Wedding planner software in India: what you need and how to get it done
Running a wedding in India means juggling families, several functions and a caterer who wants a number yesterday. The right software keeps one guest list, collects replies on WhatsApp and shows headcount for each function. This guide covers what a planner should look for, and how LoyaltyRewards does it through ShaadiCount.
What wedding planner software should do
A wedding has many functions, and the guest list changes every week. Good software keeps one list per wedding, so the same person is not added twice to Haldi and Sangeet with different details.
- One guest list per wedding, built by pasting a list, uploading an Excel file or picking existing customers
- WhatsApp invitations with Yes, Maybe and Can't come buttons
- Automatic reminders, at most two, before the day
- Headcount for each function: Haldi, Mehndi, Sangeet, Wedding and Reception
- A live report for the caterer with numbers only
- QR entry passes and check-in at the gate
Why WhatsApp buttons work better than a form
Most guests reply on WhatsApp, not on a web form. A message with three buttons takes one tap. After that, WhatsApp asks how many people are coming, which functions they will attend and whether they want veg or non-veg. Guests can reply CHANGE at any time, or answer on their own invitation page.
- Invite only people who know the family or the organiser
- If someone replies STOP, they are never messaged again
- Keep the names in one list, so the caterer and the gate team see the same numbers
Headcount per function, and why it is an estimate
Caterers plan plates by function, not by the wedding as a whole. A good dashboard shows coming, maybe, can't come and no reply for each function. It also gives a likely headcount with a low and high range, plates with a buffer, and separate counts for kids and stays.
Treat every number as an estimate. Maybes change, and some guests who said yes may not come. The range helps you plan, but no tool can promise the exact count.
- Coming, maybe, can't come and no reply, for each function
- A likely headcount with a low and high range
- Plates with a buffer added
- Kids and stays counted separately
How ShaadiCount does it
ShaadiCount is the event invites and RSVP part of LoyaltyRewards, at /shaadicount/. The organiser creates an event of any kind, such as a wedding with Haldi, Mehndi, Sangeet, Wedding and Reception, an engagement, or a puja. Then they add people and send the invitation to everyone on WhatsApp in one click.
The first 25 invitations of every event cost nothing. Bigger events buy a pack, and planners, caterers and halls can take a monthly plan.
- Create the event and pick its functions
- Add guests by pasting a list, uploading Excel or picking customers
- Send the invitation with Yes, Maybe and Can't come buttons
- Automatic reminders, at most two, and a reconfirmation before the day
- A live caterer report, and QR entry passes checked at the gate
Questions to ask any vendor before you sign up
Ask to see the guest list screen and the caterer report before you pay. Check who receives the invitations, how opt-outs work and what happens to your list if you stop using the tool.
- Does each guest appear only once per wedding?
- Do invitations go on WhatsApp, and does a STOP reply stop all messages?
- Are headcounts shown as ranges rather than fixed promises?
- Is a free guest list template or calculator available to try the process first?
Questions
Is there wedding planner software in India that works on WhatsApp?
Yes. LoyaltyRewards sends the invitation to each guest on WhatsApp in one click, with Yes, Maybe and Can't come buttons. Guests then choose their functions and veg or non-veg by themselves.
How much does wedding planner software cost?
Try everything for 7 days at just ₹117. Paid plans are ₹1,179, ₹2,359 and ₹4,719 per month, adding campaigns, staff logins and more locations. Yearly plans save 20%. The first 25 invitations of every event cost nothing, and bigger events buy a pack.
Can the headcount be exact?
No tool can promise an exact count. ShaadiCount shows a likely headcount with a low and high range that updates as replies come in, so you can plan plates with a buffer.
Will guests get messages from people they do not know?
No. ShaadiCount sends invitations only to people who know the organiser, and anyone who replies STOP is never messaged again.
About LoyaltyRewards
LoyaltyRewards is made by AppSage Infosystem Private Limited, Hoskote, Bangalore 562114, Karnataka (GSTIN 29AAVCA9317J1ZW). We build loyalty, Google review and WhatsApp tools for Indian shops, and we are a verified Meta Tech Provider on the official WhatsApp Business Platform. Every payment comes with a GST invoice. Talk to us on WhatsApp.