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Sharing Disney World Plans With Your Group

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Do you sometimes feel like organizing a Disney World trip is easy, and answering questions about the plans is the hard part? If you have ever been close to ripping the head off the 5th person who asked where you were eating dinner tonight (or the same person asking it for the 5th time), if you have ever wished that you could put your Cirque du Soleil reservation or your Cocoa Beach day into My Disney Experience with the rest of your plans, then this is the article for you. Here’s what I’m going to talk about:

  • Strategies for sharing plans with a travel party
  • The My Plans page in My Disney Experience
  • Adding Reservations and Tickets in My Disney Experience
  • Adding Entertainment to your itinerary in My Disney Experience
  • Adding custom activities to your itinerary in My Disney Experience

Strategies for Sharing Plans With a Travel Party

I didn’t begin planning my Disney World trips in advance until my kids got old enough to have an opinion. Having more than two people involved in real-time decisions turned out to be a recipe for a bad day. Maybe your family is more civilized, but if you’re making plans beforehand you still have a problem: communicating them to the rest of the party. The larger the group (15-person multi-generational trip?) the more important it is for everyone to be able to see the plans without needing to ask a coordinator.

A Google Docs spreadsheet shows day-by-day planning for a Disney Trip, with date, crowd levels, overview, dining reservations, and a timeline in 2-hour intervals
When you’re a data scientist, spreadsheets like this are your love language.

In the past, I made looseleaf binders with a day-by-day rundown of the trip. Or I shared my own planning spreadsheets or documents using cloud-based services such as Google Drive. These methods weren’t always effective—there were members of my family who asked where we were eating that night with the binder sitting on the desk right next to them. But you may need to use similar strategies if your kids are too young for smartphones, or you aren’t willing to give them access to My Disney Experience. (Should Your Kids Have Their Own My Disney Experience Accounts?)

However, using the app at Disney World is pretty commonplace these days. If everyone is good with a smartphone, then using the Itinerary feature to share plans can be easy and convenient. As a bonus, I’ve found that it’s a method the share-ees will actually look at.

The My Plans Page in My Disney Experience

I’m going to use the web browser version of My Disney Experience for screenshots in this article. But all the entries you make will be visible in the mobile app.

To get to My Plans in the web browser, open the Disney World website. Then tap on the dropdown on the top right and select “My Plans”. You’ll see two selections, “Daily Itinerary” and “Tickets, Passes, and Memory Maker”. When Daily Itinerary is selected, a little scrolling will show you the button labeled “Add More Plans”. This is what we’re going to focus on. Note that this Daily Itinerary is the same as you will see in the app under Future Plans.

Some of your screens may look a bit different from my pics, depending on how wide your window is. But they’ll be pretty similar. You can click into the images below (not the ones labeled Advertisement) to expand them and browse through as a workflow.

Adding Reservations and Tickets in My Disney Experience

Reservations that you make through the Disney World website (or app) will automatically show on your Itinerary. The dropdown that you’ll see when you click “Add More Plans” is divided into two parts; the top part is devoted to these kinds of reservations. The last entry, “Link Reservations and Tickets”, allows you to add reservations if you have a Disney World confirmation number but they aren’t showing in your plans. (If you don’t have a Disney World confirmation number, you will be excited to see the adding custom activities section below.)

Most of the actions in this area of the menu can also be done via the hotspot icons at the top of the My Plans page. Those icons are much more visible. But the Add More Plans button has an advantage over the hotspots, which is that it stays visible as you scroll down.

I’m not going to walk through this part of the menu. For many people, these kinds of reservations will already be showing. Instead, I’m going to focus on the entries in the bottom half. These are the ones that you might not find if you didn’t know about this feature.

Adding Entertainment to Your Plans in My Disney Experience

Most Entertainment – an attraction that happens at a scheduled time – can be added to your Itinerary. Big-ticket Entertainment like parades and fireworks can be planning pillars that everyone wants to keep track of. Other than that, you may not want to add much Entertainment in advance.

