Overview
Projects are the command center of your client relationships in Wedy Pro. Every booked client, every contract, every invoice, every task — it all lives inside a project. Think of a project as a dedicated workspace for a single client engagement: a wedding you are photographing, an event you are planning, a reception you are catering. Everything related to that job is organized in one place.
Creating your first project takes about 5 minutes and is a key milestone on your Getting Started Checklist. Once your profile is complete, your packages are live, and your payment account is connected, it is time to start managing real client work — and that begins with a project.
What is a project in Wedy Pro
A project in Wedy Pro represents a single client engagement from first contact through final delivery. Projects live under Projects in the CRM section of the sidebar — distinct from Bookings in the Marketplace section, which are specifically for inquiries that come through the Wedy App marketplace.
Each project gives you a dedicated workspace with six tabs that cover every aspect of the client relationship:
Activity — A chronological timeline of all communication and events related to the project, including emails sent and received through your connected email account.
Files — All smart documents attached to the project: proposals, contracts, invoices, and questionnaires. Create and send documents directly from here.
Tasks — A task list for tracking action items, deadlines, and to-dos for this specific engagement.
Financials — A clear view of payment status for all invoices tied to the project — what has been paid, what is outstanding, and what is overdue.
Notes — A private space for internal notes about the client, their preferences, vendor coordination details, or anything you want to remember.
Details — Core project information including event date, venue, and other specifics about the engagement.
This structure means you never have to hunt through emails, spreadsheets, or separate apps to find what you need for a client. Everything is in one place.
How to create a project in Wedy Pro
To create a new project, navigate to Projects in the sidebar under the CRM section. This opens the Projects page where you can view all of your existing projects, filter by stage or tag, and create new ones.
Click Create Project at the top of the Projects page.
Enter the Project Name. This is the primary identifier for the project — use the name you will associate with this engagement (for example, "Sarah & James" or "Martinez Wedding").
Select a Type from the dropdown (for example, "Wedding"). Types help you categorize projects by event category.
Optionally choose a Lead source to track where this client came from — marketplace, website, referral, or another channel.
Select a Stage to place the project in your pipeline (for example, "Inquiry" for a new prospect or "Booked" for a confirmed client).
Set the Start date and Start time for the event. You can also click Add end date if the engagement spans multiple days.
Click Create to save the project.
Your new project is now live in your CRM. You will land on the project dashboard where you can immediately start adding documents, scheduling meetings, and tracking tasks.
Organize your project with stages, tags, and lead sources
Once your project is created, you can organize it using the project sidebar — a panel on the right side of the project detail view labeled About this project. This is where you manage the metadata that keeps your pipeline organized:
Stage — Move your project through pipeline stages to reflect where it stands in your workflow. The available stages are Inquiry, Qualified, Proposal Sent, Booked, In Progress, Completed, and Archived. Stages help you see at a glance which clients are in the inquiry phase, which have signed contracts, and which are approaching their event date.
Tags — Add color-coded tags to categorize projects by event type, season, venue, or any other criteria that matters to your business. For example, a photographer might use tags like "Wedding," "Engagement Session," "Corporate," or "Summer 2026." You can create and manage your tags in Account > Project Settings.
Lead Source — Track where this client came from — whether they found you through the Wedy marketplace, your website lead form, a referral, social media, or another channel. This data helps you understand which marketing efforts are driving the most business. You can customize your lead sources in Account > Project Settings.
Setting these fields when you create a project pays dividends later — when your list grows to dozens of active engagements, stages, tags, and lead sources make it easy to filter and find exactly what you need.
Work inside a project
The real power of a project is what you do inside it. From the project dashboard, you have one-click access to every action you need for that client:
Create documents: Click Create in the project header to generate an invoice, contract, or proposal. The document is automatically linked to this project and client. All documents appear in the Files tab.
Schedule meetings: Use the Scheduler action in the project header to set up a consultation, walkthrough, or planning session with your client. The meeting syncs with your connected calendar.
Add contacts: Click Add Lead to attach additional contacts to the project. This is useful for couples or events with multiple stakeholders.
Track payments: The Financials tab gives you a real-time view of all payments tied to the project — invoices paid, amounts outstanding, and payment history.
Add tasks: Use the Tasks tab to create a to-do list for this engagement — follow up with the venue, send the final invoice, deliver the gallery, or any other action items specific to this client.
How leads become projects
Projects and leads work together in Wedy Pro. A lead represents a prospective client — someone who has submitted an inquiry through your lead form, been added manually, or imported via CSV. A project represents a confirmed engagement.
