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
Section titled “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; hidden from the active view |
Move a contact between stages by clicking the stage badge on their record and selecting the new stage. The pipeline board view lets you see all stages at once and drag contacts between columns.
The eight stages are fixed — they’re designed to cover every vendor’s universal workflow and can’t be customised.
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.
What’s stored on a contact record
Section titled “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.computeraddress - Linked wedding — once promoted, a direct link to the shared workspace
Searching and filtering
Section titled “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
Section titled “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.
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
Section titled “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 pipeline board or filtered contact list to surface leads that haven’t moved in a while.
Importing existing contacts
Section titled “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.
Exporting your contacts
Section titled “Exporting your contacts”Your full contact list can be downloaded at any time from Settings → Export. Export formats:
- Markdown — one
.mdfile per contact with YAML frontmatter (the same format Wedding Computer stores internally) - JSON — structured data suitable for other tools
- CSV — for spreadsheet use
Exports are unrestricted on both free and Pro plans. See Data ownership for full detail on how your data is stored and what’s included in a full account export.