When a couple signs the planning contract, their full timeline is created in the project tool from a template, with every milestone dated back from the wedding day. The planner's tasks are assigned, and the couple gets a calendar of their own milestones.
Typical results
Same day
Timeline ready on the day the contract is signed
≈40
Dated tasks created from the template
Figures reflect typical results for this kind of automation.
The challenge
Every new wedding starts with the planner copying an old timeline, working out dates backward from the wedding day and assigning tasks one by one. It takes a couple of hours per couple, and with a dozen weddings in progress, a milestone like save-the-dates or the final guest count sometimes slips. Couples keep asking what they need to do next.
Before and after
Planner hours to set up a new wedding
−80%Milestones caught late per wedding
−75%The automation
When the planning contract is signed, the automation reads the wedding date and package and builds the full timeline in the project tool from the matching template. Each milestone is dated back from the wedding day: venue and photographer bookings, save-the-dates, invitations three months out, the menu tasting and the final guest count. The planner's tasks are assigned with due dates, and the couple gets a shared calendar showing only the milestones that need them.
How it works
- 01
Contract signed
When the couple signs the planning contract, the automation reads the wedding date and the package they chose.
- 02
Timeline from the template
The full planning timeline is created in the project tool from the template that matches the package.
- 03
Dates counted back
Each milestone is dated back from the wedding day, from venue and photographer bookings to invitations at three months and the final guest count.
- 04
Tasks assigned to the planner
The planner's tasks get owners and due dates, with a reminder before each one is due.
- 05
Couple's shared calendar
The couple gets a shared calendar with only the milestones that need them, like the menu tasting and the final guest count.
Starts from
- Signed planning contract
- Wedding date and package
Delivers
- Planner tasks with due dates
- Couple's milestone calendar
The impact
Each new couple saves the planner about 2 hours of setup, and the timeline is ready the same day the contract comes back. Milestones caught late fall from about 4 per wedding to 1, and couples check their own calendar instead of asking what comes next.
Questions about this automation
Which project tools and e-signature apps does it work with?
It works with project tools such as Asana, monday, ClickUp or Trello, and with e-signature apps that report a signed contract, such as DocuSign. The couple's calendar is a shared Google Calendar, so they can add it to any phone without installing anything new.
What if the wedding date changes?
Changing the date on the project reruns the timeline, moving every open milestone by the same offset from the new date while completed tasks stay as they are. The planner and the couple get a short note listing the milestones whose dates moved, so nothing shifts without anyone noticing.
Can each package have its own timeline?
Yes. Each package, such as full planning or month-of coordination, has its own template with its own milestones and offsets in days before the wedding. Simple automations like this are usually live within days, and most of the setup is turning the planner's existing checklist into a template.