Wedding Planning Platform runs a planning agency's weddings from the first draft of each event to its close. A wedding is recorded as one or more events, such as a welcome dinner, the ceremony and the reception, each with its dates, guest capacity, venue and owning planner.
Events in one list
Planning Director decides each submitted event version before it opens.
Every feature works on the same records. Pick one to see the screen your team works in.
Record each wedding event with its dates, guest capacity, venue and owning planner, from draft to close.
Events
| Record number | Subject | Owner | Counterparty | Starts at | Capacity | |
|---|---|---|---|---|---|---|
| EVN-40000 | Maya and Theo wedding reception | Nadia Khan | Cedar Vale Conservatory | 31 Oct | 540 | |
| EVN-53595 | Amara and Luis garden ceremony | Mateo Silva | Cedar Vale Conservatory | 23 Oct | 240 | |
| EVN-44490 | Nina and Samir rehearsal dinner | Isabella Romero | Cedar Vale Conservatory | 15 Oct | 40 | |
| EVN-54381 | Elena and Jonah wedding weekend | Jonah Whitfield | Harbor Lantern Hall | 23 Oct | 740 | |
| EVN-57255 | Sofia and Daniel rooftop reception | Elliot Chen | Silver Fern Pavilion | 15 Oct | 30 |
Prepare each vendor booking with its deadline, agreed fee and client approval, and get it approved.
Approval conditions
| Parent | Vendor | Required by | Agreed fee USD | Client approval | Revision | |
|---|---|---|---|---|---|---|
| Elena and Jonah wedding weekend | Golden Hour Floral Studio | 18 Oct | 870 | Approved by couple on October 8 | 360 | |
| Priya and Mateo welcome dinner | Juniper Table Catering | 27 Oct | 690 | Awaiting final floral signoff | 290 | |
| Elena and Jonah wedding weekend | Bluebird String Ensemble | 19 Oct | 870 | Approved with revised table count | 350 | |
| Priya and Mateo welcome dinner | Linen & Laurel Rentals | 15 Oct | 760 | Ceremony layout approved | 490 | |
| Sofia and Daniel rooftop reception | Harbor Light Photography | 24 Oct | 440 | Menu changes approved by client | 150 |
Record guest reservations with party size within event capacity and admit guests at the venue.
Admissions
| Parent | Line number | Attendee reference | Quantity | Reserved at | Provider receipt | |
|---|---|---|---|---|---|---|
| Iris and Rafael farewell brunch | 160 | GUEST-2026-041 | 750 | 19 Oct | RSVP-882140 | |
| Amara and Luis garden ceremony | 640 | GUEST-2026-042 | 540 | 15 Oct | RSVP-882141 | |
| Nina and Samir rehearsal dinner | 200 | GUEST-2026-043 | 920 | 03 Nov | RSVP-882142 | |
| Maya and Theo wedding reception | 560 | GUEST-2026-044 | 560 | 22 Oct | RSVP-882143 | |
| Iris and Rafael farewell brunch | 690 | GUEST-2026-045 | 40 | 18 Oct | RSVP-882144 |
Keep the payment provider's authorizations, captures, refunds and voids against each event and verify them.
Payment evidence
| Parent | Provider event ID | Type | Amount USD | Occurred at | Provider reference | |
|---|---|---|---|---|---|---|
| Elena and Jonah wedding weekend | PAY-EVT-450231 | Authorization | 920 | 01 Nov | PAY-2026-3081 | |
| Amara and Luis garden ceremony | PAY-EVT-450232 | Capture | 410 | 30 Oct | PAY-2026-3082 | |
| Elena and Jonah wedding weekend | PAY-EVT-450233 | Refund | 400 | 03 Nov | PAY-2026-3083 | |
| Amara and Luis garden ceremony | PAY-EVT-450234 | Void | 650 | 14 Oct | PAY-2026-3084 | |
| Maya and Theo wedding reception | PAY-EVT-450235 | Authorization | 810 | 21 Oct | PAY-2026-3085 |
Record independent decisions to approve, reject or return each submitted event and vendor commitment.
