For planners · Client workflow
How to Onboard Wedding Planning Clients Without Duplicate Entry
Onboard wedding planning clients through a confirmed project brief, a shared front door and a first-decision plan—not a pile of forms.
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Confirm the brief once, then make it usable
Good onboarding turns a booked client into a shared, current project record. Confirm the engagement facts, establish the portal or agreed front door, state communication boundaries, and identify the first decision that unlocks planning. Do not ask clients to enter the same detail in an intake form, welcome email and questionnaire.
| Milestone | Client receives or confirms | Planner creates | Completion check |
|---|---|---|---|
| Booking handoff | scope, decision makers, core event facts | confirmed project brief | one source of truth exists |
| Welcome | portal route and communication charter | access and current contacts | client can find next action |
| Discovery | priorities and open assumptions | first-decision agenda | owner and deadline are named |
| First plan | next milestone and information request | timeline tasks and records | no duplicate request remains |
Use a source-of-truth check
For every fact, name one record that owns it. The guest range belongs in the project facts, not in three email threads. The approved venue belongs in the decision and vendor record, not in a screenshot. If a fact changes, update the source record and notify people who rely on it.
Worked example
A fictional couple books partial planning with a venue already held. At onboarding, the planner confirms the venue name, date range, decision-makers and guest range against the booking record. The couple receives one portal link and an explanation of where to approve choices. The first discovery task asks for their ceremony priorities; it does not repeat contact information already confirmed. The planner then creates the decision record for ceremony flow and the next timeline milestone.
Make onboarding lead to action
The welcome experience should finish with one clear next step, not an impressive-looking stack of documents. Use the intake question map for fit information and the client portal guide for shared visibility.
Cakd Business and Agency include a client portal, questionnaires and decisions. The sequence here is a planner workflow; Cakd does not claim automatic onboarding or duplicate-data detection.