Every booked client has a private planning portal — a branded, mobile-friendly page where they can view their payment schedule, planning checklist, vendor team, links, budget tracker, and meeting recordings. No login required. The portal link is their access.
How planners access the portal link
The portal link is available from two places on a client's detail page:
Header button — A Client Portal split button appears at the top of every booked client's page.
- Click the left side to open the portal in a new tab
- Click the right side (arrow icon) to copy the link to your clipboard
Payments tab — A Copy Client Portal Link button and a Preview Portal ↗ link appear at the top of the Payments tab.
The first time you access either button, WeddingOS generates a secure token for that client and saves it. Subsequent clicks use the same link — it doesn't change unless regenerated.
Sharing the link with your client
Once you have the portal link, send it to your couple however you prefer — email, text, or drop it in your welcome packet. The link never expires and requires no account or login.
Best practice: include the portal link in your first onboarding email after booking so couples know where to find everything from day one.
What couples see in the portal
The portal is organized into seven tabs:
| Tab | What's here |
|---|---|
| Overview | Welcome message, wedding countdown, package name, and your contact info |
| Payments | Full payment schedule with amounts, due dates, and a Pay Now button (if Stripe is connected) |
| To-Do | Planning checklist organized by phase — couples can check items off directly |
| Vendors | All confirmed vendors with category, contact info, and website |
| Links | Four quick-access cards: Wedding Website, Guest List, Event Layout, Design Board |
| Budget | Link to the shared budget tracker |
| Recordings | Meeting and planning call recordings |
Payments in the portal
If your Stripe account is connected in Settings → Integrations, a Pay Now button appears on any unpaid payment in the Payments tab. When a client pays, the payment is automatically marked as received in WeddingOS — no manual reconciliation needed.
See Tracking Payments and Integrations for setup details.
Customizing the portal
Hero photo — Each client's portal has a full-width hero photo at the top. You can set a client-specific photo by pasting a direct image URL into the Portal Hero Photo URL field on their Details tab (scroll to the Client Portal section). If no photo is set, a default wedding photo appears.
Links tab — The four link cards pull from the client's Details tab. Fill in any combination of: Wedding Website URL, Guest List URL, Event Layout URL, and Design Board URL. Cards without a URL show as greyed-out "Coming soon."
Budget tab — Set a Budget URL on the client's Details tab to link to your shared budget spreadsheet or tool.
Checklist in the portal
Couples can check off planning items directly from the portal To-Do tab. Completed items sync back to WeddingOS immediately — no refresh needed. Items are organized by planning phase:
| Phase label | When it shows |
|---|---|
| 12+ MONTHS OUT | Foundation phase |
| 9 MONTHS OUT | Pretties phase |
| 6 MONTHS OUT | Details phase |
| 3 MONTHS OUT | Finale phase |
Checklist items are managed by your team from the Checklist tab on the client's detail page. See Checklists.
Privacy and security
- The portal URL contains a unique 64-character token specific to each client — it cannot be guessed
- No login or account is required, so keep the link private
- If a couple's situation changes and you need to revoke access, contact support to regenerate their token