WhatsApp for wedding planners and photographers: client groups, vendors and delivery
How a wedding or photography business runs WhatsApp: an enquiry pipeline, a group per event, vendor groups, deadlines as tasks and album delivery.
- Written by
- By WavesFlo team
- Published
- Published
- Reading time
- 2 min read
A wedding is a project with a client, a family, a dozen vendors and a date that cannot move. Messages arrive from everyone at once. A pipeline for enquiries, a group per event for the client side, separate vendor groups, tasks for every deadline and a note for every decision keep the planner sane when three weddings overlap.
How should it be set up?
| Need | How | Note |
|---|---|---|
| Enquiries | A pipeline: Enquired, Meeting, Proposal, Booked, Lost | A task for the meeting |
| Client side | A group per event with the couple and family leads | Decisions noted on the conversation |
| Vendors | Separate groups per event or per category | Clients do not see vendor talk |
| Deadlines | Tasks with dates | Overdue ones on the owner's list |
| Delivery | A link to the album, sent in the chat | Large files stay in a shared folder |
| Team | A number per team; roles | Handover with a note |
How does event week run?
- Post the run of show in the vendor group, pinned.
- Keep client questions one to one with the lead.
- On the day, one person monitors the number and requeues anything missed.
- After the event, send the delivery link and ask for a review in a separate message.
What do you keep out of the group?
Payments, contracts and rates are one to one, and vendor rates especially so. Photos of guests belong where guests agreed to share them. Every member of a group sees the others' numbers, so keep guest lists out of vendor groups.
What does the first month look like?
- Week 1: list booked events and their leads.
- Week 2: write the enquiry stages.
- Week 3: set up the group descriptions for client and vendor groups.
- Week 4: review the deadlines due next month.
What are the usual mistakes?
- Vendors and clients together.
- Rates discussed in a group.
- Deliverables lost in chats.
- One person who knows everything.
Put the studio's numbers in one inbox the whole team works from and the couple's group, the vendor group and every direct chat stop depending on one person's phone. Each conversation still has a named owner, so the couple always knows who is answering.
Questions
Can a wedding planner run many events on WhatsApp?
Yes. A group per event and a pipeline for enquiries, with an owner and tasks, keep several weddings separate.
Should vendors be in the client group?
No. Use separate groups.
Where should albums go?
Send a link; keep large files in a shared folder.