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Create tables for your InviteBird seating chart

Turn on InviteBird seating, create a starter table layout or add tables individually, and set names, capacities and shapes before assigning guests.

Last reviewed 4 min read

On this page8 sections
  1. Turn seating on
  2. Build tables the fast way
  3. Add tables one at a time
  4. Edit a table
  5. Reading the board
  6. Delete a table
  7. Common questions
  8. Related articles

To create a seating chart in InviteBird, open your event's Seating section and turn seating on. Use Create starter tables for a first layout or Add table to build it yourself, then set each table's name, capacity and shape. Next, assign guests to your tables.

The seating chart overview follows the full workflow from the table layout to printed charts and guest seat lookup.

Turn seating on

In your event, open the Seating section. You'll see the question "Want to plan where guests sit?" — choose Yes, plan the seating. That reveals the room board where you build tables and seat guests. Seating is included on every plan, so there's nothing extra to buy.

If you ever turn seating back off, your tables and assignments are saved, not deleted — flip it on again and everything is exactly where you left it.

Build tables the fast way

When your room board is empty, the quickest start is Create starter tables (also shown as Starter layout). InviteBird counts everyone who hasn't declined, plus the people they're bringing, and lays out enough round tables to fit them, sizing the set at roughly one table for every eight guests. Each starter table is a round table that seats eight. It's a first draft — rename, resize, reshape, or delete any of them afterward.

Add tables one at a time

Prefer to build by hand? Choose Add table. Each new table arrives named Table 1, Table 2, and so on, as a round table with eight seats, and the edit panel opens straight away so you can adjust it.

Edit a table

Tap any table to open Edit table, where you can set:

  • Name — anything up to 40 characters. Naming a table Table 5 prints as a large "5" on its table sign; naming it something like Head Table prints the words. See Printable seating charts and place cards.
  • Capacity — how many seats the table has, from 1 to 40. Type a number or tap the minus and plus buttons.
  • Shape — Round, Rectangle, Square, Sweetheart, or Head table. Shape is purely how the table reads on your board and its printed sign; it doesn't change the seat count.

The same panel has a Guests at this table checklist for tapping guests straight into that table, covered in Assigning guests to tables.

Reading the board

The top of the Seating section keeps a running summary: how many guests are seated of your total, how many tables and seats you've created, and — if any table has more guests than seats — an over capacity flag. Going over capacity is a warning, not a block: InviteBird will still let you seat everyone, so you're free to squeeze in a chair and sort it out later.

Every table is shown on the board. For a big room, use Full screen to open the board across your whole screen and give your tables more room. Press Escape or Exit full screen to come back.

To change the order your tables appear in, drag the grip at the top-left of a table card. Printed charts and table signs follow your order.

Delete a table

Open the table and choose Delete table. You'll be asked to confirm, and anyone seated there is simply moved back to the unseated list — no guest is ever removed from your event by deleting a table. Changed your mind? Tap Undo in the message that appears right afterwards (about eight seconds) and the table comes back with everyone in their seats. To empty a table but keep it, use Clear table in the table's three-dots menu instead.

Common questions

How many tables should I make? Start with Create starter tables for a sensible first layout (about one table per eight guests), then adjust. You can add or delete tables at any point as your RSVPs firm up.

What's the largest table I can make? Up to 40 seats per table. If you need more than that at one physical table, split it into two tables on the board.

Do the shapes change anything besides looks? No. Round, Rectangle, Square, Sweetheart, and Head table only change how the table appears on your board and on its printed table sign. Capacity is set separately.

Will turning seating off delete my tables? No. Turning the feature off hides the planner but keeps every table and assignment. Turn it back on and it's all still there.

Can I rename tables to real names instead of numbers? Yes — a table name can be anything up to 40 characters, like Family, College friends, or Head Table. Numbered names print as a bold numeral on the table sign; worded names print the words.

What happens if I put more guests at a table than it seats? You'll see an over capacity flag on that table and in the header count, but nothing is blocked. It's there to catch accidental overfilling, not to stop you.

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