Clients and contacts
When to use this
Use this page when you want to understand how BloomBoard stores the people or companies behind an event.
What this feature does
BloomBoard keeps client records separate from event records so your team can reuse the right customer details across multiple jobs. A client record can include:
- display name and company information
- address and billing details, including a VAT or tax number for a business client
- a VIP mark
- multiple contacts attached to the same client
Why it matters
A clean client record reduces duplicate typing and helps keep proposals, invoices, and communication aligned with the right person.
Key things to know
- A client can have multiple contacts, and one of them is the primary contact.
- Each contact has a role: Bride, Groom, Partner, Event Planner, Venue, Corporate contact, Accounts/Finance, Parent or Other.
- Archiving a client hides it from your lists without erasing it. You can restore an archived client later.
Who receives what
Proposals, invoices and their reminders go to the client’s primary contact. If the primary contact has no email address, they go to the first contact added with one. A contact’s role does not change who receives them.
- To send to someone else, such as a parent who pays the invoices, make that person the primary contact, or change the address on the send screen.
- To keep a planner or a parent in the loop, copy them on the email when you send.
- Check the primary contact before you send the first proposal: the client receives every document at that address.
- Once a proposal is sent, its reminders keep going to the address it was sent to, even if you change the primary contact later. A new invoice goes to the primary contact at the time you send it.
Coordinators
Events can also link an event coordinator or planner, kept in a separate directory so the same coordinator can be reused across events.
- Open Clients and switch to the Coordinators view to add or edit coordinators. Each record holds a name, company, email, phone, and notes.
- Opening a coordinator also lists the events they are linked to, so you can jump straight to any of them.
- When you create an event, use the optional Add coordinator field in the setup wizard to pick an existing coordinator or type a new name — new names are saved to the directory automatically. The same picker appears in the event’s Edit details form.
- A coordinator who is linked to events cannot be deleted until those events are unlinked, so event records never lose their coordinator by accident.
- Ask the assistant for a planner’s phone or email, or to add a planner, for example “add Jo Lee from Lee Events as a planner”.
If you are about to create an event, make sure the client record is correct first. Event pricing and billing become harder to clean up when the wrong client is attached.