Assigning Vendors to Weddings

A wedding's Vendor Coordination tab is where you say who is working the day and when they need to be there.

Adding vendors

Add Vendor offers two routes:

• Venue Vendors — pick from your directory
• Custom Vendor — a one-off, entered with just a name and a category

Use the directory where you can. A vendor added from it carries their operational details and accumulates booking history; a custom vendor is a name on a list.

With nothing added yet the tab says so and tells you to add vendors to start coordinating.

The day's details

For each assigned vendor you set four things:

Optional in the software, not in practice. Arrival time is what the day-of arrival tracking compares against, so a vendor with no expected time can never be recorded as late.

There is no role, cost or status on an assignment. What a vendor is being paid lives on their directory record or in your invoicing; what they are doing goes in the services field.

The vendor packet

Send Packet emails the vendor everything they need for the day. It pulls together:

• Guest Guide Link
• Assigned Arrival Window
• Vehicle Rules & Parking Instructions
• Setup Deadline
• WiFi Credentials
• Point of Contact
• A snapshot of the day's timeline
• Venue Rules
• Weather Contingency Plans
• Load-Out Instructions

It needs two things before it will send: an email address on the vendor, and an arrival window. Once sent, the menu offers Resend Packet instead.

This is the most useful thing on the tab. Most day-of confusion is a vendor who was told something in an email three months ago; the packet puts it all in one message, sent close to the date.

Confirmation

The packet includes a link the vendor can open to confirm they have it and that the timing works. When they do, the assignment is marked confirmed and the coordinator who added them gets a notification.

You can also mark it yourself with Confirm on the vendor's row, which becomes Confirmed once set — useful when they reply by phone instead.

Chasing the unconfirmed ones is the week-of job this tab is built for.

Exporting a contact sheet

Export produces a CSV of every vendor on the wedding: name, category, contact person, email, phone, arrival time, setup start and end, load-in location, whether the timeline is confirmed, and whether the packet has been sent.

That is the sheet to print for the front desk, or to hand whoever is opening the building.

What the couple sees

If the vendors section is switched on for their Planning Hub, the couple sees the vendors assigned to their wedding, and can browse the venue's wider vendor list with public review ratings — adding one to their own wedding from there, and leaving reviews afterwards.

Those couple reviews are the ones that move a vendor's quality score, so it is worth asking for them. See performance tracking.

Practical use

• Put a real arrival time on every vendor, even a rough one. Without it nothing can be recorded as late.
• Send packets about a fortnight out — late enough that the timeline is settled, early enough to fix a problem.
• Work the unconfirmed list, not the whole list. Confirmed vendors need nothing from you.
• Export the contact sheet the day before and give it to whoever is on site first.

Frequently Asked Questions

Can I set what a vendor is charging for this wedding? Not on the assignment. Cost lives on the vendor's financial terms or your invoices.

What if the vendor is not in my directory? Add them as a custom vendor. They will not carry operational details or booking history.

Does sending the packet confirm them? No. It gives them the link to confirm with, or you can mark it yourself.

Can I remove a vendor from a wedding? Yes, from the menu on their row. The vendor stays in your directory.