What fields does a person have?

• Required: first name, last name, email address
• Optional: dietary restrictions (vegan, vegetarian, gluten-free, lactose-free, nut-free)

What are relations between people?

• Avoid: these people should never be assigned to the same host in any course.
• Together: these people should always be assigned to the same household (up to {0} persons).

If both rules are applied simultaneously and conflict, 'Avoid' takes priority over 'Together'.

When can I no longer edit or delete a person?

• Once a person is assigned to an active event, they cannot be deleted.
• After invitations are sent, the email address is locked.
• Remove the person from the event first to make them editable again.

What happens when someone registers via RSVP?

Upon RSVP registration, the person is automatically added to the address book — or, if the email address already exists, matched to the existing record.

Can I delete a person from the address book?

Yes, as long as they are not assigned to an active event. All associated relations (avoid/together) are automatically removed.

What fields does a household have?

• Required: household name, capacity (number of guest seats)
• Optional: address (street, number, postcode, city) — used for Google Maps and route planning
• Optional: mark as smoke-free — displayed as a badge on the participant page

How do I assign people to a household?

In a household you can select any number of owners from the address book. Owners are automatically set as host when the household is activated for an event.

When can a household no longer be edited?

Once a household is set as an active host in an event and invitations have been sent, its name and address are locked.

Can households register via the RSVP form?

Participants can indicate in the registration form that they would like to be a host — this creates a new household in the system. You as the organiser decide which households are actually activated as hosts in the event.

Can I reuse households across multiple events?

Yes. Households are stored as master data in your account and are available for all your events. Per event, you choose which households are activated as hosts — address, capacity and owner do not need to be re-entered.

What fields does an event have?

• Required: title, date, time, registration deadline
• Number of courses (2-4), order: starter -> main course -> dessert
• Default travel time between households (fallback when no ORS route is available)

How is the course timeline calculated?

You set the start time and travel time. The system automatically calculates the times for all courses and updates the timeline whenever you change a value.

What is the registration deadline?

The registration deadline determines how long participants can sign up via RSVP. After that — or once the plan is marked as finished — the RSVP form is locked. The earliest possible date is today; the latest is 3 days before the event.

What permanently locks an event?

• After the first invitation is sent, the title, date, time, and course structure are locked.
• In 'Dispatched' or 'Finished' status, the event is fully read-only.
• A finished plan locks the registration deadline for new RSVP registrations.

When is the plan reset automatically?

• Structural changes (number of courses, adding/removing households) automatically reset a running or finished plan.
• Minor changes (participant bucket, relations) do not reset the plan but are considered at the next generation run.

How do I cancel an event?

• The event dashboard provides a cancellation option. Cancellation is available from 'Invitations sent' status onwards.
• You can optionally enter a cancellation message that will appear in the notification email sent to all participants.
• Sending the notification email is optional — you can cancel without notifying participants by email.
• After cancellation, the event is permanently read-only and cannot be reactivated.

How can I send invitations?

• QR code poster: print and display the QR code, or share it digitally — the scan leads directly to the registration form, no personal invitation link required.
• Individual send: click the email icon next to a person in the invitation list.
• Bulk send: send invitations to all uninvited people with a single click.

Can I invite the same person multiple times?

Yes, you can resend an invitation email. However, the system prevents duplicate RSVP entries: if the person has already confirmed, they will be recognised immediately upon opening the form again.

What does 'manually confirmed' mean?

You can manually mark a registration as confirmed — e.g. if someone confirms by phone. This is equivalent to an online registration.

Can I customise the invitation email text?

Yes, the invitation email text is pre-filled but can be freely edited. It contains placeholders such as the personal RSVP link — this should be kept in the text so that participants can register.

What happens if an email cannot be delivered?

• The system automatically detects bounce notifications (hard bounce = permanently undeliverable).
• You can correct the email address in person management and resend the invitation.

What are the buckets in the participants step?

• Households: active host households with their owners — they cook for one course.
• Participants: assigned people who attend the event as guests.
• Waitlist: people who have confirmed but are not yet scheduled due to the capacity limit.

What do the icons next to a participant mean?

• House symbol (clickable): this person has a household and can be activated as a host.
• Chain symbol: this person is part of a 'together' relation.
• Hand symbol: this person indicated via RSVP that they are willing to be a host.
• Warning symbol: this person's household co-owner is already active as a host.

Why can I not assign more participants?

• The total capacity of all active host households has been reached.
• The participant limit of your current ticket has been reached. An upgrade provides more capacity.

What can you do?

• Activate another person as host: click the house icon next to a person — they move with their household into the host bucket, increasing capacity.
• Increase the capacity of an existing household in master data.
• Demote excess participants to the waitlist (arrow-down button).

How do I make someone a host?

• In the participants step, click the house icon next to a person — they move together with their household into the host bucket.
• In the host bucket, the person can be removed again. The plan will be reset.

Can I move people between buckets?

• Yes, use the promote button (arrow up) in the waitlist to move a person into the participants bucket.
• Use the demote button (arrow down) in the host or participants bucket to move a person down to the waitlist.

What happens when I remove someone?

Deactivating a host: the person moves to the waitlist. If the event is in 'In Planning' status, the plan is reset. Removing a participant or waitlist person (X button): the plan is not affected. The person's invitation is marked as 'Declined by organiser' and appears accordingly in the invitation list.

Can I change participants when the plan is finished?

No. In 'Plan ready' status and all subsequent statuses (dispatching, dispatched, ...) all participant operations are locked. The plan must be reset to 'In Planning' first.

Confirmed registrations that exceed the capacity limit of active host households are automatically placed on the waitlist.

What can you do as organiser?

