Understanding your plan

What counts as an “active” wedding

An active wedding is any wedding workspace that is upcoming or undated — either has a future wedding date, or has no date set yet. Both types count toward the free plan’s active-wedding limit.

Weddings with a past date are not counted as active. Weddings you’ve manually marked as completed or cancelled are also excluded. Those workspaces remain fully visible and accessible — they just don’t count against your limit.

Weddings you’ve been invited to by another vendor never count toward your limit. The cap only applies to workspaces you created or promoted from a booked contact.

The free plan allows 12 vendor-owned active wedding workspaces at once. Demo weddings are excluded too. Pro has no active-wedding cap.

Manual creation and promotion, and optional workspace creation during import, enforce the limit atomically so simultaneous requests cannot overfill it. A genuine booking confirmed by a couple is never rejected because of the cap: its workspace is created even if that takes a free vendor above 12, and the vendor receives an upgrade notice.

When a slot frees up

The cap is checked when you create or promote a new workspace. A slot frees up automatically when:

The wedding date passes — no action required; past-dated weddings drop out of the count overnight
You manually mark a wedding as completed (from the wedding workspace) — frees the slot immediately
You mark it as cancelled — same effect

If you’re approaching the cap and have a new booking coming in, you can free a slot early by marking an older completed wedding as complete rather than waiting for its date to pass.

What happens when you reach the active-wedding cap

When you manually create or promote a new workspace at the limit, you’ll see a message letting you know you’ve reached the cap. Optional workspace creation during an import is skipped with a warning. Your existing workspaces are completely unaffected — you can still edit them, update run sheets, send invoices, and collaborate with the couple. Other than the genuine confirmed-booking exception above, new vendor-owned active workspaces wait until a slot frees up or you upgrade to Pro.

Your contacts and CRM pipeline are not affected at all. You can keep adding leads and moving them through the pipeline; you simply can’t promote a new lead to a workspace until you have a free slot.

Whether the free plan is actually permanent

Yes. There’s no trial period, no expiry date, and no time limit. The free plan is designed for a vendor doing a typical volume of weddings — if you regularly have fewer upcoming weddings at once than the cap, you can use Wedding Computer indefinitely without paying.

If your business grows to the point where you consistently hit the cap, that’s when Pro becomes the right fit.

Starting an account and upgrading

No credit card is required to sign up. You’re on the free plan until you choose to upgrade. Upgrading to Pro requires a card only at the time you subscribe, via Settings → Subscription.

Cancelling Pro

When you cancel, your account reverts to the free plan at the end of the billing period. All your data — contacts, weddings, invoices, run sheets, accepted service-contract records, notes — stays fully accessible. You don’t lose any data by cancelling Pro.

The only changes: Pro features are switched off (device sync, MCP server, vault API, advanced analytics, AI drafting and auto-reply, etc.), and if you have more than the free-plan cap of active workspaces, you can’t create new ones until you’re back under the limit. Existing workspaces above the limit remain visible and fully editable. Your internal team roster and its wedding assignments remain available; roster entries are records, not extra user logins.

Billing

Current pricing is listed at wedding.computer/pricing.

Subscription prices are presented as tax-inclusive, all-in amounts. The A$24 Australian price includes 10% GST; foreign-currency prices are also presented as all-in amounts, and Wedding Computer does not currently add Stripe Tax at checkout. Review the currency and total Stripe shows before subscribing and contact support if the billing details are wrong. Wedding Computer does not provide tax advice.

What’s not included on the free plan

Everything in the CRM, invoicing, run sheets, contracts, collaboration, and data export is available free. The features that require Pro are:

Read-only calendar and contact connections — Pro adds separately revocable iCal/CalDAV calendar connections and CardDAV contact connections. Google Calendar and Outlook use the iCal link; compatible CalDAV and CardDAV apps use the displayed account details. Your personal wedding calendar remains free.
Vault sync API / Obsidian plugin — a two-way sync engine behind an official Obsidian plugin (or any other vault-API client), so your contacts and weddings live as real Markdown files on your own machine that you fully own and can edit outside the app — useful if you already keep notes in Obsidian, want an offline copy of your CRM, or want to script against your own data. If you edit a file in Obsidian and something changes in the app at the same time, you’re shown both versions to reconcile rather than having one silently overwrite the other.
MCP server — exposes your CRM and wedding data as tools an AI assistant can call directly, so you can ask Claude, ChatGPT, or (via Siri/Apple Intelligence) a voice assistant things like “what bookings do I have tomorrow?” or “add a note that the Smiths want an earlier ceremony start” hands-free, without opening the app or typing anything. You authorise each assistant through a standard sign-in-and-approve screen and can revoke its access at any time.
Lead intake API & Zapier — a webhook endpoint that lets Zapier, your own website, or any external form push new enquiries straight into your CRM pipeline automatically. This solves the problem of leads arriving through a form other than Wedding Computer’s own enquiry builder (a website contact form, a Zapier-connected app, a directory listing) and needing to be copied in by hand — they land in your pipeline the moment someone submits them.
Advanced analytics — booking goals, demand scoring, per-source benchmarks, and the full funnel view
AI enquiry auto-reply — having the AI automatically send replies to new enquiries
White-label forms — removing the “Powered by Wedding Computer” attribution from public forms
Unlimited active weddings — the free-plan cap is lifted