Review decisions
| Parent | Source revision | Decision | Reason | Reviewer | Decided at | |
|---|---|---|---|---|---|---|
| Iris and Rafael farewell brunch | 50 | Approve | Guest count fits venue capacity | Mateo Silva | 20 Oct | |
| Nina and Samir rehearsal dinner | 390 | Return | Rain plan requires client approval | Jonah Whitfield | 04 Nov | |
| Elena and Jonah wedding weekend | 700 | Approve | Vendor insurance document received | Leila Haddad | 26 Oct | |
| Elena and Jonah wedding weekend | 70 | Return | Deposit evidence matches agreement | Mateo Silva | 28 Oct | |
| Sofia and Daniel rooftop reception | 330 | Approve | Seating plan includes accessibility needs | Amara Okafor | 15 Oct |
Attach contracts and plans to each event and keep a receipt of every guarded action and its outcome.
Operation receipts
| Parent | Action | Operation key | Result state | Occurred at | Failure reason | |
|---|---|---|---|---|---|---|
| Elena and Jonah wedding weekend | Confirm venue deposit | venue-deposit-maya-theo | Pending | 29 Oct | Venue deposit receipt missing | |
| Maya and Theo wedding reception | Send guest invitation | invite-amara-luis | Failed | 25 Oct | Guest email address bounced | |
| Sofia and Daniel rooftop reception | Record vendor approval | vendor-approval-nina-samir | Needs review | 31 Oct | Vendor insurance expired | |
| Priya and Mateo welcome dinner | Issue final payment | payment-elena-jonah | Pending | 26 Oct | Client approval still pending | |
| Iris and Rafael farewell brunch | Close RSVP list | rsvp-sofia-daniel | Failed | 23 Oct | Payment reference did not match |
Event plan to close ships ready to use. 2 steps need a named approval before the work moves on: Approve event (Planning Director) and Confirm vendors (Planning Director).
Record the event's venue, times, capacity and owner, with its planning documents.
Review the submitted version and approve, return or reject it with a reason.
Decide each vendor booking with its fee, deadline and the couple's approval.
Open the approved event so guest reservations can be taken.
Hold places within capacity and admit each party once at the venue.
Close the event once admitted guests reconcile with verified payments.
Open any event to see its admissions, the roles that work on it, its process stages and its approvals on one page.
Counterparty, Starts at, Ends at and Capacity.
Each line is linked to this event.
Lead Planner, Planning Director and Vendor Coordinator, each with their own permissions.
Draft event and Submit for review, with the role that acts.
Approve event and Confirm vendors, with who decides.
Harbor Lantern Hall · Approved
| Parent | Line number | Attendee reference |
|---|---|---|
| Iris and Rafael farewell brunch | 160 | GUEST-2026-041 |
| Amara and Luis garden ceremony | 640 | GUEST-2026-042 |
| Nina and Samir rehearsal dinner | 200 | GUEST-2026-043 |
Signed in as Planning Director
| Decision | Approver | |
|---|---|---|
| Approve eventReview the submitted version and approve, return or reject it with a reason. | Planning Director | |
| Confirm vendorsDecide each vendor booking with its fee, deadline and the couple's approval. | Planning Director | |
| Approve Events, vendor commitments | Planning Director |
Everyone opens Wedding Planning Platform to the work that is theirs. Pick a role to see what it starts with.
Owns each wedding event from draft to close, including its dates, venue, capacity and documents.
This is the first screen this role sees.
Events · Lead Planner
Independently reviews submitted event versions and vendor commitments and records the decision to approve, reject or return them.
This is the first screen this role sees.
Vendor commitments · Planning Director
| Parent | Vendor | Required by | Agreed fee USD | Client approval | Revision | |
|---|---|---|---|---|---|---|
| Elena and Jonah wedding weekend | Golden Hour Floral Studio | 18 Oct | 870 | Approved by couple on October 8 | 360 | |
| Priya and Mateo welcome dinner | Juniper Table Catering | 27 Oct | 690 | Awaiting final floral signoff | 290 | |
| Elena and Jonah wedding weekend | Bluebird String Ensemble | 19 Oct | 870 | Approved with revised table count | 350 | |
| Priya and Mateo welcome dinner | Linen & Laurel Rentals | 15 Oct | 760 | Ceremony layout approved | 490 | |
| Sofia and Daniel rooftop reception | Harbor Light Photography | 24 Oct | 440 | Menu changes approved by client | 150 |
Prepares vendor commitments with the required-by date, agreed fee and client approval, and submits them for review.
This is the first screen this role sees.
