WeddingOS has two separate checklist systems — one for your planning team and one for the couple. Both live on the Checklist tab of a client's detail page, toggled between Planning and Client.
Planning checklist
The Planning pill shows your internal team's checklist — tasks managed by the planner and tracked against your agency's workflow.
How it works: When a client is marked Booked, WeddingOS automatically copies your agency's master checklist template onto their record. Every task shows up organized by phase — you don't build it from scratch for each client.
Phases: Tasks are grouped into planning phases your admin defines under Settings → Checklists. The default phases are Foundation, Pretties, Details, and Finale. A client advances to the next phase automatically when all tasks in their current phase are marked complete.
Checking off tasks: Click any task to mark it complete. Completed tasks are timestamped. If completing a task advances the client to the next phase, it happens automatically.
Task ownership: Each task has an owner — planner, client, or operations. Set in the master template, carried over to every client's checklist. Useful for distinguishing internal tasks from things you're waiting on the couple.
Milestones: Certain tasks are flagged as milestones (e.g. venue confirmed, final headcount). Completing a milestone triggers the phase advance and is logged in the activity feed.
Reloading from template: Use Reload from Template to add any new template tasks that were added after this client was booked. Use Replace from Master to wipe and rebuild from scratch — this cannot be undone.
Client checklist
The Client pill shows a separate, simpler checklist that the couple sees and completes themselves in their Client Portal (To-Do tab).
This is not your internal planning list — it's tasks you've assigned for the couple to handle or acknowledge. Think: submit final guest count, confirm dietary restrictions, share vendor contact info.
How it works:
- Your admin sets up client checklist templates under Settings → Checklists → Client Checklist tab. Phase names are free-form text — call them whatever makes sense for your couples.
- When a client is marked Booked, their client checklist is automatically copied from those templates.
- Planners can view (and check off) items from this pill on the client detail page. The couple checks off their own items in the portal.
- Use Load from Template to copy templates onto a client who was booked before templates were set up, or Sync from Template to add newly added template items without touching anything the couple has already completed.
In the portal: The client's To-Do tab shows this checklist, grouped by phase. Checkboxes are live — clients tap to complete and it updates immediately.
Master checklist template (planning)
Managed by your admin under Settings → Checklists (planner tabs). Tasks are assigned to a phase, an owner, and optionally flagged as a milestone. Changes apply to new clients going forward — not retroactively to existing ones.
If no template exists when a client is booked, no checklist is created. Set up your template first, then use Load from Template on the client's Checklist tab.
Client checklist template
Managed under Settings → Checklists → Client Checklist tab. Phases are free-text. Add phases, add items under each phase, reorder with the arrows. CSV import available (2 columns: title, phase — no header row needed).