From enquiry to booking
When to use this
Use the Wedding starter to keep enquiries, follow-ups and booking steps together. Start with steps waiting for you so you can check each client email.
What you need first
You need Studio, an admin or owner login, and an enquiry link. Follow these steps when Automations are switched on for your studio. Check your saved emails and the client’s email address before approving a send.
Steps
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Open Business → Automations. Under Yours, switch Wedding on. Switching on a starter does not send an email by itself.
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Select the Wedding card to open it. Read the start card: STARTS WHEN a new enquiry arrives for Wedding. Every new wedding enquiry starts it while it is on.
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Read the timeline from the top. The first steps are:
- Right away: Send the Wedding brief. Your saved email “Thank you for your enquiry” carries the brief to the client.
- Right away: Send “Thank you, we have your details”.
- After it starts, 17 days later: Send “Shall I close your file?”. Straight after that: Mark the enquiry lost: “No reply”.
- When the Wedding brief comes back: Create the task “Book the call”.
Only one of the two Right away emails goes. If the client filled in the Wedding brief when they enquired, “Thank you, we have your details” goes. If not, the brief goes. If the brief is not back after a few days, the built-in Brief nudges remind the client once.
“Shall I close your file?” and marking the enquiry lost happen only if the client has not replied. Both are skipped once the Wedding brief is back.
The booking and the event date come next:
- When the booking is confirmed: Send “Welcome, your flowers are booked”.
- Before the event: 12 weeks before, Send “How are your plans going?”. 4 weeks before, Issue the balance invoice. 1 week before, Send “What to expect on the day”. 5 days before, Create the task “Confirm access and delivery times”.
- After the event: 1 day after, Send “Thank you after the day”. 335 days after, Send “An anniversary hello”.
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Check the pill on each step. Keep client-facing steps on Waits for your OK while you learn the flow.
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Select a step to open it in the panel. Check which saved email or brief it uses. Select Read the email to read the saved email.
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Change one step. In the panel, choose the email or the timing you want. Check SKIP IT IF.
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Select Try it on an event. Choose an upcoming wedding. Each step shows its date for that wedding. Nothing is sent.
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Select Save. Read the running-event count and the list of steps due before tomorrow. Select Save again to apply the edit. Use Cancel if the timing needs more work.
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To choose the Lead column for new wedding enquiries, open Business → Enquiry form. On the Occasions card, find the Wedding row and choose a column under Lands in. It saves at once. Automation, on the same row, shows which automations start.
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When the first step is ready, open Today from the left rail. Find the event’s row under Clients. If the enquiry still waits for an answer, the enquiry and the email are one row: “Enquiry · a Smart reply is ready”. Select Preview to read the recipient and the email. Select Send reply to approve it. Sending it also answers the enquiry. Other emails show Send now instead. Open the row’s ⋯ menu to edit the email first with Edit then send, to snooze it, or to skip it.
What happens next
Wedding follows the timing and conditions in its steps. A brief response, a booking or the event date can make another step ready. Waiting steps return to Today. Steps that run on their own appear under Done for you at the end of Today.
Open the event’s Client tab. Your email with the client is open in full, with Up next and History beside it. Use Pause in Up next if you need to stop that event’s automation while you review it.
When the event is booked, your switched-on task lists add their tasks to it, for example the Wedding list’s “Visit the venue” and “Final numbers to suppliers”. Select Tasks in the event’s header to see them. See Task lists.
The automation supports your booking work. Check and send the proposal through your usual process. Built-in reminders continue to follow sent proposals and issued invoices. An accepted revision can require a payment schedule review before reminders resume.
If a client replies, emails pause for up to 48 hours or until you reply. Payment reminders continue unless the reply is to one of them. If the event date moves, old follow-ups wait in a Timing check row on Today. Send, reschedule or skip each one. A changed email needs fresh approval.