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💍 GoHighLevel snapshot · Wedding & Event Pros (Venues, Photographers, Planners)

Wedding & Events snapshot walkthrough

A guided tour of every pipeline, form and automation, with the actual messages your client’s customers will receive.

OverviewSetup guideWalkthroughMini-coursePDF guide ↓
1 · The big picture

How a lead flows through the system

  1. Capture: the quote form, a missed call or an imported list starts a workflow.
  2. Respond in seconds: SMS and email go out instantly and the team gets an alert.
  3. Book: the Tour & Consultation calendar confirms and reminds automatically.
  4. Close: estimates and proposals get a 13-day follow-up so nothing slips.
  5. Deliver and delight: the Customer Journey pipeline handles feedback, reviews and referrals.
  6. Reactivate: past customers come back through service-due, seasonal and niche campaigns.
  Dashboard
Dashboard
2 · Pipelines

Three pipelines, named for wedding & events

Sales Pipeline

Every new inquiry from first touch to signed job.

New InquiryAvailability SentTour / Consult BookedTour / Consult CompletedProposal & Contract SentBooked (Contract + Retainer)Booked Elsewhere / Not Moving ForwardLong-Term Nurture

Customer Journey

Delivery, feedback, reviews and referrals after the sale.

PlanningFinal DetailsEvent DeliveredFeedback Requested5-Star ReviewedReferral Partner

Reactivation

Turns your old list into booked work with the reactivation campaign.

Campaign SentReplied - InterestedBookedNot Interested
  Opportunities → Pipelines
Opportunities → Pipelines
3 · Forms & fields

Capture the right details the first time

01 · Request a Quote / Booking Request

Main lead form for the website, funnels, ads and QR codes. Starts workflow 01.

02 · Customer Feedback

Private 1-5 rating. Happy customers get the review link; unhappy ones trigger service recovery.

03 · Refer a Friend

Captures referrals and alerts the team to call the new lead the same day.

Wedding & Events fields included

  • Event Date
  • Event Type (Wedding, Elopement, Engagement, Rehearsal Dinner, Corporate)
  • Guest Count
  • Date Flexibility (Date is set, Flexible within a season, Haven't picked a date)
  • Budget Range (Under $5,000, $5,000-$10,000, $10,000-$20,000, $20,000-$40,000, $40,000+)
  • Venue Booked (Yes, Still looking, Not applicable)
  • Date Hold Expires

Plus 13 core fields: timeline, budget, preferred contact method, feedback rating, referral details and service dates.

  Sites → Forms
Sites → Forms
4 · Automations

All 21 workflows, step by step

Open any workflow to see its trigger, every step and a sample message. Each one is installed and fully written.

01 · New Lead → Speed-to-Lead + 7-Day Follow-Up

Replies to every inquiry right away, checks date flexibility, and follows up for a week until they book a tour or consultation.

Trigger

Form 01 submitted, or tag 'start lead nurture' added

Steps
  1. Tag new lead
  2. Create opportunity in Sales Pipeline → New Lead
  3. Instant SMS reply with booking link
  4. Instant email: what happens next
  5. Text + email alert to the team
  6. Day 1 SMS follow-up
  7. Day 2 email: why customers choose you
  8. Day 4 SMS: quick question
  9. Day 7 email: close the loop
  10. Move to Long-Term Nurture

Stops when the lead replies

Sample text message:
Hi first name, it's owner name at business name. Thanks for your inquiry, and congratulations! I'm checking your date now. Is it set, or are you flexible on timing? Reply STOP to opt out.
02 · Missed Call → Instant Text-Back

Texts missed callers while you're working an event and asks for their date.

Trigger

Inbound call is busy, no-answer or voicemail

Steps
  1. Text-back within seconds
  2. Create opportunity → New Lead (source: missed call)
  3. Text alert to the team

Runs every time

Sample text message:
Hi, this is business name. Sorry we missed your call, we may be at an event! What date are you planning for? Reply here and we'll check availability right away. Reply STOP to opt out.
03 · Customer Replied → Hot Lead Alert

Alerts you when a couple replies so you can respond while they're still comparing vendors.

Trigger

Customer replies (SMS, email, chat)

Steps
  1. Tag hot lead
  2. Text the team the reply so nobody waits

Runs every time

04 · Appointment Booked → Confirm + Reminders

Confirms tours and consultations and helps couples come prepared with date, guest count, and vision.

