Calendar to Canva: Our favourite wedding planning tools

Wedding planning. It’s what you’ve waited your whole life to do. It can easily become the centre of your world, but there are also a lot of balls in the air whilst you get prepped to get hitched. We break it down to our favourite wedding planning tools and help get our sh*t together!

We get it, wedding planning can definitely feel like a full-time job. Even if you get a wedding planner! But luckily, the internet is absolutely stacked with digital tools that are designed to make it all smoother – for even the most scatter-brained! Whether you’re a spreadsheet queen, a visual moodboarder, or something who just wants everything in front of them without having to tumble yet again down the Pinterest rabbit hole, there’s a wedding tool that will cover just what you need. 

Looking for a wedding planner? We’ve got the best of the best! Peruse now.

Here’s a roundup of the best wedding planning tools to help you stay on track, stress less, and maybe even enjoy the process.

Want some wedding inspo? Follow us on IG for memes, inspo and everything in between.

Easy Weddings

Have you spent ages perusing suppliers and don’t remember who’s taking photos, who’s writing vows, and who’s filling your guests’ bellies? Never fear! By registering (for free!) you’ll be able to keep all your wedding planning in one place. From guest list to budget to gift registry, we hate to gloat but we’re pretty much the experts at this. 

Register to Easy Weddings – it’s free!

Timelines, tasks, teamwork: Google Calendar

If you’ve got a proficiency in Google Calendar, you’ll know how helpful it is to stay organised for work – it’s just as helpful for planning your wedding! Create a shared calendar fo ryou and your partner, and even your wedding party! Schedule in key dates venue visits, tastings, dress fittings, and also your payment deadlines. 

You can also set reminders for tasks like “finalise guest list”. You can even assign tasks to people (do you need to remind your fiancé again to decide who out of their school friends is invited? Just assign it as a task!). And for those who are more visual learners, colour-code the categories so that you can separate all the events in bright colours (and, let’s be real, it makes it look pretty too).

Pro Tip: Use the recurring event feature to schedule weekly planning check-ins with your partner.

Mood boards, menus, signs and invites: Canva

Oh, Canva! It has made us all junior graphic designers! Anything that falls under the visual umbrella can be designed on Canva. This is the bride’s game changer! With thousands of wedding-themed templates (most of them free, if not very affordable), and can then be customised them with your flair. Bring the vision to life sans-graphic designer. Do you know how many hours you can lose to choosing the perfect font? Trust us, it’s a lot. And it’s time very well spent!

Pro tip: Share your Canva projects with your florist, stylist or planner so they get your vision instantly.

RSVPs and communication: Wedding websites

If you’ve decided to forgo paper invites or have set up a wedding website, this isn’t just for your guests! This is perfect for your planning to. Track all your digital RSVPs through these platforms, and send reminders to those who are a little bit slow when it comes to telling you they’re dietary requirements. 

For communication around accommodation recommendations, gift registries, and all day-of timelines, your wedding website will be able to track this. 

Pro tip: Keep it updated! If you’re planning a wedding with multiple events or out-of-town guests, your website is where people will look for updates.

Speeches, vows, menu planning, drafts: Google Docs

You’ve appointed your best man and maid of honour with a discernible eye, but even the most trustworthy can do unpredictable things when left to their own devices. That’s where a shared Google Doc can come in handy. If you want to read over a speech, or check in on the vows being written and drafted, share the Google Doc around. Leave in notes, jump in and make edits. Whatever you need to do to make sure that everything is not only on track but also passes the vibe check.

Inspo, styling, details: Pinterest

Although it might seem like no one is Pinning anymore, they definitely still are! And Pinterest is still the best place to plan your perfect wedding. In fact, if your account has been laid dormant for a while you might be pleasantly surprised with what you thought was a dream wedding some ten years ago when you first fired up the account. It’s like a nostalgic trip down memory lane but also the best place to find your source of inspiration.

Pro tip: Don’t just pin pretty things. Add captions to each pin so you remember why you saved it and what you loved about it.

Chats, comms, general meme sharing: WhatsApp 

It might sound extra, but creating a dedicated WhatsApp group for your bridal party can seriously streamline communication. From dress updates to pre-wedding event planning, it keeps everything in one place (and out of your inbox).

Pro tip: Set “topic” names for each thread so you don’t lose important info in the group chat chaos.

You don’t need to be a tech whiz to streamline your wedding planning. The best part? Most of these tools are free, easy to use, and accessible from your phone.

Mix and match what works for your style, and remember: the goal is to make the planning feel joyful, not just productive.

FAQs about wedding planning tools

Is there a tool for tracking my wedding budget?

Yes! You can use a Google Sheet or Excel template (many are free online)

How do I manage my wedding guest list digitally?

You can build and track your guest list using:

• A shared spreadsheet (with columns for RSVP status, dietary needs, gifts, etc.)
• Guest management tools like Easy Weddings

What tools help with sending digital invitations or save the dates?

Try these:

• Canva – for designing custom invites
• Paperless Post, Greenvelope, or Evite – for sending digital invitations with RSVP tracking

Can I use tools to collaborate with my planner or bridal party?

Absolutely!

• Trello or Notion boards are great for collaborative planning
• Slack or WhatsApp keeps bridal party conversations and updates in one place
• Google Drive allows for document sharing like vendor quotes, schedules, and inspiration folders.