Help & FAQ
Last Updated: March 24, 2026
Welcome to the PlanningInSync Help Center. Below are answers to common questions about using the app.
🏁 Getting Started
Yes! PlanningInSync is completely free for personal planning. You can create and manage as many private events as you like at no cost. For collaborative planning, new accounts include 2 free shared events, allowing you to invite helpers and coordinate your first gatherings. When you need more, you can upgrade to a paid plan at any time from Settings → Plans.
No! That is one of PlanningInSync's best features. When you share an event link, your guests can RSVP, see the guest list, and even sign up for tasks or food items directly in their web browser without downloading anything.
Cloud storage is a feature of Shared Events. Every shared event includes 500MB of high-speed cloud storage, which is typically enough for hundreds of high-resolution photos. If you need more space for extensive photo galleries or want to share high-definition video memories, you can easily upgrade your event storage with a simple one-time purchase.
Yes. PlanningInSync requires an active internet connection to sync your planning updates with your team, receive real-time RSVPs from guests, and upload photos or videos.
🎉 Event Management
There is no limit on the number of guests you can invite to an event!
Yes! You can edit your event details at any time, even after you've shared it with helpers or sent out guest invitations. Changes are synced instantly for everyone on the team.
RSVP links remain active until your event's scheduled start time. Once the event begins, the RSVP page will display a "Closed" message to ensure the guest list is finalized for the host.
In the guest list, you can keep track of how many times an RSVP request has been sent to a specific guest (e.g., "Sent 2x"). This helps you see who might need a friendly reminder.
🤝 Collaboration & Helpers
Open your event, go to the Helpers tab (the group icon), and tap Add Helper. You can invite them via email. Once they accept, they will have permissions to manage tasks, food items, guest list and share photos/videos with you and the rest of the helper team.
When you invite a Helper, they get permissions to coordinate the event with you. They can:
- Manage Guests: Add or edit guests and track RSVPs.
- Plan Items: Create, edit, and assign Tasks or Food items.
- Upload Media: Upload and view photos and videos in the shared gallery.
- Team View: See other active helpers on the team.
*Note: Only the Organizer can delete the event or transfer ownership of the event.*
Yes! When a guest RSVPs via the web link, they can check a box that says "I can help with this event."
- Approval: This sends a request to your Helpers Inbox in the app.
- Granting Access: You can review these requests and tap the checkmark to approve them. Once approved, they will receive an invitation to join your event team as a Helper.
Requests from guests who volunteer appear in your Helpers Inbox (Helpers tab -> Needs Action). You have full control to approve or archive these requests. Approved volunteers are instantly added to your planning team.
📅 Organization & Planning
The Calendar tab provides a consolidated view of all your events and responsibilities.
The PlanningInSync calendar helps you visualize your schedule at a glance. Dates with a colored dot match the event's chosen primary color theme. These dots indicate whether you have an event scheduled, or a task or food item deadline for that day.
- Daily View: Tap any date to see the specific items due that day. You can jump directly to an event or task by tapping it in the list below the calendar.
Yes! When creating a new event, you can tap the "Import" icon to bring over guest lists, task templates, or food menus from your past successful parties to save time.
✅ Items & Collaboration
- Tasks: Used for logistics (e.g., "Bring folding chairs," "Setup music").
- Food: Specifically for potluck coordination (e.g., "Soda," "Birthday Cake").
Both allow guests to "sign up" so you don't end up with five bags of chips and no plates!
Yes. When creating or editing a task or food item, you can specify a date and time. Helpers and guests will see these deadlines.
Absolutely! For every task and food item, you can set a Spending Budget and record the Actual Spending. PlanningInSync automatically calculates your totals on the main Event Info page, helping you stay on top of your party costs.
📸 Memories & Photos
In the Memories tab, tap the Upload button. Only members of the event team (Organizer and Helpers) can upload and view photos on the shared gallery. If you have upgraded your event storage, you can also upload and share videos.
To preserve your memories, PlanningInSync uploads photos and videos in their original, full-resolution quality without aggressive compression. Because we don't shrink your files, large videos may take longer to upload depending on your internet speed.
To keep our service affordable and sustainable, we use a smart retention policy:
- Post-Event Period: Shared memories and photos are available for 60 days after your event ends. This gives you and your helpers plenty of time to download and save your favorite memories.
- Global Hard Cap: Even with storage upgrades, all memory files are permanently purged 18 months after they are uploaded. This prevents infinite storage costs and ensures high performance for all users.
- Personal Backup: We always recommend that organizers download their event gallery to their personal devices or cloud storage.
In the Memories tab, tap any photo or video to view it full-screen. From there, tap the Download button to save it directly to your device. You can download individual files or use the Download All option to save the entire gallery at once.
🔐 Account & Privacy
No. Your guest list is private and only visible to the Organizer and invited Helpers. We do not index your events on search engines.