Entertainment is broken out by category: Fireworks, Parades, and Shows. In the example below, I selected Fireworks, and the Attractions and Entertainment page opened to fireworks shows. I chose Happily Ever After, and set the date as August 4. I also need to select the specific show I want to see, but in this case there is only one. (That last “Add to Plans” button will stay grayed out if I don’t pick it though, be careful about this.) The last step is to choose who I’m going to share this with from my Family and Friends list. Anyone I check off will see the event in their Itinerary, the same as they would a dining or resort reservation that they were included in.

When I’m all done, I can see the event in my Daily Itinerary. And the 5 people I’m traveling with will know that even though our dining reservation that night is at the Grand Floridian, we’re planning on heading to the Magic Kingdom afterward for the fireworks.

An entry for Happily Ever After shows on the My Plans screen with its start time
Happily Ever After is displayed in my Daily Itinerary

You might have noticed that selecting these Entertainment options simply takes you to the attraction list with a filter for that attraction type. Clicking any of the entries in the list takes you to the page for that attraction, where you’ll find a button to add it to your plans. So you don’t need to start on the My Plans page to make these additions, and you can also make them in the app. Just remember that if it doesn’t have a specific showtime, you won’t be able to add it this way.

Adding Custom Activities to Your Plans in My Disney Experience

The fact that so many things appear automatically in your Daily Itinerary or your My Genie Day tab makes it natural to want to use it as a planning hub. But lots of “Disney plans” don’t show up there. If it’s not a reservation, you won’t see it. And if it doesn’t have a Disney World confirmation number, you can’t link it. Here are some examples of Disney World activities that won’t show up on your Itinerary or your My Genie Day tab:

  • Hard ticket events like Mickey’s Not So Scary Halloween Party, Mickey’s Very Merry Christmas Party, or After Hours. These are ticket purchases, not reservations, so they don’t show on your Genie Day
  • Restaurant reservations made through Open Table. These might be for Disney World restaurants, but they don’t have Disney World confirmation numbers so they won’t show in your Plans
  • Cirque du Soleil tickets. You buy them on the Cirque’s site, not Disney’s, so they’re not in your Itinerary automatically
  • Extended Evening Theme Park Hours

If you want to use this feature as an organizer, you need these events to appear in your plans. The answer is the Notes option. Unlike adding Entertainment, you can only add Notes from the browser version of My Disney Experience. But activities added this way will appear in your Daily Itinerary (in the browser), your Future Plans (in the app), and your My Genie Day tab (in the app). You can use Notes to add Halloween and Christmas Parties, Extended Evening Hours, Open Table reservations, and more to your My Disney Experience plans.

Start with Add More Plans as usual, and this time select the Notes option. When the form opens, fill in the date and time — the time will be used to put the Note in the right sequence of events. Add the location, a subject, and you can also add an optional description. When you view the note in the My Disney Experience app, only the subject will show and you’ll have to tap it open to see the description. As before, select who you want to share with. And you’re done!

In the example above, I created an entry for Cirque du Soleil on August 16. You can see the entry in my Daily Itinerary above. Below, you can see how both additions that I made here look in the app when I select the Future Plans tile. And when the day of those plans actually arrives, I will see them on the My Day tab in Genie.

The best part of using Notes to add items to your Daily Itinerary? Since they’re mostly freeform, you can use them for anything at all. Want to take a couple of days to explore Universal? You can still show those days in My Disney Experience so the rest of your group knows what your plans are.

How do you share Disney World plans with your traveling party? Have you ever used the Notes feature on the Daily Itinerary? Let us know in the comments!


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Jennifer Heymont

Jennifer has a background in math and biology, so she ended up in Data Science where she gets to do both. She lives just north of Boston with her husband, kids, and assorted animal members of the family. Although it took three visits for the Disney bug to "take", she now really wishes she lived a lot closer to the Parks.