Vendor commitments · Vendor Coordinator
| Parent | Vendor | Required by | Agreed fee USD | Client approval | Revision | |
|---|---|---|---|---|---|---|
| Elena and Jonah wedding weekend | Golden Hour Floral Studio | 18 Oct | 870 | Approved by couple on October 8 | 360 | |
| Priya and Mateo welcome dinner | Juniper Table Catering | 27 Oct | 690 | Awaiting final floral signoff | 290 | |
| Elena and Jonah wedding weekend | Bluebird String Ensemble | 19 Oct | 870 | Approved with revised table count | 350 | |
| Priya and Mateo welcome dinner | Linen & Laurel Rentals | 15 Oct | 760 | Ceremony layout approved | 490 | |
| Sofia and Daniel rooftop reception | Harbor Light Photography | 24 Oct | 440 | Menu changes approved by client | 150 |
Records guest RSVP reservations and admits guests at the venue within event capacity.
This is the first screen this role sees.
Events · Guest Services Coordinator
Verifies provider payment evidence, prepares refunds on cancellation and reconciles operation receipts.
This is the first screen this role sees.
Events · Finance Coordinator
Maintains organizations, venues, team members and user access without taking planning decisions.
Review guest numbers against capacity, vendor fees and deadlines, review outcomes and payment reconciliation.
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Draft | 37 | ||
| Review | 22 | 59% | |
| Approved | 16 | 73% | |
| Open | 8 | 50% |
Sample totals per stage
For each event, compare reserved Quantity and admitted Quantity on Admissions with the event's Capacity.
Count admitted guests by the hour of admitted at for each event to plan door staffing.
Total agreed fee USD on vendor commitments by event, then by Vendor and Status.
List Submitted and Approved vendor commitments by required by date with the vendor and agreed fee.
Count review decisions by Decision and Reviewer, with the reasons for Reject and Return.
Total payment evidence amount USD by event, then by Type and Verified.
List operation receipts in Pending, Failed or needs review by Action with their failure reason.
Count Events by venue and Status across the season.
Count Events by Status and Owner, with their starts at dates.
See how Wedding Planning Platform fits your kind of team.
Run each couple's events, vendors and guest list with a second pair of eyes on every approval.
Plan multi-day weddings with paid guest activities, overseas venues and verified payments.
Give several planners their own weddings while a director reviews events and vendor spend across the agency.
Each stage of event plan to close names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Prepare and review wedding events, vendor commitments and guest lists with Proto.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 11 tablesStart with one team and one process, then add the rest once the basics are running.
The scope is wedding operations: events, venues, vendor commitments, guest reservations and admissions, payment evidence, review decisions and documents. Payment processing, RSVP websites, messaging and accounting remain connected systems. The agency decides its review, capacity and refund policies; Proto prepares configuration for review.
Bring the venue list, team members, open events with capacity and owner, vendor bookings with fees and client approvals, and guest lists with party sizes.
Pilot one upcoming wedding. Draft its events, route them through review, submit its vendor commitments and load its guest list.
Return an event and approve the revised version. Try to reserve past capacity. Repeat an admission. Cancel a paid add-on event and prepare refunds against verified captures.
Compare events, reservations and verified payments with the source. Obtain the Planning Director’s acceptance and agree the rollback window before moving the season’s weddings.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
Click Get started, then use Proto to configure Wedding Planning Platform for your business. Pilot one upcoming wedding: draft its events, route them through review, submit its vendor commitments and load its guest list, then reconcile reservations and payments before adding more weddings.
Yes. Record the welcome dinner, ceremony, reception and brunch as separate events, each with its own venue, times and capacity.
The planner submits an event or vendor commitment. The Planning Director approves, returns or rejects it with a reason. A change after submission needs a new decision.
Guest responses can come from a connected RSVP website. Each response becomes a reservation with a guest reference and party size, within the event's capacity.
Work from the list of guests not yet admitted. Each reservation is admitted once with the time recorded, and a repeated admission is not counted twice.
Yes. A paid place is held only after the payment provider's capture is verified, and cancellations prepare refunds against verified captures.
Each vendor commitment records the agreed fee and the couple's approval. Reports total agreed fees by event and vendor; vendor invoices and payments stay in your accounting system.
Unused reservations are released, admitted history stays, refunds are prepared against verified captures for approval, and the event is marked Cancelled.
Prepare the venue list, team members, open events, vendor bookings and guest lists with stable references. Rehearse the import on one wedding and reconcile before moving the rest.
Ordinary manual use has no per-user charge under the platform policy. Imports, integrations, agent execution and other machine work consume prepaid credits; implementation is scoped separately. The pricing page lists the current rates.
Start free, then use Proto to change fields, steps and approvals before your team goes live.