When a lead is ready to move forward — they have agreed to your services, signed a contract, or paid a deposit — you convert that lead into a project. This attaches the lead's contact details and communication history, so nothing is lost in the transition.
You do not have to convert from a lead first. You can create a project directly when a client reaches out through email or a referral and you want to skip the lead stage. Both paths are valid.
Grid view vs. list view
The Projects page offers two ways to view your project list:
Grid view — Displays projects as cards grouped by month with key details visible at a glance. This is the default view and is useful when you want a chronological overview of your active engagements.
List view — Displays projects in a table format with sortable columns. This is ideal when you have a large number of projects and need to quickly scan, sort, or filter by specific criteria.
Switch between views using the toggle at the top of the Projects page. Use the Search bar and the Filters button to narrow down your project list by stages, tags, types, or sort order — no matter which view you prefer.
Projects vs. Bookings — what is the difference
If you have explored the Wedy Pro sidebar, you have noticed both Projects (under CRM) and Bookings (under Marketplace). Here is how they differ:
Projects are your full CRM workspace. You create and manage them manually. They include documents, tasks, financials, communication history, and pipeline stages (Inquiry, Qualified, Proposal Sent, Booked, In Progress, Completed, Archived). Use projects for all client work — whether the client found you on the marketplace, your website, a referral, or anywhere else.
Bookings are marketplace-specific. When a client discovers your profile on Wedy App, selects one of your packages, and submits a booking request, it appears in your Bookings page. Bookings track marketplace inquiries through their own status flow (Inquiry, Signature, In Progress, Completed).
Many vendors use both. A booking that comes through the marketplace might lead to a project in your CRM once the client is confirmed. Projects are where the deeper relationship management happens.
Tips for managing projects effectively
Set the stage immediately. When you create a project, assign a pipeline stage right away. This keeps your project list organized from day one and makes it easy to see your overall workload at a glance.
Use tags consistently. Develop a tagging system that works for your business and stick with it. Tags like "Wedding," "Corporate," "2026," or "VIP" help you filter and find projects quickly as your client list grows.
Track lead sources. Knowing where your clients come from helps you invest in the marketing channels that actually generate business. Set the lead source for every project — it takes two seconds and provides valuable insight over time.
Create documents from the project. Always create invoices, contracts, and proposals from within the project rather than from the Documents page. This ensures every document is automatically linked to the right client and project.
Check Financials regularly. The Financials tab gives you a real-time view of what has been paid and what is outstanding. Make it a habit to review this before client meetings or when following up on overdue payments.
Troubleshooting
I do not see the Create Project button. Make sure you are in the CRM > Projects section of the sidebar — not the Marketplace > Bookings section. The Create Project button appears at the top-right of the Projects page.
The Scheduler button says "coming soon." The Scheduler requires a connected calendar. Navigate to Account > Integrations and connect your calendar first. Once connected, the Scheduler will be fully functional.
I cannot find a project I created. Use the search bar at the top of the Projects page to search by project name. If you still cannot find it, check the stage filter tabs — the project may be in a stage you are not currently viewing. Click All to see every project regardless of stage.
Frequently asked questions
Can I create a project without converting a lead first?
Yes. You can create a project directly from the Projects page by clicking Create Project. Converting from a lead is optional — it is useful when you have been managing a prospective client in the Leads section and want to bring their communication history into the project.
How many projects can I have?
Wedy Pro supports unlimited projects on both the Pro and Elite plans. There is no cap on the number of active or archived projects, so you can manage as many client engagements as your business requires.
Can I add multiple clients or contacts to a single project?
Yes. Use the Add Lead action in the project header to attach additional contacts. This is useful for couples or events with multiple stakeholders.
What happens to a project's documents and payments if I change the stage?
Nothing — changing the pipeline stage is purely organizational. All documents, payments, tasks, and notes remain intact regardless of which stage the project is in.
Can I customize my project tags and lead sources?
Yes. Navigate to Account > Project Settings to create, rename, and manage your tags, project types, and lead sources. This lets you tailor Wedy Pro's categorization to match how your business operates.
What to do next
With your first project created, you are ready to start managing a full client relationship inside Wedy Pro. Here is what to tackle next:
Send Your First Document — Create and send a contract, invoice, or proposal to your client directly from the project.
Your Getting Started Checklist — Review your overall setup progress and see what is left to complete.
Create Your First Package — If you have not created a package yet, set one up so clients can discover and book your services on the marketplace.