Activity and Evidence

Wedding planning runs on documents: venue contracts, floor plans, run sheets, vendor quotes and the couple’s signed proposals. Each document is attached to its event with a title, an evidence type, the uploader and the upload time. Visibility is Internal for the planning team or Shared for documents the team may pass to vendors and the couple.

Alongside the documents, every guarded action on an event leaves an operation receipt: the action taken, a unique operation key, the version it expected, the outcome and the time. Outcomes are Pending, Completed, Failed or needs review, with a failure reason and any external reference.

• Documents by type. Evidence types such as contract, floor plan or run sheet let the team find the right file quickly.
• Receipts for every action. Approvals, reservations, admissions, closures and cancellations each leave a receipt. A repeated action returns the original receipt.
• Exceptions reviewed by finance. Receipts that are Pending, Failed or needs review are compared with the provider’s evidence and resolved.

Agree the evidence types you use and which documents may be shared. Decide who reviews operation exceptions and how quickly. Agree how a receipt marked needs review is resolved and who signs off the correction.

On the morning of a wedding, the venue’s door tablet loses signal while a guest is being admitted. The admission is attempted twice. The first attempt leaves a receipt marked Pending; the second, with the same operation key, returns the same receipt and does not admit the party twice.

That afternoon the Finance Coordinator opens Operation Exceptions, sees the Pending receipt and compares it with the admission record. The party’s admission time is present, so the receipt is marked Completed. Another receipt, for a refund the provider has not yet confirmed, is marked needs review with the reason recorded until the provider’s refund evidence arrives.

• Operation Exceptions — Receipts waiting for review, with action, outcome and failure reason.
• Shared Documents — Files the team may share with vendors and the couple, by event and type.

• Cancellation and reconciliation: Reconcile receipts and payments after a cancellation or correction.
• RSVP to admission: See where receipts are left for reservations and admissions.

Map the source records before importing documents.