. (Note: Clicking the trash will not delete the guest entirely, it will just remove them from a table)

Generating a Report

When guest assignments are complete, you are able to cross-check anything through the reports tab at the top of the screen.

Click the “generate” button to see your entire guest list with their table and seating assignments. There are several options in this view (with table diagrams, just the master list, etc…). KB Events will use this as your master guest list, for noting specific seating assignments, and for any guests’ entrée selection choices.

Main Toolbar Buttons

Info:

Table Display:

Table Occupancy:

Alternate Events:

• For each event in addition to the wedding day, you will need to upload a separate guest list to Prismm.

  • Treating each event as its own will avoid errors within the Prismm system and ensure your guests are in the appropriate seats!

  • With your separate guestlist uploaded, you can follow the same directions, for assigning guests seats, as you would for the wedding day.