Case study · Multi-day wedding
350-guest wedding in Karad — rooms and KYC without reception chaos
A multi-day wedding in Karad moved guest lists, hotel rooming, document collection, and guest updates onto one board — so reception stopped hunting through Excel and WhatsApp threads.
Karad · VITS Satyajeet
Guests
~350
Rooms allocated
~70
Hotel
VITS Satyajeet
Modules
Guests · Rooms · WA · KYC · Guest page
The week before felt like three jobs at once
Rooming lived in spreadsheets. Guest questions landed in group chats. Reception was the fallback for “where’s my room?” — and the hotel still needed KYC documents collected in time. The family wanted to host, not become a logistics desk.
What the team ran on Smart Planner
- One logistics guest list with family groups — heads who needed rooms, not only RSVP ticks
- Drag-and-drop room allocation across the VITS Satyajeet block with live occupancy
- KYC / ID collection before check-in so the hotel wasn’t chasing papers at arrival
- Personalized room details on white-label WhatsApp once the board was locked
- Guest pages for stay and schedule context without another round of forwards
The family got the celebration back
With rooms, documents, and guest updates on one system of record, coordinators spent celebration week answering fewer frantic messages — and the family spent more of it with guests. Reception worked from a searchable board instead of a printed sheet that was already outdated.
Modules used
- Guest management
- Room allocation
- WhatsApp logistics
- Guest KYC
- Guest page
“For the first time in a wedding this size, we weren’t glued to our phones managing rooms and documents. Guests knew where to go — and we could actually enjoy our own event.”
Host family coordinator · Wedding · Karad
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