AI inspections for Total Party Planner

Overview

A Total Party Planner pack list is a promise about what leaves the building, never a record of what comes back. Total Party Planner holds the event, the menu, the beverage and rental packages, the BEO, the kitchen production reports and the pull sheet, and it hands all of that to the crew on the mobile app. What it cannot hold is the room at 11pm with the chafers stacked by the door. RapidEye reads the event, the venue and the pack list from Total Party Planner, reads the photos your crew takes on site, and returns one finding per problem: a scorched linen, a chair with a cracked leg, a coffee urn that is on the list and not in the truck.

How it works with Total Party Planner

Total Party Planner already breaks an event into documents, so the checks follow those documents rather than inventing a new checklist.

• The pack list, also called the pull sheet. Total Party Planner can build it from the menu, the beverage packages and the equipment associated with them, or your coordinator can write it by hand. RapidEye treats it as the manifest and reads the load-out photos against it, so a missing chafer, urn or linen bin is a shortage on that event and not a mystery discovered on Tuesday.
• Room layout and setup. The event carries the room arrangement your coordinator built. The setup photos say whether the head table landed where the diagram put it, whether every place setting is complete, and whether the linens sent are the linens on the floor.
• The teardown. Between the last guest and the truck, this is where the money is. A burn ring on a banquet table, a torn skirt, a bent chafer frame, a scratch on the venue's parquet. Each comes back with the earlier photo beside it, so you know whether it happened tonight.
• Kits and rented-in gear. John Cohen's own advice to caterers is to build standing kits, the spice kit, the cleaning kit, the serving utensils. Kits are exactly what quietly goes short. RapidEye learns what a full kit looks like in your photos and tells you when one came back light.
• The venue's condition, not just yours. Off-premise work means someone else's room. The arrival photos are what stops a venue coordinator's damage claim next week from becoming your problem.

Every finding names the event, the spot on site, the kind of issue, how serious it is, the earlier photo beside the later one, the time it was found, and a suggested next step. It lands in the RapidEye dashboard, and in a Slack channel or an inbox for the warehouse and the ops lead if you want it there. You decide what happens next in Total Party Planner. And the examples above are examples, not the boundary: RapidEye reads whatever documentation your crew already produces, including video walk-arounds of a loaded truck or a room scan, and reports against whatever standard you care about, so if your check is not on this list it is a conversation, not a no.

How to connect Total Party Planner to RapidEye

1. Your Total Party Planner account, with the pack lists built. Whether your coordinator writes the pack list by hand or lets Total Party Planner assemble it from the menu and beverage packages, that list is what the photos get checked against.
2. A source for the on-site photos. Total Party Planner's mobile app carries the event, the menu, the notes and the staff assignments to the crew, and it does not hold a photo of the room. So photos come from the phones your team already carries, or from a RapidEye capture link that opens with no install and asks for a fixed set of angles at setup and again at load-out.
3. Add RapidEye as a user. Total Party Planner manages users and permissions at the account level, so your account owner or your TPP trainer adds the user. The details are in the Connect modal.

How an event travels through Total Party Planner

Checked against Total Party Planner's published product documentation, September 2026.

Total Party Planner was written by a caterer. According to Total Party Planner's own product documentation (totalpartyplanner.com), it began in 1994 as a project by John Cohen to support his parents' catering business and is now sold as an all-in-one catering and event platform, with separate feature areas for event and banquet management, sales and leads, financial and profit analysis, staff and task management, and back-of-house management. For an operations lead the interesting half is the back of house, because that is where the event turns into paper the crew can carry.

Following one event from the calendar to the return trip shows where Total Party Planner is dense with detail and where the trail simply stops.

1. Lead and proposalTotal Party Planner captures the lead, tracks the sale, and carries client communication through a client portal, chat and notifications, with digital signatures on the proposal.In Total Party Planner
2. The event and the roomCustom event creation with the room layout arranged alongside it, and calendar and event tracking so every order and upload sits in one place.In Total Party Planner
3. Menus, costing and the BEOCatering menus, beverage and rental packages, instant menu costing, and generated proposals, BEOs, invoices and express order forms.In Total Party Planner
4. Kitchen and warehouse paperOrder list and menu production reports for the kitchen, and pack lists built by hand or automatically from the menu, with equipment associated to menu items, beverages and other equipment.In Total Party Planner
5. The crew, on siteThe mobile app carries event details, menus, notes, staff contacts and assignments, calendar sync, event statuses and directions to the venue address.In Total Party Planner
6. Setup, service and teardownThe room as it actually stood: the head table, the buffet line, the linens, the venue's floor and walls, the stack of gear by the loading door at the end of the night.On somebody's phone
7. The return trip and the countWhat came back, in what condition, against what left. Reconciled the next morning if anyone gets to it.Nowhere

Does Total Party Planner hold photos of an event?

Not of the room. Its back-of-house feature description names an interactive vision board, which is a planning tool for the look of an event, and its mobile app article lists what the crew can pull up on site: event details, menus and notes, staff contacts and assignments, calendar sync, client communications, and event statuses such as draft, proposal sent, confirmed or pending, with a tap on the venue address launching directions. None of those published descriptions include attaching a photo of the room to an event, a pack list or a task, which means the setup and teardown photos your crew already takes end up in a camera roll, a group text, or nowhere at all. That is not a gap in Total Party Planner. It is a gap in the way catering works, and it is the one the integration closes: the event and the manifest come from Total Party Planner, the photos come from the crew, and the reading of them comes from RapidEye.

Total Party Planner integration FAQ