For planners · Client workflow
How to Manage Multiple Weddings at Once
Review deadlines, decisions, vendors, client inputs and ownership across active weddings before urgent work takes over the week.
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Review the portfolio before entering a wedding
Start each weekly review with all active weddings, scan the same six signals, then record one owned next action for every exception. A portfolio view differs from managing one project at a time: it makes cross-wedding risk visible before individual inboxes set the agenda.
Use red for a missed deadline or blocked decision with a near-term consequence, amber for an unresolved item approaching its action date, and clear for no current exception with a next review recorded. Adapt the thresholds to your service and events.
| Wedding | Event date | Phase | Status | Overdue | Waiting on client | Pending decision | Vendor risk | Budget attention | Next touchpoint | Owner | Next action |
|---|---|---|---|---|---|---|---|---|---|---|---|
| Rowan + Leila | fictional: 7 Sep 2027 | logistics | amber | no | transport detail | no | confirmation needed | no | Tuesday | Mira | confirm transport access |
| Asha + Noor | fictional: 18 Jun 2027 | final | red | no | no | menu blocked | caterer needs decision | yes | today | Mira | obtain menu decision |
| Jo + Sam | fictional: 2 Nov 2027 | discovery | clear | no | venue preferences | no | no | no | Thursday | Dan | send shortlist |
The closest event is not automatically the only red item. Scan overdue work, client inputs, decisions, vendor dependencies, budget or payment attention and the next touchpoint. Sort by event proximity, consequence, dependency and owner availability.
This 45-minute example allocates five minutes to refresh dates and status, twenty to scan weddings, ten to resolve red items, five to plan client communication, and five to confirm owners. Batch work afterwards, but keep each message attached to a wedding and owner. Cakd Business includes a dashboard for up to ten active weddings; Agency adds cross-wedding views, assignments, roles and team seats. Neither calculates risk or forecasts capacity; the review remains planner-led. Use the same status view to chase open vendor confirmations.