Find Your Seat for guests

Guests find their table by typing their name into a Find Your Seat page — no app, no login, and no card to hand out. As the host, you assign tables; guests just look theirs up, and the lookup always shows your latest plan, and you choose when they can see it. This article explains what your guests experience so you can point them to it with confidence.

How guests reach it

There are several ways in, all pointing at the same live lookup:

• The QR sign at the door. Print the Find Your Seat QR sign from the Find your seat pane of your Seating section and post it at the entrance; guests scan it with their phone camera. See Printable seating charts and place cards.
• The check-in kiosk. If you're running the day-of check-in kiosk, it has a Find my table lookup built in (it appears once at least one guest has a table and tables are released).
• Their own day-of page. Guests can look up their seat from their event-day view as well.
• The invitation itself. Once tables are released, a guest you've seated sees their table on the invitation page (on the device they replied from), with where each person in their party sits. Everyone else sees a Find your table button. The thank-you screen after a reply and the confirmation email also carry a Find your table link.

As the host you can try it yourself first with the Preview the guest seat-finder link in the Find your seat pane of the Seating section.

When guests can see their table

You decide. Open Settings in the Seating section and look for When can guests see their table?

• Right away — guests see their table as soon as you seat them.
• From the morning of the event — tables stay hidden until the event day begins, so you can keep rearranging without anyone seeing a half-finished plan.
• Never — only I see it — guests never see a table online, and you tell them in person.

This covers every place a guest could see a table: their invitation page, the thank-you screen, the confirmation email, the Find Your Seat page and QR sign, the door tablet and phone page, and the check-in screen. Until then they hold the table back, and the lookup tells guests that tables are shared on the morning of the event, or that you'll tell them in person. Printed place cards, table signs and charts always show every table, and you always see everything in your own Seating section.

What guests see

The page is dressed in your event's styling and shows your event name, then asks the guest to "Type your name and we'll point you to your table." They enter their name (three letters or more) and tap Find my seat. What comes back depends on the match:

• A clear match shows their table in large type — "[Name], you're at Table 3." If their party has other named people, a Your party list shows where each of them sits (with you when it's the same table).
• More than one possible match asks them to add more of their name, usually their last name, and try again. The page never lists other guests' names for them to pick from. If two guests have exactly the same full name and sit at different tables, they're sent to the welcome desk instead. (The door tablet and the door phone page work differently: because the guest is at the event, they show a short "tap your name" list.)
• On the list but not seated yet shows a warm "you're on the list, but a table hasn't been assigned yet — check back closer to the day."
• No match invites them to check spelling or try just a first or last name — and to ask you, the host, if their name still doesn't appear.

Plus-ones on the lookup

Additional guests who were given names can look themselves up just like anyone else, and appear as [name] (guest of [host]). An unnamed additional guest — shown as "Guest 2" while you were building the list — can't be searched by name, and isn't listed under Your party, so they find the table together with the primary guest's lookup.

Privacy

A guest proves who they are by knowing their own name, and a search returns only their own table and the people in their own party — never the full list. There is no way to browse the whole seating chart from this page, and no contact details, meals, or dietary notes are ever shown to guests. If you've password-protected your event, the QR page asks for the password first; the door tablet and the door phone page don't. The printed sign carries a note that guests need your password after they scan.

Before it's ready

If seating is turned off, or you haven't created any tables yet, the page shows "The seating chart isn't ready yet — check back closer to the day." Turn seating on and add tables to make it live. If you've chosen to share tables from the morning of the event, or never, guests are told so instead. Because it reads your plan in real time, any change you make — a new table, a moved guest — shows up on the next lookup with nothing to republish.

Common questions

Do guests need the InviteBird app or an account? No. It's a plain web page they open by scanning the QR sign or tapping a link, with nothing to install and no sign-in.

A guest says their name isn't found — what should they do? Have them check the spelling and try just their first or last name (at least three letters). Guests who replied through your shared invitation link are found even if you never added them to your guest list — they show as on the list with no table yet. Guests whose latest reply is No aren't found on the QR page. If they truly aren't listed, add them to your guest list and their lookup will work immediately.

Can guests see everyone's seats? No. A name search only ever reveals that guest's own table — the full chart is never shown to guests, so your guest list stays private.

Does everyone get their table by email? A guest who replies Yes or Maybe gets a Find your table link in their confirmation email, once tables are released. There's no separate message that sends every guest their table at once — post the QR sign, or share your invitation link.

Will last-minute changes show up? Yes, instantly. The lookup always reflects your current plan, so there's no need to reprint or resend anything when you move a guest.

It says a table hasn't been assigned — is something wrong? No. That guest is on your list but not yet seated. Assign them a table (see Assigning guests to tables) and their lookup will show it.

Related articles

• Assigning guests to tables
• Printable seating charts and place cards
• Creating tables
• How RSVPs work