Understand the Wedding Desk workflow

What this article covers

This article explains the Wedding Desk workflow from first project setup to delivery preparation. Use it when you are not sure where information belongs or why one area connects to another.

The simple model

Wedding Desk has one main object: the project. Everything important for one wedding belongs inside that project.

The project then has several workspaces:

• Project overview shows status, readiness and next suggested work.
• Project details stores the core wedding facts.
• Notes stores internal context.
• Intake, Questionnaire and Style notes collect information.
• Wedding timeline turns that information into a day plan.
• Shot list, Vendors & contacts and Gear list add the practical details.
• On The Day makes the plan usable during the wedding.
• Export & share creates output for others.
• Delivery preparation tracks post-wedding work.

Where to put information

Put stable facts in Project details. Couple names, wedding date, location, package, project currency and delivery deadline belong there.

Put uncertain or internal context in Notes. Notes are useful for things you want to remember but do not yet want to turn into a structured planning item.

Put client answers in Intake or Questionnaire. Intake is for structured wedding details. Questionnaire is for extra questions. Style or visual direction belongs in Style notes.

Put the day structure in the Wedding timeline. Timing, order, locations and practical moment notes should live there.

Put image priorities in the Shot list. Family groups and must-have shots should not stay buried in notes or intake answers.

Put people and companies in Vendors & contacts. Reusable people and companies can also live in Contacts.

Put equipment in the Gear list, especially items that need to be packed, checked, marked critical or linked to a timeline moment.

How the areas connect

The power of Wedding Desk is not that every area exists. It is that the areas can support each other.

For example, a couple may mention a family formal list in Intake. You review that answer, then move the actual shot groups into Shot list. If a group happens at a specific time, link it to timeline moments.

A vendor might be entered as part of the project, then linked to the timeline moment where that person matters. See add vendors and contacts and use vendor details on the wedding day.

Gear can be prepared as a project checklist. Some gear may be project-wide, while other gear belongs to a specific part of the day. See prepare project gear.

How to use the overview

The Project overview is a decision screen. It helps you see readiness, missing sections and the next useful step. It is not supposed to duplicate every detailed workspace.

If the overview says the timeline needs work, edit the timeline. If vendors are incomplete, go to Vendors. If delivery has not started, open Delivery preparation.

Common mistakes to avoid

• Do not keep final timing inside Notes. Put it in the Wedding timeline.
• Do not keep must-have shots only in Intake answers. Put them in Shot list.
• Do not use Vendors as a generic CRM. Use it for wedding-day roles and key contacts.
• Do not treat the calculator as payment processing. It helps with pricing, not payments.
• Do not expect On The Day to be a full editor. It is for focused execution.

A useful working rhythm

Start broad, then make the plan concrete.

First collect information. Then decide what matters. Then move it into the right workspace. Finally, check the plan in On The Day and Share / Print before the wedding.