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عالعربية

User manual

Wedding Planner System

A wedding planner manages each couple in one file: budget, suppliers, guests, tables and dated tasks, instead of dozens of chats and spreadsheets.

A digital file for each wedding with budget, suppliers and guests, invitations and RSVPs on WhatsApp, and clear profit on every wedding. Try it on your next wedding.

20 tasks

What the system does

  • A file for every wedding
  • Quote to contract
  • Payments
  • Suppliers
  • Budgeting
  • Guests
  • Table seating
  • Coordinator

Tasks

How do I create a new wedding file?

  1. Go to the Weddings menu.
  2. Click the Create new wedding button.
  3. Enter the couple's names, wedding date and venue (hall or hotel name), estimated wedding budget, and expected number of guests.
  4. Select the assigned wedding planner, then click Save.
Screen
Wedding Planning › Weddings · Create
Permission needed
Weddings — Wedding Files / Add

How do I view the season's wedding schedule and calendar?

  1. Open the Wedding Calendar page.
  2. Review scheduled wedding dates, couple rehearsals, and venue setup schedules arranged across days and weeks.
  3. Click on any wedding to navigate directly to its file and follow up on actions.
Screen
Wedding Planning › Wedding Calendar
Permission needed
Weddings — Calendar / View

How do I prepare a quotation and wedding planning package for the couple?

  1. Go to the Quotations menu.
  2. Click the Create new quotation button.
  3. Select the couple, chosen wedding package, and add required service lines (kosha and decor, photography and videography, sound and lighting, catering and tables).
  4. Click Save quotation.
Screen
Wedding Planning › Quotations · Create
Permission needed
Weddings — Quotations / Add

How do I approve quotation acceptance and convert it into an official booking?

  1. In the Quotations table, select the accepted quotation.
  2. Click the actions button and select Accept offer.
  3. The system automatically converts the quotation into a confirmed wedding booking and begins generating contracts and field tasks.
Screen
Wedding Planning › Quotations
Permission needed
Weddings — Quotations / Accept quotation and create contract

How do I advance the wedding planning stage?

  1. On the wedding details page in Weddings.
  2. Click the Advance stage button.
  3. Advance the wedding across stages: initial planning, vendor selection, design approval and rehearsals, wedding day, and post-event handover.
Screen
Wedding Planning › Weddings · View
Permission needed
Weddings — Wedding Files / Move the wedding between stages and close it

How do I view all company weddings without restriction to a specific coordinator?

  • Viewing all wedding files for all planners and clients requires the view all weddings permission designated for management and operations directors.
Screen
Wedding Planning › Weddings
Permission needed
Weddings — Wedding Files / View all weddings (not only their own)

How do I track the wedding budget and expenses against approved amounts?

  1. On the wedding details page in Weddings.
  2. Navigate to the Budget and expenses tab.
  3. Review estimated costs for each item compared against actual vendor contracts and realized savings or surpluses.
Screen
Wedding Planning › Weddings · View
Permission needed
Weddings — Budget / View

How do I adjust wedding budget line items and approve vendor payments?

  1. On the wedding details page in Weddings.
  2. Click the Update budget button in the budget section.
  3. Adjust allocated amounts for items or record due vendor payments, then click Save.
Screen
Wedding Planning › Weddings · View
Permission needed
Weddings — Budget / Edit

How do I add an external vendor to the wedding partners directory?

  1. Go to the Vendors menu.
  2. Click the Add new vendor button to open the registration window.
  3. Enter vendor name, specialty (kosha designer, music band, photography studio, catering contractor, lighting and laser), contact numbers, and price lists.
  4. Click Save.
Screen
Wedding Planning › Vendors
Permission needed
Weddings — Vendor Directory / Add

How do I create work tasks for planning teams and track completion?