• Manually promote a waitlisted person to the participants bucket (arrow-up button), as long as the plan has not yet been finalised.
• Once the plan is marked as 'Finished', a cancellation button appears — use it to notify waitlisted people that they could not be accommodated.
• Waitlisted people do not receive a dispatch email with their route.

How does the planning algorithm work?

The algorithm checks constraints in four priority levels:

• Critical: household capacity and empty seats are never violated.
• High: 'Avoid' relations — people are assigned to different households.
• Medium: 'Together' relations — people are placed in the same household whenever possible.
• Soft: avoid repeats — minimise two people meeting more than once.

What do the colour highlights in the plan mean?

• Red: critical violation (empty seats, capacity exceeded, avoid violation) — must be resolved.
• Orange: medium violation (together pair split, repeated address) — should be resolved.
• Grey: soft violation (historical repeat) — informational only, no action required.

Can I adjust the plan manually?

Yes, you can move participants between hosts and courses via drag & drop. The system checks all constraints immediately and highlights any violations.

What is the bring-along mode?

• In bring-along mode, each participant brings a dish for one other course.
• Course 2 is always the main course: the host cooks themselves, no bring-alongs needed.
• For starters and desserts, assignments are made automatically for who brings what. The assignment appears on the host page.

How are travel times calculated?

The system uses OpenRouteService (ORS) to calculate actual travel times between households. If an address is missing or ORS is unavailable, the event's default travel time is used.

What happens if I add people after the plan has been generated?

• Structural changes (hosts, number of courses) reset the plan — you need to regenerate.
• Minor changes (removing or adding a participant) leave the plan in place but are considered when updating the plan (button: Update plan).

How do I finalise or reopen the plan?

• When you are happy with the plan, mark it as 'Finished'. This locks further RSVP registrations.
• You can reset the plan to 'In Planning' status even after dispatch. Note: all dispatch emails will need to be sent again so that participants receive their updated route.

What happens to people on the waitlist?

People on the waitlist are registered for the event but not included in the plan. They do not receive a dispatch email with their route. Once the plan is marked as finished, a cancellation button appears in the plan step — use it to notify waitlisted people that they could not be accommodated.

Optionally enabled when creating or editing an event. In bring-along mode, each participant brings a dish for one other course — this spreads the cooking across more households.

How does the assignment work?

• Course 2 is always the main course: the host cooks themselves, no bring-along is planned.
• For starters and desserts, the planning algorithm automatically assigns who brings what. The assignments are visible as soon as the plan is generated.

What appears in the dispatch emails?

• Participants learn in their personal dispatch email which dish they need to bring and for which course.
• Hosts see in their dispatch email the bring-along assignments of their guests — including any dietary restrictions — as an aid to kitchen planning.

Who receives dispatch emails?

There are two lists: hosts receive an email with the guest list for their courses. Participants receive an email with their personal route (household per course, addresses).

When is the dispatch triggered?

You trigger the dispatch manually in the dispatch step. There is no automatic sending. The first dispatch consumes the ticket.

Can I preview the emails?

• Yes, for host emails: you see a preview with guest list, relations, bring-along assignments, and guest dietary restrictions.
• Yes, for participant emails: you see the route and timeline as the participant will see them.

What if a dispatch email cannot be delivered?

The system registers hard bounces. You can correct the email address and resend the email for that person manually.

What happens to my ticket after dispatch?

Upon the first dispatch of an event, the ticket is consumed. A new ticket is required to complete another event.

What ticket tiers are available?

• FREE: up to 16 guests, 4 households, ticket renews automatically after 6 months.
• PRO: up to 50 guests, 8 households.
• MAX: up to 100 guests, 15 households.

How do I get a ticket?

• Currently only the FREE ticket is available. You automatically receive a new ticket every 6 months — no registration or request needed.
• PRO and MAX tier tickets are currently available on request only.

When is a ticket consumed?

A ticket is consumed upon the first dispatch of an event — not when the event is created.

What happens to my ticket if I delete an event?

If an event in draft status is deleted, the ticket is retained. If it was already dispatched, the ticket has already been consumed.

How long is a FREE ticket valid?

The FREE ticket renews automatically 6 months after the last ticket consumption.

Where can I see my current ticket?

• In the dashboard directly below the event title as a status indicator.
• In the dashboard as a dedicated ticket overview tile.
• In the menu under 'Tickets'.

What do I need to fill in on the registration form?

• Required: first name, last name, email address
• Optional: dietary restrictions (vegan, vegetarian, gluten-free, lactose-free, nut-free)
• Optional: whether you would like to be a host (only if the organiser has enabled this)

Until when can I register?

The registration form is available until the registration deadline. After that — or once the organiser has finalised the plan — registration is closed.

Can I withdraw my registration?

Yes, before the registration deadline you can cancel your registration yourself via your personal invitation link. You'll find the link in your invitation email.

What happens after the registration deadline?

After the deadline, cancellation is only possible through the organiser, who removes you manually from the participant list. If the seating plan has already been finalised, the event can no longer be adjusted.

How do I receive my host information?

After the dispatch you will receive an email with a personal link to your host page.

What is on the host page?

• The guest list for each course you are hosting.
• Relation hints: which guests should sit together or avoid each other.
• Bring-along assignments: who is bringing something for another course (if bring-along mode is active).
• Dietary restrictions of your guests, so you can cook accordingly.

How do I receive my route?

After the dispatch you will receive an email with a personal link to your route.

What is on the participant page?

• A timeline showing the times for all courses.
• Your route: for each course the household, the address, and a Google Maps preview.
• A badge indicates whether the household is smoke-free.
• Your bring-along assignment (if the mode is active): what you are bringing and the dietary restrictions of your fellow guests.