Trigger

Customer books on the calendar

Steps
  1. Tag appointment booked
  2. Move deal → Appointment Booked
  3. Confirmation SMS + email with reschedule link
  4. Team alert
  5. 24-hour reminder SMS
  6. 2-hour reminder SMS

Runs for every booking

Sample text message:
Hi first name, your appointment type with business name is confirmed for only start date at start time. We can't wait to meet you! Need to change it? reschedule link
05 · No-Show → Reschedule Recovery

Recovers missed tours with friendly reschedule messages and video options.

Trigger

Appointment status changes to No-show

Steps
  1. Tag no-show
  2. Sorry-we-missed-you SMS + email with booking link
  3. Team alert
  4. Day 1 rebook SMS
  5. Day 3 final SMS

Stops when they reply

Sample text message:
Hi first name, we missed you today! No worries, planning is a lot. Want to pick a new time for your tour or consultation? booking link
06 · Appointment Completed → Proposal Prep

Thanks the couple after the visit and reminds you to send the proposal quickly.

Trigger

Appointment status changes to Showed

Steps
  1. Move deal → Appointment Completed
  2. Thank-you SMS
  3. Team alert: send the proposal within 24 hours

Runs every time

Sample text message:
Thank you for visiting with us today, first name! It was a joy hearing about your plans. I'm putting your proposal together now and will send it shortly.
07 · Proposal Sent → Follow-Up Sequence

Follows up on proposals and answers common questions about changes, payments, and securing the date.

Trigger

Deal moves to Proposal Sent

Steps
  1. Day 1 SMS check-in
  2. Day 3 email: questions?
  3. Day 6 SMS: hold your spot
  4. Day 13 final email
  5. Team alert if still no answer

Stops when they reply

Sample text message:
Hi first name, your proposal from business name is in your inbox! Take a look, and reply here with any questions. Happy to adjust anything to fit your vision.
08 · Deal Won → Welcome + Customer Journey

Celebrates the booking, explains next steps, and starts the planning journey.

Trigger

Deal moves to Won

Steps
  1. Tag customer, remove lead tags
  2. Create Customer Journey deal → Scheduled
  3. Welcome SMS
  4. Welcome email: what happens next
  5. Team alert

Runs every time

Sample text message:
It's official, first name! Your date is booked with business name. We're so excited. Watch your email for next steps, and save this number for anything you need.
09 · Deal Lost → 30/60/90-Day Nurture

Stays in touch with couples who didn't book in case plans or dates change.

Trigger

Deal moves to Lost

Steps
  1. Tag lost
  2. Day 30 check-in email
  3. Day 60 SMS
  4. Day 90 email with comeback offer
  5. Move to Long-Term Nurture

Stops when they reply

10 · Job Completed → Feedback Request

Asks for feedback after the event while memories are fresh.

Trigger

Customer Journey deal moves to Completed

Steps
  1. Move → Feedback Requested
  2. Tag review requested
  3. SMS + email asking for a private rating
  4. Day 2 reminder SMS

Runs every time

Sample text message:
Hi first name, it was an honor to be part of your celebration! We'd love to hear how everything felt for you. It takes about a minute: feedback link
11 · Feedback Submitted → Review Ask or Service Recovery

Sends happy couples to your Google review page and alerts you privately to any concerns.

Trigger

Form 02 submitted

Steps
  1. If rating is 4-5: tag promoter, send Google review link, move → 5-Star Reviewed
  2. If rating is 1-3: tag detractor, apology message, urgent team alert to fix it privately

Runs every time

12 · Happy Customer → Referral Request

Asks happy couples to introduce newly engaged friends and event planners.

Trigger

Tag promoter added

Steps
  1. Wait 3 days
  2. Referral SMS with reward
  3. Referral email with reward

Once per contact

Sample text message:
Hi first name, we loved being part of your day! Know a newly engaged friend or someone planning an event? We'd be honored to help them too: referral link
13 · Referral Received → Thank You + Team Alert

Thanks the couple or vendor who referred and alerts you to reach out fast.