  1. Go to the Preparation Tasks menu.
  2. Click the Add new task button to open the task window.
  3. Select the wedding, task name, person responsible, due date, and priority (urgent, normal).
  4. Click Save.
Screen
Wedding Planning › Preparation Tasks
Permission needed
Weddings — Preparation Tasks / Add

How do I prepare the precise wedding day timeline?

  1. On the wedding details page in Weddings.
  2. Navigate to the Timeline section and click the Update timeline button.
  3. Add timeline items by hour and minute (e.g., 06:00 PM photographer arrival, 08:30 PM bride entrance / zaffa, 10:00 PM dinner buffet, 11:30 PM cake cutting).
  4. Click Save and distribute timeline to the team.
Screen
Wedding Planning › Weddings · View
Permission needed
Weddings — Wedding Day Timeline / Edit

How do I design the table layout and guest seating plan?

  1. Open the Seating page.
  2. Select the wedding and venue hall to load the interactive seating floor plan.
  3. Arrange tables (VIP tables, groom's family, bride's family, colleagues) and assign guests to seats via drag and drop.
  4. Click Save layout.
Screen
Wedding Planning › Seating
Permission needed
Weddings — Seating / Edit

How do I send digital wedding invitations to guests?

  1. On the wedding details page in Weddings.
  2. Navigate to the guest list and click the Send invitations button.
  3. The system dispatches smart invitations via WhatsApp, SMS, and email containing QR codes for RSVP and attendance verification.
Screen
Wedding Planning › Weddings · View
Permission needed
Weddings — Guests and Invitations / Send invitations and their links

How do I record digital guest check-in at the venue entrance gate?

  1. Open the Reception Gate page.
  2. Scan the QR code on the guest's invitation using a phone camera or barcode scanner.
  3. The system instantly verifies invitation validity, displays guest name, table and seat number, and logs attendance to prevent duplicate use.
Screen
Wedding Planning › Reception Gate
Permission needed
Weddings — Reception Gate / Use the reception gate

How do I register the official wedding contract and sign it digitally?

  1. On the wedding details page in Weddings.
  2. Click the Sign contract button after reviewing all agreed terms and clauses.
  3. The electronic signature is saved and an archived copy of the contract is secured.
Screen
Wedding Planning › Weddings · View
Permission needed
Weddings — Contracts / Sign contract and edit its payment schedule

How do I record a payment or deposit from the client?

  1. On the wedding page in Weddings or the bookings table.
  2. Click the Record payment action.
  3. Specify payment type (deposit, second installment, final settlement), amount, and payment method (bank transfer, card, cash).
  4. Click Confirm payment to issue an instant receipt voucher and update the remaining balance.
Screen
Wedding Planning › Weddings · View
Permission needed
Weddings — Couple Payments / Add

How do I process a payment refund for a client?

  1. On the wedding details page in Weddings.
  2. Select the payment in the payment ledger and click the Refund payment option.
  3. Enter the refund amount and reason according to the cancellation policy, then click Confirm refund.
Screen
Wedding Planning › Weddings · View
Permission needed
Weddings — Couple Payments / Refund to the couple

How do I cancel a registered wedding?

  1. In the Weddings table, select the target wedding.
  2. Click the actions button and choose Cancel wedding.
  3. Record the cancellation reason and confirm cancellation to notify team members and linked vendors.
Screen
Wedding Planning › Weddings
Permission needed
Weddings — Wedding Files / Cancel the wedding or contract

How do I export wedding performance and revenue reports?

  1. Open the Wedding Reports page.
  2. Select the desired report (wedding profitability and packages report, vendor performance report, guest attendance and RSVP rates).
  3. Click the View report or Export Excel/PDF button.
Screen
Wedding Planning › Wedding Reports
Permission needed
Weddings — Reports and Profitability / View

How do I configure system settings and default task templates?

  1. Go to the Wedding Settings page.
  2. Configure automated task template settings for weddings, payment terms, and general policies.
  3. Click Save settings.
Screen
Wedding Planning › Wedding Settings
Permission needed
Weddings — Settings / Edit

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