Itinerary & Schedule Guide

Feature overview

How it works

Each itinerary item has four fields:

• Time — a specific time or a time range (e.g. "9:00 AM" or "9:00 AM – 11:30 AM").
• Title — what's happening ("Airport pickup," "Welcome dinner," "Hiking at Mt. Fuji").
• Location — address, venue name, or a Google Maps link so guests can navigate directly.
• Notes — extra detail like dress code, what to bring, or a backup plan if the weather turns.

Add items one at a time or in bulk. Drag to reorder. Edit or delete any item without affecting the rest of the schedule.

Import an existing schedule

Already have the timeline written up somewhere? You don't have to retype it. Open the Itinerary manager, hit Import file, and Brunchie's AI reads it for you. It works with:

• Word docs (DOCX) — a planner's run-of-show or day-of timeline.
• PDF — an exported agenda or a vendor's printed schedule.
• Photos (PNG, JPG, JPEG) — a snapshot of a printed itinerary or a whiteboard.
• Spreadsheets (CSV, XLSX, XLS) — a schedule you've kept in Google Sheets or Excel.

Brunchie shows you a preview of every item it picked up — time, title, location, notes — so you can check and tweak each row before anything goes live. When you confirm, the imported items replace what's currently in that itinerary (the preview is your chance to catch anything first). Importing only touches the itinerary you're working in, so a host-only "vendor runbook" stays put when you import your guest-facing schedule. Only hosts and cohosts can import. Files up to 25 MB. Full walkthrough in the importing data guide.

Multiple itineraries per hangout — guest schedule + private host prep

A hangout can hold more than one itinerary. The first one ("Schedule") is what your guests see by default. Hosts and cohosts can create extra itineraries for things like vendor arrival times, surprise reveals, or a day-of runbook — each with its own visibility.

Open the Itinerary manager from the hangout page. For each itinerary you'll see a Who can access? control with three options:

• Hosts only — only you and your co-hosts see it. Use this to draft privately or keep a vendor runbook away from regular guests. External guests (vendors, photographers, coordinators) automatically match your host/co-host tier, so they still see it — there's no separate external toggle per itinerary.
• View only — guests see the schedule but can't change it. The everyday "here's the plan" setting.
• Everyone can edit — attending guests can add, edit, and delete items themselves. Great for a group trip where everyone throws their plans into a shared schedule. Guests get the same Edit button you do, scoped to items only — they can't rename the itinerary, change who can access it, import a file, or delete the whole thing.

Use cases for multiple itineraries

• Wedding weekend — Public "Schedule" with rehearsal dinner, ceremony, reception. A second host-only "Vendor runbook" with florist 9:00, photographer 10:30, ceremony cue 14:55 — your photographer/DJ/coordinator (invited as external guests or external cohosts) see it automatically; regular guests don't.
• Bachelorette / bach trip — Run the bach as its own hangout (not inside the wedding hangout). Use one shared itinerary so the group sees the plan, plus a host-only "Surprise reveal" itinerary the maid of honor uses to plan secret stops without spoiling them. Full step-by-step in the bachelorette setup guide.
• Conference / retreat — Public "Sessions" itinerary, plus a host-only "Speaker green room / AV setup" runbook for speakers and production crew (invited as external guests or external cohosts).
• Group trip — Shared itinerary for the whole group, plus an optional host-only one for the trip leader's logistics notes (Airbnb codes, host phone numbers, backup plans). Or set the shared itinerary to Everyone can edit so the whole group can co-build the day.

Host-only itineraries never appear on the guest view, in shared calendar feeds (.ics), or in the guest preview link — even when somebody shares the link with someone outside the group.

Who can change visibility

Cohosts can edit and reorder items in any itinerary, including host-only ones. But only the event owner (the person who originally created the hangout) can change an itinerary's Who can access? setting — between Hosts only, View only, and Everyone can edit. That's deliberate — it prevents a well-meaning cohost from accidentally exposing a host-only schedule to all guests.

Building a multi-day schedule

For trips and weekend events, organize your itinerary by day:

1. Add a day header — label it with the date or a friendly name ("Day 1 — Arrival," "Saturday," "Wedding Day").
2. Fill in the timeline — add items under each day in chronological order.
3. Repeat for every day of the event. Guests can scroll through the full plan or jump to a specific day.

Multi-day itineraries keep everything in one place instead of scattered across group chats, emails, and shared docs. For a real-world example, see how we set up a Japan trip itinerary.

Timetable view — see overlapping events side by side

Every schedule has two views, and you switch between them with the tabs at the top of the itinerary card:

• Timetable (the default) — lays your items out on a time grid, like a calendar day.
• List — the same items as a simple, top-to-bottom list in time order.

The timetable is what makes a busy day readable. Each item becomes a block positioned by its time, so the gaps and the crunch points are obvious at a glance.

When two things happen at once

Real plans aren't a tidy single-file line. The group splits up: some people golf while others hit the spa; the ceremony-prep stream runs at the same time as guest arrival; two conference sessions share the 2:00 PM slot. When items overlap in time, the timetable places them side by side in the same column — each block narrows to share the width, so you can see at a glance that they're happening together. Two overlapping items each take half the width; three split into thirds, and so on.