Trigger

Form 03 submitted

Steps
  1. Move referrer → Referral Partner
  2. Tag referral partner
  3. Thank-you SMS
  4. Team alert with the friend's name and phone

Runs every time

14 · Database Reactivation Campaign

Re-engages past inquiries who are still planning with a complimentary date hold.

Trigger

Tag 'start reactivation' added (bulk-tag an imported list)

Steps
  1. Create Reactivation deal → Campaign Sent
  2. SMS 1: still looking for help?
  3. Day 2 SMS: past-customer offer
  4. Day 5 email offer
  5. Day 10 last-call SMS
  6. Remove the campaign tag

Stops when they reply

Sample text message:
Hi first name, it's business name. You asked about a date with us a while back. Still planning? We're offering reactivation offer. Want me to check your date? Reply YES. Reply STOP to opt out.
15 · Invoice Sent → Payment Reminders

Sends polite reminders for upcoming and overdue installment payments.

Trigger

Invoice sent

Steps
  1. Wait 3 days
  2. Friendly SMS reminder
  3. Day 6 email reminder
  4. Day 10 team alert for a personal call

Payments workflow (16) stops it when the invoice is paid

16 · Payment Received → Thank You

Confirms each payment and keeps couples informed about their balance.

Trigger

Payment received

Steps
  1. Tag customer, remove past-due tag
  2. Thank-you SMS
  3. Team alert

Runs every time

17 · Birthday → Gift Offer

Sends a birthday note with an offer on their next celebration.

Trigger

Contact's birthday (date of birth on file)

Steps
  1. Birthday SMS with gift offer
  2. Birthday email

Yearly

18 · Stale Deal Alert (7 Days No Movement)

Flags inquiries and proposals that haven't moved so no couple slips through the cracks.

Trigger

Sales Pipeline deal idle 7+ days

Steps
  1. Text + email alert to the team

Runs every time

19 · Service Due → Rebook Reminder

Sends anniversary wishes and an anniversary offer to past couples each year.

Trigger

Tag 'service due' added

Steps
  1. Service-due SMS with offer
  2. Day 3 email
  3. Day 7 final SMS
  4. Remove the tag

Stops when they reply

In wedding & events: Anniversary nurture. Triggered from the Event Date field about 2-4 weeks before each wedding anniversary, offering an anniversary session, dinner, vow renewal, or celebration package, and keeping past couples in touch for referrals.

Sample text message:
Happy almost-anniversary, first name! It's business name. We'd love to help you celebrate with service due offer. Want the details? Reply YES. Reply STOP to opt out.
20 · Seasonal Promo Campaign

Runs an engagement-season booking campaign from late December through February.

Trigger

Tag 'seasonal promo' added

Steps
  1. Offer SMS
  2. Day 2 email
  3. Day 5 last-call SMS
  4. Remove the tag

Stops when they reply

In wedding & events: Engagement-season booking campaign for new inquiries and past leads. Best from late December through February, when many couples get engaged over the holidays and start vendor research, with a smaller push in late summer.

Sample text message:
Hi first name, it's business name. Engagement season is here, and we're offering seasonal offer for new bookings. Want to check your date? Reply YES. Reply STOP to opt out.
21 · Date Hold & Proposal Decision Follow-Up

Prompts couples to book, extend, or release their date before a courtesy hold expires.

Trigger

Tag 'niche campaign' added

Steps
  1. Niche SMS
  2. Day 2 email
  3. Day 5 follow-up SMS
  4. Remove the tag

Stops when they reply

In wedding & events: Date hold and proposal decision follow-up. Set the Date Hold Expires field when you send a proposal or courtesy hold, and trigger a few days before it ends so couples get a clear, honest prompt to sign and pay the retainer, ask for more time, or release the date. Use it on every proposal that includes a hold.

Sample text message:
Hi first name, it's owner name. Just a heads-up that the courtesy hold on your date ends soon. Want to make it official? Sign your contract and retainer and it's yours. Questions? Reply here. Reply STOP to opt out.
  Workflow 01 · Speed-to-Lead
Workflow 01 · Speed-to-Lead
Workflow 01 in the builder
  Workflow 14 · Reactivation
Workflow 14 · Reactivation
Workflow 14 · reactivation campaign

Launch your next wedding & events client this week

One-time $397. Includes the snapshot, both PDFs, the walkthrough and the mini-course. Or get all 20 niches for $1,997.