A planning form collects the details you need before an event: who the coordinator is, the wedding party, other suppliers, what the venue needs from you. Customers fill it in from their portal, and your staff can see and edit it.
You start with a Wedding planning form, already attached to your Wedding event type.
Building a form
- Go to Events > Planning Forms and click New planning form.
- Give it a name and a short description for customers.
- Set Close to customers (days before the event). See locking, below.
- Tick the event types that use this form. Each event type can have one form, and one form can serve several event types.
- Add your questions (below), then save. Make sure it is Active.
Question types
- Text field, textarea, email, phone number, number, date field and time field
- Select list, radio buttons and checkbox list, with your own options, one per line
- Yes / No
- Repeating group: a small table the customer adds rows to, such as one row per supplier with their name, company and phone. You choose the columns.
- Section heading, to break the form into parts
Each question can be required and have help text. Required questions only have to be answered when the customer marks the form complete, so they can fill it in bit by bit.
Questions can also appear only when an earlier answer matches. See Questions that show or hide.
Changing a form later
Forms are live: a question you add today appears for every customer, including those halfway through. Renaming a question keeps its answers. Deleting a question hides its answers but doesn’t delete them.
A form with answers can’t be deleted. Switch off Active to retire it.
Locking
From the number of days you choose before the event, customers can still see their answers but can’t change them, so you are working from a settled plan. Staff can always edit.
When customers finish
When a customer clicks Mark as complete, your staff on the event are notified, and the Event planning is marked complete automation trigger fires once. If they change their answers afterwards, you are told about that too, at most once an hour.
Seeing the answers
Open the event and click the Planning button, which shows how complete it is. The answers are also printed on the event details PDF, grouped by section.