Managing Your Vendor Directory
Adding vendors, setting categories and statuses, and what lives on a vendor's record.
The Vendors page holds every outside partner you work with — florists, photographers, caterers, and the trades who keep the building running.
The directory
A table of Vendor Name, Category, Contact Info, Rating and Status.
Narrow it with the search box, or with three filters: All Statuses, All Categories and All Ratings — the last offering 4.5+ Stars, 4.0+ Stars and 3.0+ Stars.
The rating shown is the average of reviews left on that vendor. A vendor nobody has reviewed shows nothing, which is not the same as a bad rating.
Adding a vendor
Add Vendor opens a form:
| Field | Notes |
|---|---|
| Vendor Name | The business |
| Category | From the list below |
| Status | Starts at New |
| Email and Phone | |
| Service Description | What they do — this is the notes field |
| Website | |
| Years in Business | |
| Social Media | Optional: Instagram, Facebook, X |
| Pricing Tiers | Optional: Budget, Standard, Premium |
There is no separate contact-name field on a directory vendor. The contact person is recorded per wedding, when you assign them.
The categories
Event vendors: Catering · Photography · Videography · Floral · Entertainment · Planning · Rentals · Cake & Desserts · Bar Service · Transportation · Officiant · Attire · Beauty · Stationery
Trades and facilities: Electrician · HVAC · Plumbing · Landscaping · Pest Control · General Contractor · Cleaning
Plus Other. The trades half is there because the same directory serves your building, not just your weddings.
Statuses
| Status | Meaning |
|---|---|
| New | Just added, not yet vetted. The default. |
| Approved | Cleared to work here |
| Preferred | Actively recommended |
| Highly Rated | Consistently well reviewed |
| Inactive | No longer used |
Status is set on the vendor form.
The vendor record
Opening a vendor gives you five tabs: Overview, Documents, Bookings, Communications and Reviews. The header carries Email Vendor and Edit, with counts for Total Bookings, Upcoming Events and Communications.
Overview
One scrolling tab holding four sections in order:
- Smart Alerts — anything needing attention
- Compliance Dashboard — insurance, licenses and checklist, covered in vendor compliance
- Performance Scorecard — see performance tracking
- Financial & Relationship Intelligence — see financial terms
These are sections, not tabs. Scroll rather than hunt for them.
Documents
Upload New Document takes a Document Name and a File. Uploaded files list with their File Type, Size and Uploaded Date, and can be downloaded or deleted.
This is where certificates of insurance and copies of licenses go. The insurance and license records themselves live on the Compliance Dashboard and do not carry file uploads of their own, so the two need keeping in step by hand.
Bookings
Every wedding this vendor has worked, with Total Bookings, Upcoming, Past Events and Bookings by Year.
Communications
Log Communication records an Email, Phone Call, Meeting, General Note, Contract Negotiation or Booking Confirmation. The Communication History below can be filtered by type.
Logging contact here is not just record-keeping: the relationship health figure reads how recently you last spoke to a vendor.
Reviews
Average Rating, Total Reviews, Would Recommend and Review Sources, with each review broken into Quality, Timeliness, Communication and Value.
Smart Alerts
Alerts arrive at three levels — Critical, Warning and Info — and cover expired or expiring insurance and licenses, and vendors you have not booked in a long time.
What is not here
No vendor import: vendors are added one at a time. No photo gallery — there is nowhere to upload vendor images. No tier control; the directory uses Status for that job.
Frequently Asked Questions
Can I import vendors from a spreadsheet? No. They are added individually.
What is the difference between Preferred and Highly Rated? Preferred is your judgment; Highly Rated reflects reviews. Both are set by hand on the form.
Do couples see this directory? Only if you turn the vendors section on for their Planning Hub — see assigning vendors.
Where do I upload a certificate of insurance? The Documents tab. The insurance record on the Compliance Dashboard holds the dates and numbers, not the file.
Keep reading
Still stuck? A person reads every email.
If a guide and the app disagree, the app is right. Tell us and the guide gets fixed.