Overview
Every event you take on — whether it's a wedding, a corporate gala, or a birthday celebration — deserves its own dedicated workspace. In Wedy Pro, that workspace is a project. Creating a project gives you a single hub to track the client relationship from first conversation to final delivery, with documents, email, tasks, finances, and notes all in one place.
This guide walks you through creating a new project, adding people, generating documents, managing your project tabs, editing details, and deleting a project when the time comes.
Time to complete: 5–10 minutes for your first project.
How to create a new project
To create a project in Wedy Pro, navigate to Projects in the CRM section of the sidebar. Then follow these steps:
Click Create Project in the top-right corner of the Projects page.
The Create Project modal opens with the message: "Add a new project to your calendar. Fill in the required information below."
Enter a Project Name (required). Use a clear name that identifies the client and event — for example, "Johnson Wedding" or "Acme Corp Annual Gala."
Select a Type from the dropdown (required). Options come from your Project Settings — such as Wedding, Anniversary, Birthday, or Corporate Event.
Optionally select a Lead source to track where this client came from (e.g., Website, Instagram, Referral, Wedy Marketplace). This field appears when you have lead sources configured.
Select a Stage from the dropdown (required). Choose the pipeline stage that reflects where this project stands — for example, Inquiry or Confirmed.
Under the TIME section, select your Timezone, then set the Start date and Start time.
If the event spans multiple days, click + Add end date to reveal End date and End time fields.
Click Create to save your project.
An Add Lead modal appears so you can immediately attach a client to the project. Select an existing lead or skip this step for now.
After closing the lead modal, you land on your new project's detail page — ready to start managing the event.
How to find and filter projects from the list page
The Projects list page includes several tools for managing your pipeline at a glance. Use the search bar to find any project by name, or click Filters to narrow the list by Project Type and Tags. The Sort dropdown lets you order projects by Project Date or Created Date in ascending or descending order. Toggle between list view (table format) and grid view (card format) using the view toggle button to see your projects in the layout that suits your workflow. For a full walkthrough of the Projects page layout, see Understanding Projects in Wedy Pro.
Where projects come from
Manual creation is not the only way projects appear in your pipeline. In Wedy Pro, projects can originate from three sources:
Manual creation — Click Create Project on the Projects page as described above.
Lead conversion — When a lead in your CRM is ready to book, you can convert them into a project. The lead's contact information carries over, saving you from re-entering details. See Convert a Lead Into a Project for the full walkthrough.
Marketplace bookings — When a client books you through the Wedy App marketplace, a booking is created under Bookings in the Marketplace sidebar. You can then create a corresponding CRM project to manage the full event workflow.
How to add people to a project
A project is most useful when connected to the people involved — your clients and your team.
Add a lead (client)
Open the project you want to update.
Click the Add People button in the project header.
Select Add Lead from the dropdown.
The Add Lead modal opens. Search for an existing lead or create a new one.
Select the lead to attach them to this project.
Once attached, the lead's avatar appears in the project header. All emails you send from the project's Activity tab go through your own connected email address — so your client always sees your real business email, never a generic platform address.
To remove a lead, click their avatar in the project header, then click Remove.
Add a team member
On the Elite plan, you can assign colleagues to projects so they can collaborate on tasks, view project details, and receive notifications.
Open the project.
Click Add People in the project header.
Select Add Team Member from the dropdown. This option appears when your account has team members.
Choose a team member to assign to the project.
To remove a team member, click their avatar in the project header and select Remove. A confirmation dialog explains that they will no longer receive task assignments or notifications for this project.
Note on team member access: Team members with the member role can only view projects they have been assigned to. If a member tries to open a project they have not been added to, they see a Project Not Accessible screen. Owners and admins have full access to all projects regardless of assignment.
How to create documents from a project
Wedy Pro lets you generate invoices, contracts, and proposals directly from within a project — keeping every document linked to the right event.
Open the project.
Click the Create button in the project header.
Choose from three document types: Invoice, Contract, or Proposal.
Select a template. AI-powered Smart Documents help you draft professional content faster.
Customize the document in the editor, then send it to your client.
Every document you create from a project appears in the project's Files tab under Smart Files. Each document card shows its status, pages viewed, and whether signatures or payments have been completed. Use the dropdown menu on any document for quick actions like Preview, Configure, Rename, Copy link, Generate view-only link, Delete, or Mark as complete.
How to schedule a meeting from a project
The Scheduler button in the project header is coming soon — meeting scheduling directly from a project will be available in a future update. In the meantime, you can share your Scheduler link with clients from the Schedulers section.
Working with project tabs
The project detail page has six tabs, each focused on a different aspect of managing the event. Some tabs are visible only to team members with the appropriate access — see the note under each tab below.
Activity tab
The Activity tab is your email communication hub for this project. At the top, incomplete Smart Files (documents that still need attention) are displayed for quick reference. Below that, the email activity feed shows every message between you and your clients. Click the compose button to send a new email or reply to an existing thread. All emails are sent from your own connected email address.
