Consultation booking
This wedding consultation booking form lets couples pick an open consultation time from the planner's calendar and receive a confirmation with the meeting link.
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A Booking and Intake Website for Wedding Planners
A booking and intake website for wedding planners lets couples request a consultation, a date and a package before the first call. The office manager opens each morning with a list of new requests, signed contracts and deposits still outstanding.
01
How couples search, compare and decide, and what that means for a booking and intake website for wedding planners
Wedding planner online booking usually starts with a couple searching for planners in their city, then narrows the list to two or three by reading reviews and looking at real weddings. They decide on the strength of the first reply, and many will message every planner who still has their date open.
That pattern favors the office that answers with a clear next step. A request that explains the consultation, the deposit and the contract in plain words keeps a couple moving, while a message that asks them to call back during office hours loses them to the next name on the list.
The intake site should therefore answer those questions the moment a couple arrives, and collect the details the office needs without making the couple repeat them on the phone.
- The couple sees open consultation times that match the planner's calendar.
- The wedding date is checked against existing bookings before the request is accepted.
- Deposit terms and a contract summary appear before the couple submits anything.
- A confirmation message repeats the date, the consultation time and the next step.
02
Rules, privacy and safety standards that shape the build for wedding planners
Wedding planner contract intake covers deposits and signed agreements, so the booking flow should use the same deposit and cancellation wording as the signed agreement. Your attorney should approve that text, since rules on deposits and consumer contracts differ by state.
Intake forms hold home addresses, partner names, guest counts and sometimes details about a child or a family member, so keep the form to what the booking needs. Keep the data on a locked system, decide how long it stays, and be ready to act on a deletion request.
Deposit payments go through a hosted provider, so no card number ever sits on your own machines. Ask staff to confirm that the portal and the signed contract show the same cancellation dates.
03
The information, content and access wedding planners will need to provide
The office manager should gather the package descriptions, the deposit schedule, the cancellation terms and the consultation length before design begins. Those are the facts a couple checks first, and they must match the contract word for word.
Access should be limited to the planners and the office manager, with each planner seeing only their own requests. Staff who handle a deposit should see the payment status rather than the full couple file, unless their role needs more.
- Package descriptions with what is included and what is not, approved by the lead planner.
- Wedding planner deposit tracking uses the deposit schedule and cancellation terms copied from the current contract template.
- Consultation length, available hours and the name of the planner who takes each call.
- Venue and vendor partner names, shared only with their permission.
What you get
Key features
Wedding date check
The requested date is checked against existing bookings, so no couple hears of a clash after paying a deposit.
Intake questions
Couples share the venue, guest count and budget range in short, plain questions that match the discovery call.
Deposit and contract summary
Deposit amounts and cancellation terms appear before submission, copied from the current agreement.
Request status
Staff and couples can see whether a request is new, booked, waiting for a deposit or closed.
04
What drives the cost and timeline of this project, and how to keep scope under control
Cost depends on the number of packages and consultation types, how many deposit rules the site must follow and whether it needs to read from a planning tool such as HoneyBook, Dubsado or 17hats. Each rule adds testing and copy, so we list them all during scoping.
A project of this size tends to cost between $300 and $2,200, based on how many packages and deposit rules it needs. Lock the deposit wording and package list first, because revisions to those two items are what most often delay the work.
Integrations are usually the largest single cost, so decide early whether couples need a live calendar or a manually updated one. A manual calendar is cheaper to build and still clear to couples when the office keeps it current.
05
Rolling out the intake site so staff and couples actually use it
The office has to change its routine at the same time the site goes live. Start with the office manager and one planner, walk through a real request together, and then open the form to the whole team. Staff who answer phones during the first busy days of intake should know the form exists, so every caller can be pointed to it.
Couples will use the form if the first email they receive confirms the consultation and links to the next step. Ask each planner to mention the form in their follow-up message, so couples who called first still end up in the system.
06
How to tell whether the intake site is working: the numbers it should move
Track how many consultation requests finish online, how many calls still concern dates or deposits and how quickly a request gets a first answer. Those numbers show whether intake is saving staff time or simply adding a step.
Track how many couples move from consultation to a signed contract, comparing the period before launch with the same season afterwards. If the figures do not improve, look for missing fields in the form before rewriting the copy.
Ask the office to log the reason each consultation request does not become a booking, such as a budget mismatch or a date clash. Those reasons show whether the problem sits in the form, the packages or the timing.
Will a booking and intake website for wedding planners replace our planning software?+
Not usually. Most planners keep a planning tool for contracts, timelines and vendor lists, and the intake site collects the first details. We confirm which system holds each record during scoping, so the office knows where to check.
Can couples see our calendar in real time?+
Where your calendar or booking tool offers a connection, the site shows real open times. Where it does not, we would set up a short list of available slots that the office updates, and we would say so plainly on the page.
How do you handle a date that is already taken?+
The requested date is checked against your bookings. A taken date shows the next free day and offers a waiting list, so nobody waits on an answer that the date is gone.
What happens to a couple's details if they never book?+
Their request is kept for the retention period you agree with your attorney, then deleted. A couple can ask for a copy or a deletion at any time, and the site gives them a clear way to do that.
Can we keep our current phone number and email on the site?+
Yes. The confirmation message repeats your existing contact details, and the site can show the phone line your office already answers. We would confirm the wording before launch so every page and email matches.
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Set up consultation intake for your planning office
Tell us how couples currently reach your office, and we will plan the intake flow to match.