Set up and manage your InviteBird Event Checklist

Use your event's Event Checklist in InviteBird to start from an occasion template or build your own dated task list. Assign tasks to co-hosts, track progress by planning phase, and download a checklist PDF. It's built for your phone and included on every plan.

For help deciding which tasks belong on a birthday plan, the milestone birthday party checklist covers the hosting decisions from budget to thank-yous. The Event Checklist overview shows how those tasks can stay connected to your InviteBird event.

Your checklist at a glance

The checklist has five sections: Overview (how far along you are and what's next), Tasks (the list itself), Start (templates and InviteBird AI), Assign (who's doing what) and Help.

Capture a task with a quick title, then add the planning details you need: its phase, due date, owner and notes. All of those details belong to the same checklist, alongside your templates and linked tasks.

Phases that count down to your date

Your tasks are organized into phases — from kickoff (start now) through six weeks, four weeks, two weeks, and one week before, then the day before, the day of, and after the event. When your event date is set, each phase header shows the real date it falls on, so "two weeks before" reads as an actual day on the calendar. Work top to bottom and you'll never wonder whether you're ahead or behind.

Generate a checklist with InviteBird AI

Rather than start from a blank list, tap Generate my checklist and InviteBird AI builds one around your event — your occasion, your date, and the features you're already using. It suggests the right tasks in the right phases, with due dates worked out from your event date, and it links tasks to the InviteBird tools that handle them where they match.

The tasks arrive as a review list you confirm before anything is added, so you stay in control. Run it again later and it merges in anything new without creating duplicates — and it never resets a task you've already checked off.

Start from a template

In a hurry? Tap Start from a template and a ready-made checklist for your event's occasion drops straight in — already grouped into phases and dated from your event day. InviteBird matches the starter list to your event automatically (birthday, wedding, baby or bridal shower, graduation, retirement, or a general event), so there's no menu to dig through. It's the fastest way to a complete plan; trim or add from there. Where a task matches an InviteBird tool, it comes linked and ready. Prefer a list shaped around the exact features you're using instead? Generate my checklist does that.

Adding and editing your own tasks

The list is yours to shape. Type a task into Add a task and it goes into the next phase still ahead, due on that phase's day — and that date moves if your event date does (the note under the box says exactly where it will land). You can also choose which phase a task belongs to. Open a task to set the details — its title, which phase it belongs to, a due date, and any notes. Move a task to another phase and its date moves with it, unless you picked that date yourself. Due dates and phases help you work through the list in order. Anything InviteBird AI suggested can be edited or removed just like a task you wrote yourself.

Who's doing what

Planning with a partner or a helper? Open any task and assign it — to yourself or to a co-host you've added to the event. Their initial appears as a small chip on the task, and Assign lists every task by owner, so at a glance everyone can see who's got what. A Mine filter in Tasks narrows the list to just your tasks. Co-hosts you add can open the whole checklist and work it alongside you. See Adding co-hosts.

Linked tasks that complete themselves

This is what a paper checklist can't do. When a task matches an InviteBird feature — sending your invitations, building your menu, arranging seating, setting up your photo album, your playlist, your day-of timeline, or your thank-you — it carries an Open link that jumps straight to that part of your event.

Better still, those linked tasks check themselves off once you've actually set the feature up. Finish your seating chart and the "plan the seating" task marks itself done automatically. You're always in charge, though: if a task ever reads as done and you'd rather it stayed open (or the other way round), just tap it. Once you set a task by hand, your choice sticks.

Your progress at a glance

Overview shows how far along you are — how many tasks are done, still to do and overdue, a progress bar, and your next three tasks so nothing slips. Tick one off or open it right there. Anything past its due date carries a red date chip, so overdue items are easy to spot and clear. "Overdue" counts from your own calendar day, wherever you are.

Downloading a checklist PDF

Want it on paper, or shared with a co-host or helper? In Overview, tap Download checklist PDF for a clean, branded PDF grouped by phase, with a checkbox beside every task and its due date — completed tasks shown ticked. It's saved to your Downloads tab with the rest of your event printables.

Common questions

Do I need to set an event date first? It helps. With a date, each phase shows the real day it falls on and due dates are worked out for you. Without one, the phases still order your tasks from first to last — add a date later and your phase-based tasks (from a template or InviteBird AI) pick up their real due dates automatically. Change the date and those phase dates move with it, while any dates you set by hand stay exactly where you put them.

Does InviteBird AI add tasks without asking? No. It always hands you a review list to confirm first, and running it again merges in new suggestions without duplicating what's there or undoing anything you've completed.

How do linked tasks know they're done? They check the matching feature on your event — once you've finished your menu, seating, album, and so on, the linked task marks itself complete. You can always override it with a tap.

Can I write my own tasks? Absolutely. Add tasks to any phase and set their title, due date, and notes. Your tasks and the suggested ones live in the same list.

Can I print or share the checklist? Yes. Tap Download checklist PDF for a branded, phase-grouped PDF with checkboxes and due dates. It's also in your Downloads tab.

What details can I add to a task? Give a task a phase, due date and notes, and assign it to yourself or a co-host. Start with a title and fill in those details as your plans take shape.

Can I still use the checklist after the event? Yes — it stays open after your event, so you can tick off the thank-you notes and the last few jobs once the party's over.

Can I hand tasks to a co-host? Yes. Open a task and assign it to yourself or to a co-host on your event. Their initial shows on the task, Assign groups every task by owner, and the Mine filter shows just your own.

Is there a ready-made checklist for my occasion? Yes. Tap Start from a template for a full, phased checklist built for your event's occasion in one step — InviteBird matches it to your event automatically — or use Generate my checklist for a list built around the exact features you're using.

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