Overview
Project stages in Wedy Pro give you a visual pipeline for tracking every client relationship from first inquiry through event completion. Each stage represents a milestone in your workflow — and every project moves through them at its own pace. Whether you photograph weddings, plan corporate events, or cater private parties, stages keep your pipeline organized so nothing falls through the cracks.
Time to complete: 5–10 minutes.
What are project stages?
Project stages are customizable milestones that represent where each client stands in your business workflow. Think of them as columns in a pipeline: a new inquiry starts at the beginning, moves through proposal and contract phases, and ends at completion.
On the Projects page, stages appear as cards across the top of the screen. Each card shows the stage name and a count of how many projects are in that stage. Click any stage card to instantly filter your project list to just that stage — or click All to see everything.
Inside a project, the current stage is displayed in the right sidebar under About this project. Stages are color-coded, making it easy to scan your pipeline at a glance.
How to view your pipeline
Click Projects in the CRM section of the sidebar.
At the top of the page, you will see a horizontal row of stage cards. Each card displays the stage name and the number of projects currently in that stage.
Click any stage card to filter the list to only projects in that stage. A Clear Filters option appears to reset the view.
Click All to return to the full project list.
You can view your filtered pipeline in either list or grid format using the view toggle in the top-right area of the page.
How to customize your stages
Every event business has its own workflow. Wedy Pro lets you create, reorder, and color-code stages to match exactly how you work.
To manage your stages, navigate to Account > Project Settings. From there you can:
Create new stages — Add stages that reflect your unique workflow milestones. Each stage gets its own color for easy identification.
Reorder stages — Arrange stages in the order clients typically move through your pipeline, from first contact to final delivery.
Color-code stages — Assign distinct colors so you can spot where projects stand at a glance, both on the Projects page and in the project sidebar.
For a full walkthrough of Project Settings, see Customize Project Tags, Types, and Lead Sources.
Suggested stages for event vendors
If you are setting up your pipeline for the first time, here is a proven stage sequence that works well across the events industry:
Inquiry — A potential client has reached out. You are gathering details about their event.
Proposal Sent — You have sent a proposal or quote. Waiting for the client to review.
Contract Signed — The client has signed your contract. The booking is official.
Deposit Paid — The retainer or deposit payment has been received.
Planning — Active event planning is underway. Timelines, details, and logistics are being finalized.
Event Day — The event is happening today or is imminent.
Complete — The event is finished, final deliverables sent, and the project is wrapped up.
Adjust these to match your business. A photographer might add a "Gallery Editing" stage, while a planner might add "Venue Walkthrough" or "Rehearsal."
How to move a project between stages
To change a project's stage:
Open the project by clicking it on the Projects page.
In the right sidebar, find the About this project card. This section is marked Only visible to you and your team.
Click the Stage selector. A popover opens showing the current stage and all available stages.
Click the stage you want to move the project to. The change is saved immediately.
When you move a project to a confirmed stage (and the project has leads and dates set), Wedy Pro may prompt you to notify participants about the stage change. Choose whether to send the notification or skip it.
How to filter projects by stage
Filtering by stage helps you focus on the clients who need your attention most.
On the Projects page, click any stage card at the top to filter to that stage.
The project list updates to show only projects in the selected stage.
Combine this with the Sort dropdown to order projects by Project Date or Created Date, in either ascending or descending order.
Click All or Clear Filters to return to the full list.
You can also layer on additional filters by clicking the Filters button and selecting specific Project Type or Tags to narrow your view even further.
Automate stage transitions with automations
Instead of manually moving projects between stages, let Wedy Pro do it for you. Automations can both trigger on stage changes and move projects to new stages automatically.
Common automation examples for event vendors:
Contract signed → Move to "Booked" — When a client signs your contract, the project automatically advances to your booked stage.
First payment received → Move to "Deposit Paid" — Once the retainer clears, the project moves forward without you lifting a finger.
Stage changed to "Booked" → Send welcome email — When a project reaches a specific stage, trigger a personalized email to the client using your connected email address.
Stage changed → Create task — Automatically create a task reminder when a project enters a new phase, so you never miss a follow-up.
To set up an automation, navigate to Automations in the CRM sidebar. For a detailed guide, see Create Your First Automation.
Tips for managing your pipeline
Review your pipeline weekly. Click through each stage on the Projects page to spot stale projects that need attention — especially in "Proposal Sent" where leads may go cold.
Keep stage names action-oriented. Stages like "Awaiting Contract" or "Deposit Due" tell you exactly what needs to happen next.
Use stages with tags for deeper insight. Combine stage filtering with event tags and lead sources to see which types of events move fastest through your pipeline.
Archive completed projects. Once an event wraps up and all deliverables are sent, move the project to your final "Complete" stage to keep your active pipeline clean.
Let automations handle the routine. Any stage change that happens consistently after a business event (contract signed, payment received) is a candidate for automation.
Frequently asked questions
Can I create unlimited stages?
Stages are managed in Account > Project Settings. You can create as many stages as your workflow requires and reorder them to match your process.
Can clients see which stage their project is in?
No. The About this project sidebar — including stages, lead sources, and tags — is marked as Only visible to you and your team. Your clients never see this internal tracking.
What happens when I change a project's stage?
The stage updates immediately. If the project has leads, dates, and you are moving to a confirmed stage, Wedy Pro may ask if you want to notify participants. Any automations triggered by "Project Stage Changed" will also fire.
Can I delete a stage?
Stage management is handled in Account > Project Settings. If you remove a stage, any projects in that stage should be moved to a different stage first.
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