PotluckPlan Logo

Documentation

Complete guide to using PotluckPlan.

Table of Contents

Quick Start Guide

For Organizers (2 minutes)

  1. Go to potluckplan.com
  2. Click "Create Your Free Potluck"
  3. Enter your email and event details
  4. Choose a template or start from scratch
  5. Share the unique link with your guests

For Guests (30 seconds)

  1. Click the potluck link shared by the organizer
  2. Browse available items
  3. Click "Sign Up" on an item you want to bring
  4. Enter your name and email
  5. Done! You'll receive a confirmation email

Creating a Potluck

Step 1: Basic Information

Provide the essential details:

  • Email: Your email address (for management access)
  • Event Date & Time: When your potluck will happen
  • Timezone: Ensures everyone sees the correct time
  • Expected Guests: Approximate number of attendees

Step 2: Choose a Template

Select from pre-made templates or start from scratch:

Holiday Templates:
  • Thanksgiving
  • Christmas
  • Hanukkah
  • Easter Brunch
  • St. Patrick's Day
  • New Year's
Theme Templates:
  • Traditional BBQ
  • Tailgating Party
  • Italian Night
  • Taco Tuesday
  • Breakfast

Templates automatically generate suggested items based on your guest count.

Step 3: Review & Create

After clicking "Create Potluck":

  • You'll receive a magic link via email to manage your potluck
  • You'll see your unique potluck link to share with guests
  • Setup and teardown help items are automatically added

Managing Your Potluck

Accessing Management

Three ways to access your management page:

  1. Click the management link in your email
  2. Log in and view your dashboard
  3. Visit /manage/[your-unique-link]

Now, update the Description. Include whatever information's relevant to your guests. Location, timing details, the theme, etc.

Free Features (Always Available)

Managing Items

From the "Menu" tab:

  • Add Items: Click "Add Item" and specify name, description, and category
  • Edit Items: Click the edit icon next to any item
  • Delete Items: Click the trash icon (only available for unclaimed items)
  • Remove Signups: Click "Remove" next to a signup to free up the item

Items are organized into categories: Main Dishes, Side Dishes, Desserts, Beverages, and Help.

Sharing Your Potluck

  • Copy Link: Share the unique URL directly
  • QR Code: Generate a QR code for easy mobile access
  • Email Invites: Send invitations directly from the platform
  • Social Sharing: Share via Facebook, Twitter, or other platforms

Downloadable Resources

  • Signup Sheet: Download a PDF printable sign-up sheet (Event name, Description, date / time, with a QR Code to the potluck) to facilitate easy sign-ups.
  • Calendar Invite: Download .ics file for calendar apps (includes what you're bringing)

View Participants

  • See who signed up for each item
  • View notes guests added to their signups
  • Track which items are still available

RSVP Tracking

Track who's coming to your potluck:

  • Guests can RSVP with adult and child counts
  • Track attendance even for guests not bringing items
  • View total headcount for planning purposes
  • See who's coming in the "Who's Coming" tab

Premium Features (Upgrade Required)

Automatic Email Reminders

Never chase people again:

  • Automatic reminders sent at scheduled intervals before your event
  • Reminds guests what they're bringing
  • Includes event details and location
  • Sent automatically - no action needed from you

Custom Notifications

Communicate with all participants:

  • Send custom messages to all participants
  • Share last-minute updates or changes
  • Send thank you messages after the event
  • Preview before sending

Photo Gallery

Capture and share memories:

  • Guests can upload photos from the event
  • View all photos in one shared gallery
  • Download all images as a zip file
  • Manage and delete photos as needed

Upgrade anytime: Click "Upgrade to Premium" from your management page to unlock these features.