How Wedding Desk works

What this article covers

Wedding Desk helps photographers and videographers collect wedding information, turn it into a practical plan and keep that plan usable through the wedding day and delivery preparation. It does not replace a gallery tool, editing software, bookkeeping system or CRM.

Everything for one wedding starts with a project. Use the parts of Wedding Desk that the wedding needs, and add each detail where you will manage it later.

From project to delivery

1. Create the project and record its core details.
2. Collect information through Intake, Extra questions and Style & inspiration.
3. Review the answers and turn accepted requests into planning work.
4. Build the Wedding Timeline and connect shots, vendors and gear.
5. Check the plan in Project Overview, On The Day and Share / Print.
6. Prepare the delivery after the wedding.

Where information belongs

• Project Overview shows status, attention areas and the next suggested step.
• Project details is where you add the couple, wedding date, main location, package and delivery deadline.
• Project Notes is for information you want to remember but have not yet added to the Timeline, Shot List, Vendors or another part of the project. You find it in Project details and in the header of a project page.
• Wedding Timeline is where you plan the order of the day, times, locations and moments.
• Shot List is where you manage all shots, including family and group photo requests.
• Vendors is where you add each vendor's role, notes for this wedding and Timeline links.
• Contacts & locations is where you save people, companies and locations you may use again.
• Gear Preparation is where you prepare and pack gear for the project.
• On The Day shows the plan you already prepared for use on the wedding day.
• Share / Print lets you print the day or share a live link to the schedule. You open it from Wedding Timeline.
• Delivery preparation tracks the work that follows the wedding.

Intake, Extra questions and Style & inspiration collect answers. Current Group photo requests and Moments & photo requests answers can create Shot List suggestions for deliberate review; they do not silently change the project plan.

Add family and group photos to Shot List like any other shot. You can link them to a Timeline moment such as Family photos.

Finding your way around a project

Every wedding has its own set of pages. On a computer they all stand in the list beside the project.

On a phone the pages you work in most have their own buttons at the bottom of the screen: Overview, Timeline, Shots and Day. The last button, More, opens the rest of the project, such as Intake, Vendors, Gear Preparation, Delivery preparation and Project details. Which pages a wedding has depends on your plan, so you may see fewer of them.

What happens next

Collected answers stay available in Intake. When an answer creates a suggestion, review it in Shot List and decide whether to add it. You can then edit the shot and link it to a Timeline moment or Anytime.

Save general contact details in Contacts & locations. Add the role and notes for this wedding in Vendors, and prepare equipment in Gear Preparation. Timeline links show where vendors and gear are needed during the day.

Project Overview shows what is ready and what still needs attention. Open the relevant part of the project to make changes. On The Day and Share / Print use the current project information.