Wedding & Event Planners app
Plan and run weddings and events for your clients, from the first enquiry to the thank-you, right beside your WhatsApp chats.
Install it from the marketplace inside Scratchboard, then change anything to fit how you work.
Built for
- Wedding planners
- Destination wedding firms
- Corporate event agencies
- Planners of engagements, birthdays and baby showers
- Photo and video studios that cover weddings
- Modules
- 21
- Automations
- 69
- One-click actions
- 51
- Reports
- 18
- WhatsApp templates
- 31
Sound familiar?
The everyday problems the Wedding & Event Planners app takes off your plate.
Two weddings on the same day
A date is promised to one family on WhatsApp while a colleague offers it to another. Nobody knows which holds are still live.
Proposals and vendors in a dozen chats
Revision 3 is in one chat and revision 4 in another. The decorator said yes in a voice note, and nobody knows what was agreed.
Guest lists in a spreadsheet
RSVPs, plus-ones, diets, rooms and airport pickups are tracked by hand. The caterer's final count is a guess.
How it works
From the first message to a finished job, step by step.
- 1
Enquiry
An event starts from the WhatsApp chat. The client gets a thank-you reply, and the senior planner is told if nobody answers within 15 minutes by default.
- 2
Hold the dates
Hold each day for your team and the lead planner, so a day is never over-committed. Tentative holds end after 7 days by default and free the day, and a waitlist is told.
- 3
Proposal
Build a proposal from a package, with lines per function and add-ons. Low margins or big discounts go to a manager first. The client replies ACCEPT with the proposal number.
- 4
Book and plan
The contract summary and payment schedule go out, tied to the event dates. Book the event to confirm the dates and create the timeline. Vendors confirm by replying CONFIRM.
- 5
Guests and designs
Guests who opt in get their RSVP per function, travel details and day-of messages. Mood boards are sent and approved by reply.
- 6
The day and after
Each vendor gets their own run sheet before the day. Afterwards the client gets a thank-you and a rating request, and happy clients get your review link.
What's inside
The records the app sets up for you, already linked together, with forms, lists, boards and dashboards.
Events
Each event from Enquiry through Proposal sent, Booked, Planning, Final week and the day to Closed, with its dates, holds, budget and margin.
Days and functions
Every event day and every function on it, such as Mehndi, Sangeet, Ceremony, Reception, Plenary or Gala dinner, with guests and curfew.
Date holds and capacity
Holds per day for the company, each planner and any in-house venue or crew, with how many events each can take a day, leave days and a waitlist.
Proposals
Proposals and change orders with line items per function, optional add-ons, revisions, manager approval and an ACCEPT code.
Templates
Event plans that create the functions and tasks, packages, and payment plans such as 30 / 40 / 30 or 50 / 50.
Vendors and bookings
Vendors with licence and insurance dates, and each booking from request and quote to confirmed, paid and delivered, with commissions and room blocks.
Budget lines
Budget against contracted and actual cost per category and function, flagged when it runs over.
Payments and invoices
Client instalments, vendor payments, commissions and refunds, with an invoice per instalment or change order and receipts.
Clients and guests
Clients with their events and history. Guests in households with RSVP per function, plus-ones, diets, tables, rooms and flights.
Tasks, designs and log
Planning tasks, day-of checklists and run-of-show cues, mood boards with versions, and a log of each event's key steps.
Runs itself
Automations that are switched on when you install the app.
- The senior planner is told when an enquiry has no reply within 15 minutes by default
- Tentative holds end on their own and free the days; the planner is warned a day before
- Proposal follow-ups on day 1, 3 and 7, stopping when the client replies, then the proposal expires
- Events move to Final week, In progress and Wrap-up by their dates
- An invoice for each instalment due within 7 days, sent to the client
- Payment reminders 3 days before, on the day and 3 days after, then the senior planner and the manager
- Task reminders to the assignee, and overdue tasks to the senior planner
- Vendor licence and insurance reminders at 60, 30 and 7 days
- Vendors get their own run sheet 3 days before, and are asked to confirm arrival times 2 days before
- A thank-you and rating request 24 hours after the event; low ratings get a call-back alert instead of the review link
From the chat
What your team does without leaving the conversation.
