Overview
Every event comes with a checklist — send the contract, confirm the timeline, follow up on the deposit, deliver the final gallery. In Wedy Pro, the Tasks tab inside each project gives you a dedicated space to track these to-dos so nothing slips through the cracks.
Tasks live within the project they belong to, which means each client's action items stay organized alongside their documents, emails, and financials — not scattered across a separate app or sticky note.
Time to complete: 2–5 minutes per task.
How to access the Tasks tab
To manage tasks for a specific project in Wedy Pro:
Navigate to Projects in the CRM section of the sidebar.
Click the project you want to work on to open the project detail page.
Click the Tasks tab in the main content area.
The Tasks tab displays all tasks associated with this project — both open and completed.
How to create a new task
To add a task to your project:
Open the project and click the Tasks tab.
Enter a title for your task (e.g., "Send final invoice" or "Confirm venue layout").
Set a due date to establish a deadline, and optionally set a due time for tasks that need to be completed by a specific hour.
Assign the task to yourself or to any team member who has been added to this project.
Tasks are saved to the project immediately, keeping your to-do list up to date as you plan.
How to assign tasks to team members
If you have team members added to the project, you can delegate tasks to them directly from the Tasks tab. When creating or editing a task, select the team member you want to assign it to. Each task can be assigned to the project owner or any team member currently assigned to the project.
Note: Team members with the member role can only view projects they are assigned to. A team member must already be assigned to the project before they will appear as an assignable option for tasks. To add someone to the project, use the Add People button in the project header and select Add Team Member.
This is especially useful for studios and planning teams where multiple people collaborate on a single event — your second photographer can own their shot list, while your lead planner tracks the vendor coordination checklist.
How to complete and reopen tasks
To mark a task as done, click the checkbox next to the task title. The task is marked complete instantly.
Changed your mind or realized there is more work to do? Click the checkbox again to uncheck it and reopen the task.
How to edit and delete tasks
You can update any task after it has been created:
Edit the title — Update the task name to reflect new details or scope changes.
Change the due date or time — Adjust deadlines as your project timeline shifts.
Reassign the task — Move the task to a different team member if responsibilities change.
Delete the task — Remove tasks that are no longer relevant to this project.
Task ideas for event vendors
Not sure what to track? Here are practical task examples organized by project phase:
Pre-booking
Send proposal to client
Follow up on unsigned contract
Confirm deposit payment received
Planning phase
Finalize guest count with client
Confirm venue access time
Schedule engagement session (photographers)
Send day-of timeline for review
Confirm floral selections (florists)
Submit final song requests (DJs)
Post-event
Deliver final gallery or video
Send final invoice for remaining balance
Request a review from the client
Archive the project
How tasks complement automations
Tasks and automations serve different purposes in your workflow. Automations can handle repeatable actions when a project reaches a certain stage — like sending a confirmation email or advancing the pipeline. Tasks handle the one-off, project-specific items that vary from client to client.
Use them together: let automations manage the predictable steps, and add tasks for each client's unique deliverables.
For more on setting up automated workflows, see Create Your First Automation.
Tips for managing tasks effectively
Set due dates on every task — A task without a deadline is easy to forget. Even rough dates keep you accountable.
Create tasks as soon as you think of them — Open the project, add the task, and move on. You can always adjust the details later.
Assign tasks to the right person — If you work with a team, distribute tasks so everyone knows their responsibilities for the event.
Check off tasks as you go — Marking tasks complete gives you a clear picture of what is done and what still needs attention.
Review tasks before the event date — Use the Tasks tab as a final checklist to ensure nothing was missed in the lead-up to the big day.
Frequently asked questions
Can I see all my tasks across every project in one place?
Tasks in Wedy Pro are organized within individual projects. To review tasks, open the specific project and click the Tasks tab. This keeps each client's to-do list contextual and focused.
Can I assign a task to someone who is not on the project?
Tasks can only be assigned to the project owner or team members who have been added to the project. To assign a task to a colleague, first add them to the project using the Add People button, then assign the task.
What happens when I delete a task?
Deleting a task removes it permanently from the project. If you are unsure, consider marking it complete instead so you retain a record of what was accomplished.
Do tasks send reminders or notifications?
Tasks with due dates help you visually track deadlines within the project. For automated reminders and notifications, consider setting up an automation that triggers actions based on project milestones. See Create Your First Automation for details.
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