The pipeline
A wedding is booked a year or more ahead, happens once, and then sends you the next couple if you stay in touch. This board covers the year before and the years after.
| Stage | Move a card here when | Needed to enter | Stale after |
|---|---|---|---|
| Enquiry | A couple asks about your services | 1 day | |
| Consultation | You've met them, in person or on a call | Wedding date, Guests | 7 days |
| Proposal sent | They have your package and price in writing | Deal value, Package, Next activity | 5 days |
| Closed | They've signed and paid the deposit | Amount paid, Venue | |
| Completed | The wedding has happened | ||
| Lost | They chose someone else, or the date moved away |
Palby CRM counts Closed and Completed as won. One card per couple, under the name of whoever you deal with most, with the partner on the same card.
The fields
| Field | Type | Options or rule | Why |
|---|---|---|---|
| Partner's name | Text | So both names are on one card | |
| Partner's phone | Phone | A second number, in its own field | |
| Wedding date | Date | Remind me: Every year | A week before the wedding, then every anniversary |
| Guests | Number | Needed to enter Consultation | How many people are coming |
| Venue | Text | Hotel, restaurant or "to confirm" | |
| Package | Select | Day-of coordination, Partial planning, Full planning | Which package they're buying sets your fee and your workload |
| Budget | Currency | S$ | The couple's total budget, in S$ |
| Referred by | Linked contact | Points at the past couple who sent them | |
| Lost reason | Select | Budget, Chose another planner, Planning it themselves, Date changed, No reply | Moving a card to Lost asks for it |
| Amount paid | Currency | S$ | What they've paid so far, deposit included |
| Date paid | Date | The date of the latest payment |
The follow-up rules
- Reply within a day. Couples enquire with three planners at once, and Enquiry goes stale after one quiet day.
- Chase the proposal in five days. Next activity is needed to enter Proposal sent.
- Let the wedding date work twice. Set to Every year, it emails you a week before the wedding and on the day. After that, it comes back every year with the years counted, in a line like "Rachel Lim, Wedding date (2 years)".
- Send the anniversary message yourself. A short note from the planner who ran their day stands out, and it's an easy moment to ask who else is getting married.
- Thank the referrer. When a new couple's Referred by points to a past couple, message the past couple the same week.
Set it up in Palby CRM
- Pick Services and agencies when you set up your business.
- Rename Discovery call to Consultation and Won to Closed. Add Completed after Closed, and delete Negotiating unless your couples often haggle.
- Add the eleven fields from the table. For Wedding date, pick Remind me: Every year.
- In each stage's settings, pick its Needed to enter fields and its Stale after days.
- Save a view called Next 90 days, on the calendar by Wedding date.
Importing a spreadsheet of past couples? Every field above imports except Referred by, which you link by hand afterwards.
An example board on Monday 2 November, with made-up names
| Couple | Stage | Wedding date | Guests | Package | Next step |
|---|---|---|---|---|---|
| Rachel Lim and Daniel Koh | Completed | 9 Nov 2024 | 300 | Full planning | Anniversary note on 9 Nov |
| Nur Aisyah and Faris Rahman | Closed | 6 Mar 2027 | 450 | Partial planning | Send the tasting menu by Fri |
| Priya Nair and Arjun Menon | Proposal sent | 12 Jun 2027 | 250 | Day-of coordination | Chase on Wed 4 Nov |
| Joanne Teo | Enquiry | Dec 2027 | 200 | Reply today |
Today's email listed Rachel and Daniel: their second anniversary is on 9 November. Joanne's enquiry arrived yesterday, and it'll be stale by tomorrow without a reply.
Use it as a spreadsheet
Copy these columns into Google Sheets or Excel, one row per couple:
Couple | Phone | Partner's phone | Stage | Wedding date | Guests | Venue | Package | Budget (S$) | Referred by | Next step | Next step date
Add an Anniversary month column, and each month filter it to the month ahead.
30 minutes. You choose the day and the time.
Book a walkthroughKeep reading
Questions about the wedding planner CRM template
Both names, the wedding date, guests, venue, package and budget, the next step with its date, and who referred them.
Enquiry, consultation, proposal sent, closed, completed and lost.
By staying in touch after the wedding. An anniversary message from the planner is the easiest reason, and a yearly reminder means you don't have to remember it.
Yes. Put the partner's name and number in their own fields on the couple's card.
Yes, the template is free to copy into a spreadsheet or set up in Palby CRM.