If no communication has happened yet, you see: "No activity yet" with a Send First Email button to start the conversation.
Access note: The Activity tab requires email access. Team members without email permission will not see this tab.
Files tab
The Files tab organizes everything in two sections:
Smart Files — All Smart Documents (proposals, contracts, invoices) linked to this project. Each card shows the document title, status, sent date, pages viewed, and action completion progress.
Attachments — Files received via email conversations, listed with filename, size, and the email subject they came from. Each has a download button.
Tasks tab
The Tasks tab is a full-featured task board scoped to this project. Tasks are displayed in a customizable table with eight column types — Status, Dropdown, Text, Date, People, Numbers, Checkbox, and Timeline — so you can track exactly the information your workflow requires. Every cell is inline-editable, and you can drag and drop tasks to reorder them within the project.
Click any task row to open the Task Detail Panel, which has two tabs: Updates for posting comments with @mentions and threaded replies, and Files for attaching documents, mood boards, or photos directly to a task. Select multiple tasks via their checkboxes to access bulk operations — Duplicate, Delete, or Clear — from the selection bar that appears.
This same task board is also available as a global cross-project view at Project Tasks in the CRM sidebar, where tasks from all your projects are grouped by month. For a full walkthrough of columns, comments, and bulk actions, see Manage Tasks Within a Project.
Financials tab
The Financials tab is a per-project financial dashboard with three dedicated sections:
Revenue Overview — A date-range chart showing total revenue collected for this project. Use the date range picker to zoom in on a specific period and track how payments have come in over time.
Due & Overdue Payments — A searchable, paginated table of invoices that are past due for this project. Each row includes an aging badge showing exactly how long the invoice has been overdue, so you can prioritize follow-ups at a glance.
Completed Payments — A searchable, paginated table of all payments that have been collected for this project. If you have an accounting integration connected, each row also shows the sync status so your bookkeeping stays current.
For full payment management across all projects, visit the Payments section in the sidebar.
Access note: The Financials tab requires payment access. Team members without payment permission will not see this tab.
Notes tab
The Notes tab is for internal records that are only visible to you and your team — never to clients. A banner confirms: Notes are internal only and not visible to clients. Use notes to record client preferences, venue logistics, shot lists, dietary requirements, or any internal reminders.
Details tab
The Details tab lets you edit your project's core information across two cards:
Project Information — Project Name, Project Type, Budget, Expected Guests, and Description.
Date, Time & Location — Timezone selector, Start Date, Start Time, End Date, End Time, and Location with address autocomplete.
All fields are inline-editable — click any field to update it, and changes save automatically.
How to manage stage, lead source, and tags
The right sidebar of the project detail page contains the About this project card — private metadata that is only visible to you and your team.
Stage — Click to open a popover showing all available stages with color-coded badges. Select a stage to update the project's position in your pipeline. Stages are configured in Account > Project Settings. See Use Project Stages to Track Your Pipeline for details.
Lead Source — Track where this client came from. Select from existing sources or click Create New Lead Source to add one on the spot.
Tags — Apply color-coded labels to categorize the project. Toggle tags on or off, and click Create New Tag to add a custom tag with a color. See Organize Projects with Tags, Types, and Lead Sources for the full guide.
How to upload a cover image
Give your project a visual identity by uploading a custom cover photo to the hero header.
Open the project detail page.
Click the upload button in the bottom-right corner of the hero image area.
Select an image file from your computer.
Crop the image to fit, then save.
If a cover image already exists, clicking the upload button opens the crop modal with your current image and an option to replace it.
How to delete a project
Open the project you want to delete.
In the right sidebar, click the three-dot menu (⋮).
Click Delete Project.
A confirmation dialog appears with the project name. Confirm to proceed.
You are redirected back to the Projects list page.
Important: Projects with partial payments cannot be deleted until the payment situation is resolved. If you attempt to delete a project with outstanding partial payments, the deletion is blocked.
Scheduling conflict detection
When a project's dates overlap with another confirmed event on your calendar, Wedy Pro displays a Scheduling Conflict alert at the top of the project detail page. The alert shows the names of conflicting events as clickable links with their dates, helping you quickly assess whether you need to adjust your schedule or arrange additional coverage.
Tips for managing projects effectively
Use descriptive project names that include the client name and event type — "Martinez Wedding" is more searchable than "June Event."
Set your Lead Source on every project so you can track which marketing channels drive the most business over time.
Apply Tags generously — use them for event type, priority level, season, or anything else that helps you filter your pipeline.
Move projects through stages as the relationship progresses. Pair stages with automations to trigger actions like sending a welcome email when a project moves to "Confirmed."
Use the Notes tab for internal details you don't want clients to see — venue access codes, setup preferences, or special requests.
Create documents directly from the project using the Create button so they stay linked in the Files tab.
Use the Financials tab's Due & Overdue Payments table to keep on top of outstanding invoices — the aging badges make it easy to prioritize follow-up conversations with clients.
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