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Apps & portals

Wedding venue planning portal for couples

A couple planning portal gives each couple one place to see their wedding timeline, make their choices and track payments. Their choices update your venue’s Airtable records, so the coordinator, kitchen and front of house work from the same details.

An example of how the studio would build it. No live services are connected.

From a booked date to a wedding plan both sides can see.

  1. Step 01

    Date confirmed

    When a booking is confirmed in Airtable, the couple receives an invitation to their own portal.

  2. Step 02

    Plan shared

    The portal shows their timeline, from final numbers to menu choices, with each deadline worked back from the wedding date.

  3. Step 03

    Choices made

    The couple chooses menus, enters guest numbers and dietary needs and uploads a table plan, all saved to their Airtable record.

  4. Step 04

    Payments shown

    Upcoming balances appear with a Stripe payment link, and a payment is recorded once Stripe confirms it.

  5. Step 05

    Team confirms

    The wedding coordinator reviews changes, locks choices after each deadline and replies to questions in the portal.

The result

Couples feel looked after, and the venue stops chasing details.

Couples can change their choices until each deadline, after which changes go to the coordinator to approve. Payments are only recorded when Stripe confirms them, and refunds are always handled by a person.

Before we connect it.

Where this is useful

Useful for wedding and event venues whose planning lives in long email threads, shared documents and spreadsheets that drift out of date. A sensible first version covers the timeline, final numbers and dietary needs, with menus and payments added once couples are using it.

What we need to connect

  1. 01An Airtable base, or your current booking records, with each wedding’s date, package, contacts and agreed deadlines.
  2. 02Your menus, packages and extras, with the rules for what can change and until when.
  3. 03A Stripe account for payment links, your payment schedule and who handles refunds and disputes.

What needs careful handling

Guest numbers and dietary needs often change in the final weeks, so changes after a deadline go to the coordinator rather than straight to the kitchen. Allergy information has to be right, so dietary needs entered by the couple are confirmed with them before the final kitchen sheet is produced. Two people usually share one wedding, so both can sign in, and every change records who made it and when.

Questions people ask.

Can couples still pay by bank transfer?

Yes. The portal can show bank details as well as a Stripe link, and your team marks a transfer as received once it appears in your account. Only Stripe payments are recorded automatically.

Will couples need to download an app?

No. It works as a website on any phone or computer, which suits something used for a year or so and shared with family. A downloadable app is possible but rarely necessary here.

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