8 thoughts on “Sharing Disney World Plans With Your Group

  • Hi Jennifer, would you be willing to share one of your planning spreadsheets? Thanks,

    • Hi Dan, sorry to be so long getting back to you. Depending on what we’re doing that trip, the spreadsheets I make are somewhat differently structured each time. Can you tell me what you’re looking to use them for? I can find one that lines up and make it available here.

      • Thanks for getting back to me. We’re 6 adults going for 5 days starting on Halloween this year. We usually pack a lot of everything into our days, often park hopping and enjoying Food & Wine this year. I’m just looking for a better way to keep track of everything.

  • Great article!

    Do you have any articles that focus on managing meals for large groups in the parks?

    Our group of 9 (4 kids under 10 + 2 parents + 3 grandparents) spent a week at WDW in October and we found eating meals to be an exhausting and time consuming endeavor even through crowd levels were usually 5/6 or less. We bring a lot of snacks to the park with us, which helps tie people over, but that only goes so far.

    Our worst mistake was not making advance reservations as soon as we were able. In the past we have chosen not to make reservations because it felt suffocating to decide when/where to eat two months in advance, and it makes me feel like our park time has to revolve around the physical location of our chosen restaurants. In hindsight, spending the time/energy hunting down a place to eat was worse than having to commit so early on. Mistakes were made. Lessons were learned.

    Any wisdom you could offer on the subject would be greatly appreciated.

    • Hi Candice, glad you enjoyed it. All our articles on traveling with large groups can be found here:, but I took a quick look and it doesn’t really look like we have any that focus on dining. It’s a great idea for an article. Maybe I’ll write one soon, I do have a lot of experience with this.

      I know what you mean about being on the fence about committing months in advance. But large ships turn soooo slowly. I think it’s really helped that they changed it so you can cancel up to 2 hours in advance. At the very least, you can bail and do Quick Service if nobody is in the mood for what you’ve pre-booked.

  • For our large, multi-generational, multi-family 15+ people trips we had the spreadsheet of doom before the trip, the oath of mutually assured destruction after the plan was made, and then all power was handed off to one person during the trip.

    Spreadsheet of doom listed every attraction, show, ride, diversion per park. Then each person got a set number of high point value votes, and unlimited low point value votes per park. Lowest valued attractions were removed from itineraries, unless it was an outlier high point value vote, which gave it a buy and put it back on.

    Everyone got a final copy of *each person’s votes*, and we each agreed that if you mess up someone else’s experience (late to dinner, whining about rides) the time lost would be taken directly out of things that YOU voted for. If you wanted to mess around and hurt someone else’s experience, you would find your dinner reservation cancelled, or your ride skipped.

    The last part was to put the power in one person. We had ALOT of strong personalities on our trips. The kind of personalities that lead to toxicity and mutiny. Therefore all power was put in the persons hands that would not be bought, cajoled, or threatened…the holder of the list. If it wasn’t on the list, it wasn’t happening. If it was on the list, it was happening like it or not. The best part was quieter members had something to point to to make sure their voice was given equal weight, and our louder members had a way of making sure that no one else “won” by getting their way more than they did.

    Our biggest problem was never people not knowing what was happening, it was certain people having the ability to throw their weight around to change plans, and to get “revenge” for some perceived slight. This way everyone not only knew the plan, but obsessed about it, in the hopes of making someone else look like a jerk, and to make themselves look morally superior.

    I’m glad to say that I’m not traveling with those folks anymore, but I highly recommend the system if you have self absorbed, manipulative personalities to work around. The passive aggressive ones were happy to wait to see if they could drag someone, and the aggressive ones were kept in check by their need to look generous, and not lose face.

    You can bet everyone knew that plan back, forward, and sideways.

    • This is epic!

      The planning sessions and the trip would have made a great reality show! Haha


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