Yeshua TorreblancaBook an AI Workflow Audit
← All use cases

Wedding & Event Planning

Custom operational portal

A wedding planning agency portal for assignments and delivery

A role-based operations portal gives agency administrators control before assignment and gives each planner one reliable view of upcoming weddings, purchased packages, delivery status, and next milestones.

This example is a custom portal because the team signs into it to run a role-based, end-to-end workflow. Compare both solution types.

Book an AI Workflow AuditDescribe Your Workflow

Before

“New weddings, package details, planner assignments, and delivery status live across contracts, spreadsheets, and message threads.”

After

Administrators assign each wedding with the right context, while planners open one workspace for upcoming weddings, purchased package details, milestones, and next actions.

Wedding agency operations

Every celebration has an owner and a clear next step

Sample data

Planner workspace

Welcome back, Mia
Sample data
My upcoming weddings3
Next event53 days
Needs attention1

My wedding book

Upcoming weddings
Elena & MarcusThe Foundry
Sep 14, 2026
Full Planning$12,500
Planning activeFinalize floral proposal · Aug 2
Sofia & DanielBrooklyn Botanic Garden
Oct 5, 2026
Month-Of Coordination$4,800
Final reviewApprove final timeline · Aug 8
Priya & JonahCedar Lakes Estate
Nov 21, 2026
Partial Planning$8,200
Needs attentionConfirm transportation · Jul 29

Use the sidebar to switch roles, sort either table, and change the mocked assignment data.

Who this is for

Built for the way your industry actually works

Boutique wedding planning agencies coordinating multiple planners, packages, venues, and event dates.

  • Wedding planning agenciesCoordinate several planners, packages, venues, vendors, and event dates from one operational workspace.
  • Event planning teamsAssign complex events, track contracted scope, and keep milestones visible across the team.
  • Venue coordination teamsManage assigned coordinators, event details, package commitments, and readiness before each event.

How it runs

The workflow, end to end

Fits: Boutique wedding planning agencies coordinating multiple planners, packages, venues, and event dates.

  1. A signed contract creates a wedding record with the couple, date, venue, guest count, and purchased package
  2. An administrator reviews unassigned weddings, confirms readiness, and matches each one to an available planner
  3. The assigned planner sees upcoming weddings ordered by date with package status and the next milestone
  4. Package deliverables, notes, and status changes stay attached to the wedding through event completion

Smallest useful first version: Start with two roles, one package catalog, the unassigned-wedding queue, and each planner's upcoming-weddings view.

Under the hood

Technical approach and how success is measured

  • Role-based portal with separate administrator and planner permissions
  • Relational records for weddings, couples, packages, assignments, and milestones
  • TanStack Table views with sorting, status filters, row selection, and focused detail panels
  • Controlled package-status workflow with an audit trail for assignments and changes
  • Optional calendar, contract, payment, email, and SMS integrations after the core workflow is proven

Measured by: Time from signed contract to planner assignment · Percent of weddings with an owner and current package status · Missed or late planning milestones

Common Questions

How is this different from a focused integration?

The portal becomes the shared workspace for the complete planning workflow. It includes role-based views, wedding records, assignment controls, package status, and milestones rather than automating only one task between existing tools.

Can the portal connect to our contract, payment, or calendar tools?

Yes. Those integrations can be added after the core portal workflow and system-of-record responsibilities are defined.

Do planners and administrators see the same information?

No. Administrators can review readiness and assign work, while planners receive a focused view of their assigned weddings and delivery responsibilities.

Serving Orlando, Tampa Bay, and across Florida.