Wedding client workflows are a life changer! If you’re not familiar with them, they can be a challenge to grasp. However, it is in your best interest to master them. Why? Because they will change the way you do business so you can become more profitable and less stressed. With anything in business there is give and take. You have to decide if buying into a CRM system is worth your time and money. HoneyBook is one of my favorite CRMs, but you can also look into Aisle Planner and Planning Pod.
Wedding Client Workflow
I like HoneyBook because it’s a cheaper option for what I need in my business. This doesn’t mean it’s the right fit for you; all I can say is that you need to try them out to know which one will fit your needs best. But regardless of which CRM system you choose, you will still need to know the basics.
1. A Trigger
A trigger is an action that will cause a reaction. For example, if you want to automatically send a client a “Welcome email” as soon as a client books, you would need to set up a trigger with those instructions inside your CRM. This can be a little tricky to grasp at first, and that is why I recommend taking my free 5-Day HoneyBook Challenge. You’ll get a better understanding of how to use this CRM in only a few days. When setting up your triggers, you will you need to understand terms like “Actions” and “Base Date.” These terms will tell your CRM system when to send an email or questionnaire.
Templates play a huge role in your automation. Why? Because when you already have email and questionnaire templates set up, you don’t have to spend unnecessary time drafting and sending repeated emails. With a wedding client workflow, your CRM will automatically send out your email with the desired date. This means you can now delegate your time to more important tasks.
3. Types of Actions
Action: Create a Task
A “Create a Task” action means you are scheduling something that needs to happen but nothing is going out to your client. Depending on your CRM system, you will see this action as a checklist. If you are curious about understanding workflows a little better, join our 5-Day HoneyBook Challenge.
Action: Send Email
Another action you have available to you is sending an email. If you have a standard email template you send out at a certain time, this would be a great time to set up your wedding client workflow.
Questionnaires are very useful for gathering information. I use the questionnaire feature in my CRM even before a client books with me. I use it to gather more information about their wedding so when we do our initial consultation I understand their needs better before going into our meeting. Once a client books, I will use this feature about 3 different times. One of the best things about the HoneyBook feature is that all information is saved so the client can complete the questionnaires on their own schedule. Remember, every questionnaire you send out will need a corresponding email that goes with it.
4. Base Date
A base date is what you will use to set up your automation. For example, your client’s wedding date is considered a base date. When you set up your workflow, however, you’ll have a few options to choose from: before, after, and immediately.
This would include things and events leading up to the wedding. In my automation, I have monthly task reminders that go out. When my clients get their monthly email is based on their wedding date.
There can be some confusion when first setting up your workflow, but most of it has to do with before your event. After your event is just as important, though. If you want to ask for reviews or surveys based on your service, the best time to do this is after your base date. I like to add a “Create a task” requesting wedding photos from the photographer 8 weeks after the wedding. This isn’t a task my client needs to see, but it’s still in their workflow so I don’t forget later.
If you schedule something immediately, we’re talking about the same day. For example, as soon as a client books with you, you could create a rule to automatically send out a welcome email.
5. Activating a Workflow
Once you have completed your workflow, you will add it to your client’s wedding portal. When this happens, you’re telling your CRM to automatically send emails and questionnaires on your behalf to your client. This means no more thinking about doing it—it just gets done! Your CRM shouldn’t limit you to creating only one type of workflow. Since most wedding planners have at least 3 different packages, you should be able to create an unlimited number of client workflows—all customized to each service you offer.
When it comes to creating a wedding client workflow, it’s important that you do a little pre-planning ahead of time. Start by writing out everything you already send your clients and when you send each one. This sheet of paper will come in handy when you start building your client workflow. If you would like to get a better understanding of a CRM system, try our free 5-Day HoneyBook Challenge.