That side-by-side layout is exactly how you run parallel tracks without a second tool:

• Group trip — "Golf 9:00–12:00" next to "Spa morning 9:30–11:30" so everyone sees both options for the same window.
• Wedding day — "Hair & makeup 1:00–3:00" running alongside "Groomsmen photos 2:00–2:45."
• Conference — two breakout sessions in the same hour, stacked beside each other instead of buried in a list.

Tap any block to see the full details — time range, location, and notes.

Give an item both a start and an end time (e.g. "9:00 AM – 11:30 AM") and it shows as a block of the right length. An item with only a start time still appears on the grid as a short default block — the start time is what's saved, so the list, the calendar feed, and exports always show your exact time either way.

A note on what the timetable does not do: it shows overlaps, it doesn't police them. Brunchie won't warn you or stop you when two items clash — overlapping is often what you want. The side-by-side layout lives in the timetable on the hangout page; the List tab, presenter (TV) mode, and the calendar export render the same items one after another in time order.

Map view — every stop on a map

When an itinerary stop has a real-world address, Brunchie drops it on a map of your hangout as a numbered pin — so the group can see the shape of the day geographically, not just as a list of times.

The map shows up on the hangout's Info tab and on the shareable preview link, right below the schedule. It appears as soon as at least one stop (or your venue) has a real location.

Getting a stop onto the map

The pin comes from the Location field on an itinerary item. As you type an address or place name, Brunchie suggests matches — pick one from the dropdown and that's what places the pin. If you just type free text and don't choose a suggestion, the location still shows on the item, but it won't get a pin (Brunchie only maps a place it can pinpoint). So when you want a stop on the map, select it from the suggestions rather than typing it by hand.

What the group sees

• Numbered pins — each stop is a numbered teardrop, in the order it happens within its schedule (numbering restarts at 1 for each schedule).
• A color per schedule — if you're running more than one itinerary, each gets its own pin color, with a legend under the map so it's clear which pin belongs to which schedule.
• Your venue — the hangout's main location shows as a house icon.
• Tap a pin — a popup shows the activity name, which schedule it's on, and the address.
• Auto-fit — the map zooms to frame all the pins, so the whole plan is in view.

The map respects visibility just like the schedule does: pins from a host-only itinerary never show to guests. Heads-up on two limits — the map doesn't appear in presenter (TV) mode, and tapping a pin shows its details but won't jump you to that row in the list.

Use cases

• Wedding weekend — rehearsal dinner on Friday, ceremony and reception on Saturday, farewell brunch on Sunday. Include vendor arrival times and photo session slots so the bridal party stays on track. Our wedding planning guide covers the full workflow.
• Bachelorette / bach trip — a guest-visible itinerary plus a host-only "surprise reveal" runbook. See the bachelorette setup guide.
• Group trip — flights, check-in, daily activities, restaurant reservations, and free time. See the group trip planning guide for more.
• Conference or retreat — sessions, breakout rooms, meals, and networking blocks. Share one link with all attendees instead of emailing a PDF agenda.
• Party or celebration — timeline for setup, guest arrival, speeches, cake cutting, and cleanup. Even a single-day event benefits from a clear schedule.

Sharing with guests

Your itinerary lives inside the hangout. Everyone in the group sees the same up-to-date schedule — no separate link, no app download, no version confusion.

• One link — share the hangout link and guests land on the itinerary along with everything else (polls, expenses, checklists).
• No app needed — the itinerary works in any browser on any device.
• Always current — edits sync instantly. Update a restaurant reservation or push back a departure time and everyone sees the change right away.
• Audience-aware — each viewer only sees the itineraries they have access to. Hosts, cohosts, and all external guests (vendors, photographers, planners) see every itinerary, including Hosts-only runbooks — externals automatically match your host/co-host tier. Regular attending guests only see itineraries set to View only or Everyone can edit.

Want the schedule in your personal calendar too? Use calendar sync to export itinerary items directly to Google Calendar, Apple Calendar, or any app that supports ICS files. The .ics feed respects audience visibility — host-only items never leak into a guest's calendar.

Tips

• Add backup plans — note a rain-day alternative for outdoor activities so the group isn't scrambling if the forecast changes.
• Include travel time — add buffer items between activities ("30-min drive to venue") so the schedule feels realistic, not aspirational.
• Use a host-only itinerary for sensitive timing — vendor cues, surprise reveals, payment timing. Set it to Hosts only in the manager — your external vendor crew sees it automatically, but regular guests don't.
• Link to calendar sync — remind guests they can sync the itinerary to their own calendar so they get native reminders. Details in the calendar sync guide.
• Use notes for logistics — put parking info, booking confirmation numbers, or dress codes in the notes field so guests have everything in one place.
• Keep it scannable — short titles and specific times. Save the detail for the notes field.

For a step-by-step wedding timeline walkthrough, read our wedding planning timeline blog post.

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