- Create an enquiry, hold the dates or join the waitlist
- Build a proposal, add lines, send it and revise it
- Request vendor quotes, select a vendor and mark them confirmed
- Request a payment, issue an invoice and mark it paid
- Send a design for approval or a budget update to the client
- Postpone an event or request a cancellation
Inside the 24-hour window, messages go out automatically. Outside it, the app uses approved WhatsApp templates, or asks your team to send the message by hand.
Documents, reports and roles
Ready on day one, and yours to change.
Generated from the record and sent on WhatsApp in one click.
- Proposal
- Contract summary
- Invoice
- Receipt
- Budget summary
- Final week pack
- Function run sheet
- Vendor run sheet
- Rooming list
- Arrivals manifest
- Catering count
- Design board
For owners and managers, with a ready dashboard.
- Pipeline by stage and value
- Enquiries, sources and conversion
- Proposal conversion
- Revenue and margin per event
- Capacity by day (season heatmap)
- Holds expiring
- Client payments due and overdue
- Vendor payments and commissions
- Budget vs actual
- Vendor scorecard and spend
- Vendors awaiting confirmation
- Vendor partnerships (referrals)
- Overdue tasks by planner
- RSVP and catering per function
- Seating by table
- Arrivals and pickups
- Room blocks and cutoffs
- Win-back and anniversaries (marketing opt-in only)
Everyone sees only what their job needs.
- Events ManagerEverything: every event, proposal, vendor, guest list, invoice and payment. Approves margins, discounts, cancellations and large guest messages.
- Senior PlannerEvery event, proposal, vendor, guest list, task and design. Extends holds, postpones and requests cancellations. Can't approve their own requests.
- PlannerTheir own events: enquiries, holds, proposals, vendors, budget, guests, designs and tasks, with cost and margin. No approvals or overrides.
- CoordinatorVendors, budget at cost, tasks, day-of checklists, designs, functions and guests. No client prices, margins, commissions or payments.
- Hospitality DeskGuests, households, invites, RSVPs, rooms, travel and arrivals. Reads event names, dates and venues. No money.
- Events AccountantInvoices, payment schedules, receipts, refunds, vendor payments and commissions. Events and proposals read-only; no guest personal data.
Questions
Common questions about the Wedding & Event Planners app.
Is this for selling event tickets?
No. This app is for planners who run weddings and events for their clients: proposals, vendors, payments and the client's guest list. To sell tickets to the public and check people in, use the Event Ticketing app.
How does the client accept a proposal?
They reply ACCEPT followed by the proposal number. Because the number is part of the reply, it works even when family members share a phone. A revised or withdrawn proposal stops accepting.
How are WhatsApp messages sent outside the 24-hour window?
Inside the 24-hour window, the app sends a normal chat message. Outside it, the app uses its 31 WhatsApp message templates, which are submitted for Meta approval when your workspace is linked to the Team Inbox. If a message can't be sent, the owner is asked to send it by hand.
Do guests get messages without asking?
No. First you record the client's consent to contact guests. Then each guest opts in by sending RSVP and the event number. A guest who replies STOP gets no more event messages.
Can clients pay online?
Not in this version. Your team marks each payment paid, and the receipt goes out. Reminders follow the payment schedule until it is paid.
Does it handle cancellations and vendor licences?
Cancellations keep an amount based on how close the event is, at the percentages you set, and need a manager's approval. Vendor licence, insurance and food licence dates are tracked with reminders. Check your contract terms and local rules yourself; this is not legal advice.
Can I change the rules, times or messages?
Yes. Everything the app installs can be edited with the visual builders or by asking the AI Builder, for example to change how long a hold lasts or your payment plans.
Works well with
Other apps businesses like yours install alongside it.
Ready to try the Wedding & Event Planners app?
Start a 7-day free trial and install the Wedding & Event Planners app, or book a demo and we'll walk you through it.