Will clients find AI portals impersonal compared to WhatsApp?

No — portals enhance personal service. Clients get instant AI answers to simple questions (vendor address, timeline) and more of your personal attention on emotional decisions (ceremony music, vows). Most couples appreciate 24/7 access to wedding info vs. waiting for your reply.

Do we need to change how we work with vendors?

Minimal change. Vendors receive clearer briefs and fewer follow-up messages (AI handles routine reminders). Most vendors appreciate structure and predictability — reduces their admin too.

What if clients don't use the portal and keep messaging us directly?

Common transition concern. You set expectations: 'For fastest answers and wedding details 24/7, use the portal. For urgent creative decisions, text me.' AI chatbot can answer 80% of questions instantly — clients learn quickly when it's easier than waiting for you.

Can AI handle complex vendor negotiations and creative decisions?

No — AI handles routine coordination (availability checks, quote requests, deposit reminders). You handle negotiations, creative choices, and relationship management. AI frees you to focus on high-value activities.

How long before we see time savings from AI coordination?

Most planners see measurable reduction in coordination time within 2-4 weeks as first weddings onboard to new system. Common result: 15 hours/week spent on coordination drops to 5 hours/week — that's 10 hours back for creative planning, client relationship building, or taking on more weddings.

Training Solutions

AISLE-COORD

Cohort-basedSubsidy eligible

AI Client Management & Vendor Coordination

Wedding planning teams confident in deploying AI client portals, vendor coordination automation, and contract tracking — reducing coordination time by 65%, improving client responsiveness by 75%, and handling 2.5x more weddings simultaneously.

Train wedding planners to centralise client communication, automate vendor coordination, track decisions, manage contracts, and streamline approvals using AI. Built for planners juggling multiple weddings with communication scattered across WhatsApp, email, and spreadsheets.

Duration2-3 days

InvestmentUSD $8,000 - $18,000

Best forWedding planners, event coordinators, and bridal consultants managing 5-30 weddings simultaneously who need to reduce coordination chaos and improve client responsiveness

Start a Conversation Request Solution Brief

THE CHALLENGE

Sound familiar?

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We're managing 12 weddings across WhatsApp, email, Google Drive, and our brains — nothing is centralised.

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Clients ask the same questions repeatedly because we don't have one place with all wedding details.

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Vendor follow-ups slip through the cracks. We forget to chase the florist for a quote until 2 days before the deadline.

“

Contract tracking is manual. We've lost deposit deadlines and had awkward conversations with vendors.

“

Client approvals are slow. They take a week to confirm decor when we need answers in 24 hours.

“

We spend 15 hours a week on coordination emails that could be automated.

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OUTCOMES

What you'll achieve

Problems you'll solve

Client communication fragmented across 5+ channels with no single source of truth for wedding details
Vendor coordination reactive with manual follow-ups leading to missed deadlines and last-minute scrambles
Client decision tracking ad-hoc, causing confusion over what's confirmed vs. still pending
Contract and deposit management manual, risking missed payments and vendor relationship damage
Approval workflows slow, delaying vendor confirmations and design execution
Coordination time consuming 60-70% of planner workweek instead of creative planning

Value you'll gain

Time Savings: Reduce coordination time by 60-70% using AI-powered centralised communication and automation
Client Satisfaction: Improve responsiveness from 24-hour delays to <2 hours with AI chatbots and centralised portals
Vendor Reliability: Eliminate missed deadlines and last-minute vendor issues with AI automated follow-ups
Risk Reduction: Prevent contract and payment oversights with AI tracking and automated reminders
Approval Speed: Accelerate client decision-making from 5-7 days to 1-2 days with AI-facilitated workflows
Capacity Expansion: Handle 2-3x more weddings simultaneously with same team using AI coordination automation

OUR PROCESS

How we deliver results

Step 1

Industry Assessment

Map current client communication channels, vendor coordination processes, decision tracking methods, and approval workflows. Identify coordination bottlenecks and automation opportunities.

Step 2

Curriculum Customisation

Adapt training to wedding planning firm size, number of simultaneous weddings, vendor network complexity, and client demographics. Include real coordination scenarios and pain points.

Step 3

Hands-On Delivery

2-3 day programme covering AI client portals, vendor communication automation, decision tracking dashboards, contract management, and approval workflow optimisation. Practice on real wedding data.

Step 4

Use Case Development

Teams build 2-3 pilot projects: client communication portal, vendor follow-up automation, or contract tracking system. Deploy to live weddings under supervision.

Step 5

Adoption Support

30-day post-training support including client/vendor onboarding to new systems, workflow refinement, automation tuning, and coordination time measurement. Troubleshooting via Slack/WhatsApp.

What you'll receive

AI-powered client communication portal with chatbot and document library
Automated vendor coordination system with follow-up reminders and tracking
Decision tracking dashboard showing confirmed, pending, and overdue approvals
Contract and payment management system with automated reminders
Coordination analytics dashboard measuring efficiency and bottlenecks
Implementation playbooks for each AI use case
30-day post-training support and ROI tracking

Best for

Wedding planners, event coordinators, and bridal consultants managing 5-30 weddings simultaneously who need to reduce coordination chaos and improve client responsiveness

IS THIS RIGHT FOR YOU?

Finding the right fit

This is ideal for you if...

Wedding planners managing 5-30 weddings simultaneously with coordination overwhelm
Teams spending 60%+ of time on vendor communication and client updates
Planners struggling with scattered communication across WhatsApp, email, and spreadsheets
Firms missing vendor deadlines or client payment schedules due to manual tracking
Coordinators wanting to scale wedding capacity without hiring additional staff

Consider another option if...

Solo planners handling <3 weddings/year where manual coordination is manageable
Firms without internet access or digital communication tools
Teams unable to commit to 2-3 day training programme and 30-day implementation period

See yourself in the list above?

Let's Talk

CURRICULUM

What you'll learn

2 days total

Build centralised client portals with AI chatbots for FAQs, document libraries, decision tracking, and automated updates. Reduce scattered communication by 80%.

What you'll be able to do

Set up client portals with AI chatbots answering routine questions (venue details, vendor contacts, timeline, budget)
Centralise all wedding documents: contracts, mood boards, floor plans, vendor profiles, guest lists
Track client decisions in real-time: venue confirmed, colours chosen, menu selected, photographer booked
Automate progress updates: weekly summaries, upcoming deadlines, outstanding approvals needed
Integrate with WhatsApp/email so clients can message via preferred channels while data stays centralised