You can request account deletion directly within the app settings (Settings → Security → Delete Account) or via our Account Deletion Page. Once requested, your account is deactivated immediately and permanently deleted after a 30-day grace period.
Never. ILLYRIA Solutions LLC does not sell, rent, or trade your personal data to third parties. We use your information solely to provide and improve the PlanningInSync experience.
⚙️ Settings & Language
PlanningInSync currently supports English, Spanish, and French across the entire application, including automated guest invitations and planning reminders. We are working on adding more languages soon!
By default, PlanningInSync follows your device's system language. To change it manually, go to Settings → Language. You can choose to use the system default or explicitly select English, Spanish, or French.
To ensure event times are accurate on guest invitations, you can set your preferred time zone in Settings → Time Zone. We recommend setting this to match your physical location.
Yes! The event team (Organizer and Helpers) receives instant notifications for:
- New guest RSVPs.
- Updates to Tasks or Food items.
- Important schedule changes.
- New photos or videos being uploaded to the gallery.
Tapping a notification takes you directly to the relevant section of your event — for example, a new RSVP notification opens the Guests tab, and a task update opens the Tasks tab.
PlanningInSync offers granular notification controls. In the app, go to Settings -> Notifications. From there, you can independently toggle alerts for:
- Tasks: When items are created, assigned, or completed.
- Food: When potluck items are added or claimed.
- Guest List: Real-time RSVPs and guest updates.
- Team Updates: When helpers join, leave, or requests are approved.
- Memories & Uploads: When new photos or videos are shared to the gallery.
You can also enable/disable all notifications entirely via your phone's System Settings.
Yes! PlanningInSync uses subtle, premium haptic feedback (vibrations) to confirm actions like toggling tasks, entering photo selection mode, and successfully submitting RSVPs. This provides a more tactile and intuitive experience. You can control system haptics in your device's accessibility settings.
💳 Plans & Billing
Once your 2 free shared events are used, you can no longer create new shared events without a plan. Your existing events and all your personal events remain fully accessible. To keep hosting shared events, go to Settings → Plans → View Plans.
- Single Shared Event — A one-time purchase that adds 1 shared event to your account. Great if you only need to host occasionally.
- Annual Plan — 6 Events — A yearly subscription that gives you 6 shared events per year. Best value for regular hosts. Your event counter resets each renewal period.
Pricing is shown in your local currency at checkout. Go to Settings → Plans → View Plans to see current prices.
Go to Settings → Plans. You will see your current plan, how many events you have used, and a View Plans button to browse and purchase an upgrade.
If a payment fails, your subscription enters a grace period (up to 16 days) during which you keep full access while the App Store retries the charge automatically. During this time you will see a warning banner in Settings → Plans with the date your access will end if the payment is not resolved.
To fix it, update your payment method directly in the App Store (iOS) or Google Play (Android). Once the payment succeeds, the warning disappears and your subscription continues normally.
Yes. Go to Settings → Plans → View Plans and tap Restore Previous Purchases. This will re-link any previous purchases tied to your App Store or Google Play account.
Refund requests are handled directly by Apple (App Store) or Google (Play Store). PlanningInSync does not process refunds independently. Please contact the relevant store support.
✉️ Support
Go to Contact Support and mention "Bug Report" in your message. Including details like your device model and what you were doing when the issue occurred is very helpful.
We're here to help! Visit our Contact page and our team will get back to you as soon as possible.
🛠️ Troubleshooting
If you encounter a specific error or bug, our support team might ask you to share a "Diagnostic Log." You can find this option under Settings -> Debug & Diagnostics.
1. Go to the Settings tab.
2. Tap Debug & Diagnostics.
3. Toggle on Enable Debug Mode (you may need to restart the app).
4. After the issue occurs, tap Share Log File to send it to our support team.
*Note: Diagnostic logs are handled with care; your email and login tokens are automatically removed from the logs before they are shared.*
📖 Glossary of Terms
To help you navigate the app, here are common terms used in PlanningInSync:
- Personal Event: A standard event meant for your own planning. You can manage everything yourself, and it is 100% free forever.
- Shared Event: An event where you want to invite Helpers. These events include a shared memories gallery and collaborative planning tools. Your first 2 shared events are free!
- Organizer: The creator and owner of the event. Has full control over settings, deleting the event, and inviting helpers.
- Helper: A team member explicitly invited by the Organizer to help manage the event. Helpers can edit tasks, food lists, manage guests, and share memories.
- Guest: Someone invited to attend the event. Guests do not need an account or the app; they can RSVP and view details directly in their web browser.
- Tasks: Action items or to-dos required for the event (e.g., "Set up chairs", "Secure venue"). Tasks can be assigned to specifically invited Helpers.
- Food: Items related to the menu or potluck (e.g., "Soda", "Main Course"). Both guests and helpers can see these lists.