Managing contacts & your pipeline

Every enquiry you receive lives in Contacts — your lead list and CRM. Contacts move through an eight-stage pipeline from first enquiry to completed wedding, and each one holds everything you know about that couple: emails, notes, invoices, activity history, and their linked wedding workspace.

The pipeline

Wedding Computer uses a fixed eight-stage pipeline:

Stage	What it means
New	An enquiry has arrived — not yet actioned
Contacted	You’ve replied or reached out
Meeting	A meeting has been scheduled or has happened
Quoted	You’ve sent a quote or proposal
Booked	The booking is confirmed
Completed	The wedding has happened
Lost	The lead didn’t convert
Archived	Inactive; kept safely outside active workflows

Move a contact between stages by clicking the stage badge on their record and selecting the new stage.

The eight stages are fixed — they’re designed to cover every vendor’s universal workflow and can’t be customised. That’s deliberate: whether you’re a solo photographer or a venue with a full team, every enquiry follows the same path from first contact to booked or lost, so nothing quietly stalls in a stage someone invented for one lead and forgot about. If you work alone, that consistency means you never lose track of where a lead sits. If you run a team, it means everyone reads the pipeline the same way without a shared playbook to maintain.

When you move a contact to Lost, you’re prompted to record a structured reason: price, availability, chose a competitor, no response, not a fit, or other. These reasons feed directly into your analytics, so over time you can see patterns — if a disproportionate number of leads are lost on price, that’s a signal worth acting on.

When a contact is Booked, you can promote them to a wedding workspace, which creates the shared collaborative environment for that wedding.

Checking availability from a contact

Before you reply to an enquiry, open the contact record to see whether you’re free for their date. Wedding Computer checks the enquiry’s wedding date against your calendar — your default weekly availability plus any per-date overrides — right there on the contact, so you get a clear available or not-available read without leaving the lead to cross-check a separate calendar tab. That matters most in the first few minutes after an enquiry lands: a fast, confident “yes, I’m free” or “sorry, I’m already booked that day” keeps you from quoting a date you can’t deliver, or losing a lead to a slower reply while you double-check by hand.

AI-drafted emails per contact (Pro)

Every contact has an AI drafting option so you’re not starting each reply from a blank page. Open the contact and choose Draft reply, and Wedding Computer writes a personalised message using that contact’s history, their wedding details, and your own voice and context — covering common situations like following up on a quiet lead, letting someone down when you’re not available for their date, or referring them to another vendor. You review and edit the draft before anything sends; it never goes out automatically. This is aimed at anyone with more enquiries than time to hand-write each reply — it turns “I’ll get to this later” into a draft you can approve in a minute or two, drawing on the same activity log and wedding details already stored on the contact so the message actually reflects that couple’s situation.

Archiving and restoring contacts

Wedding Computer does not permanently delete contacts from the app. From a contact’s Edit page, choose Archive contact. The contact moves to the Archived stage and is removed from active dashboard and device-sync views, while all of its details, notes, invoices, activity history, and linked wedding remain intact.

To bring it back, open the contact from the Archived tab and choose Restore. Wedding Computer returns it to the pipeline stage it occupied immediately before it was archived.

If an import or external file edit archived the contact without recording its previous stage, it restores to New. You can then choose the correct stage from the contact record.

What’s stored on a contact record

Each contact holds:

Couple details — first and second person’s name, email, phone, and Instagram handle
Wedding details — date (or date TBC), location, guest count, and ceremony type
Pipeline stage and source — where the lead originated
Notes — free-text private notes only you can see, fully searchable
Custom fields — any additional questions you’ve added to your enquiry form
Activity log — a timestamped history of every stage change, invoice event, and key action
Invoices — all invoices created for this couple
Emails — the full email thread via your @wedding.computer address
Linked wedding — once promoted, a direct link to the shared workspace

Searching and filtering

The search bar at the top of Contacts searches across names, email addresses, phone numbers, and notes as you type. You can also filter the contact list by:

Pipeline stage — any combination of the eight stages
Wedding date — a date range to find weddings in a particular season or year
Source — where the lead came from (enquiry form, API, manual entry, etc.)
Location — city or region

There’s no separate tagging system, but your notes and any custom enquiry form fields you’ve defined are fully searchable and serve the same purpose for segmentation.

Activity history

Every contact maintains an activity log — a reverse-chronological record of stage changes, invoice events, payments, and other key moments. This is visible only to you and updates automatically as things happen, so you have a running record of exactly what happened and when without having to dig back through email threads or rely on memory. If a couple asks “when did we agree to that?” or you need to check whether you actually followed up after a meeting, the log gives you a straight answer rather than a search through your inbox.

Once a contact becomes a wedding workspace, a separate wedding log records actions that other members of the workspace can also see (timeline updates, people added or removed, etc.).

Following up leads

There are no separate reminder or task features yet — structured follow-up scheduling is on the roadmap. The workflow most vendors use is to move leads to an appropriate stage when they need actioning, then use the filtered contact list to surface leads that haven’t moved in a while.

Importing existing contacts

If you’re coming from another tool — Dubsado, Studio Ninja, HoneyBook, VSCO Workspace, or a spreadsheet — you can import your existing contacts without re-entering them by hand. You can also paste raw text (old emails, expo notes, hand-written lists) and the AI will extract the contact details for you.

For step-by-step instructions for each source, how to prepare your export, and how to use Claude Desktop to import large amounts of data via MCP, see the full Importing contacts guide.

Quote calculators

Beyond the enquiry form, you can build interactive quote calculators — clients estimate a price and enquire straight from the result, which lands in your pipeline the same way a form submission does.

Downloading your CRM data

Open Contacts and choose Download contacts CSV for a direct export of your real CRM contacts. The UTF-8 file is prepared for spreadsheets and neutralises values that could otherwise be treated as formulas. Demo contacts are excluded.

This CSV is the quickest way to move or inspect the contact table. For the broader account record—including other supported business and wedding data—use the portable account ZIP under Your profile → Export. See Data ownership for its exact contents and recovery limits.