Share a layout with your client and collect approval

Make the link

1. In the builder, press Actions, then Settings, and switch the layout to Published. The Share with Client button appears only while it is published.
2. Press Save Layout. The link shows the last saved version, and a layout must be saved as Published to be shared.
3. Press Share with Client, then Generate Share Link. Press Copy and send the link.
4. To stop sharing, press Revoke Access, or switch the layout back to Draft. Generating a new link replaces the old one.

What your client can do

They open the plan without signing in. They can zoom and pan, press Leave feedback and click a spot to pin a comment with their name and email, press Approve this layout, or press Request changes and say what they want. Everyone with the link sees the feedback pins on that plan, with names and text but not emails. They never see your team comments.

You see a chip in the builder header: “Approved by name, date”, “name asked for changes, date”, or “Changed since name approved it on date”. An approval counts for the version the client saw. If you save a change afterwards, the status goes stale and the client is asked to look again. Owners, managers and event coordinators also get a notification. Turn pins on or off with Client comments in the View menu.

For notes inside the team, use Add Comment in the header. Team comments are visible to the venue only.

Print, export and embed

Press Actions, then Print or save as PDF. A print page opens and you choose Save as PDF in your browser’s print dialog. It prints the last saved version: title, room size, seats, the plan, seating by table and a setup list. In the Check tab, Download CSV gives the setup list, and the Guests tab gives the guest list and caterer sheet.

To show a published, shared plan on your website, open Settings, then Website embeds, choose the Floor plan tab and pick the plan. The embed is view only and does not show client notes.

To let guests find their table, tick Let guests find their table in the Guests tab once a share link exists. Copy the link or print a QR sign for the room.

What it does not do

• The client link shows the last saved version, not what is on your screen. Save first.
• Clients cannot edit. They cannot see 3D, print or download from the share page.
• The Copy share link item on the Layouts list card copies a link that needs a signed-in session. It is not the client link. Make the client link in the builder.
• The share dialog says clients leave feedback, and does not mention Approve this layout or Request changes. Both are on the page.
• A client’s approval is recorded as a comment tied to the version they saw. If your save landed while their page was open, they are asked to reload and answer again.
• The print page leaves out the traced plan image, comments and 3D.
• The Free plan shows “Powered by MyVenueHQ” on the website embed. The Venue plan can hide it.
• Two people saving the same layout: a banner appears for the second saver with Load their version, Keep mine and save, and Dismiss. Newest wins only if you choose Keep mine.
• There are no invite links for outsiders to edit a plan with you.

Common questions