What is a project in Wedy Pro?
A project in Wedy Pro is the central hub where you manage everything related to a client's event. Whether you're photographing a wedding, coordinating a corporate gala, or DJing a birthday celebration, each event gets its own project — a single workspace that keeps documents, communication, tasks, finances, and notes organized in one place.
Projects live under the CRM section of your sidebar. Once you create a project, you can attach clients, assign team members, send contracts and invoices, track payments, and communicate with your clients — all without leaving the project page.
Projects vs. Leads vs. Bookings
Wedy Pro uses three distinct concepts to help you manage clients at every stage of the relationship. Understanding the difference is key to getting the most out of your CRM.
Leads — Prospective clients who have expressed interest but haven't booked yet. Leads live under Leads in the CRM sidebar. They arrive from your lead forms, manual entry, CSV import, or the Wedy App marketplace.
Projects — Active client engagements. When a lead books your services, you convert them into a project (or create one from scratch). Projects are where you manage the full lifecycle of an event — from signed contract to final delivery.
Bookings — Client requests that come through the Wedy App marketplace. Bookings live under Bookings in the Marketplace sidebar section. When a client discovers you on the Wedy App and submits a booking request, it appears here.
In short: Leads are your pipeline of potential clients, Projects are your active events, and Bookings are marketplace-driven client requests. Together, they give you complete visibility from first inquiry to event completion.
The Projects page at a glance
To access your projects, click Projects in the CRM section of the sidebar. The Projects page gives you a bird's-eye view of every event you're managing.
At the top, a horizontal row of stage cards shows how many projects you have at each stage of your pipeline — for example, Inquiry, Proposal Sent, Confirmed, and so on. An All card shows your total project count. Click any stage card to instantly filter your list to projects in that stage. Stages are color-coded for quick visual identification, and you can customize them in Account > Project Settings.
Below the pipeline, your projects appear in either list view or grid view, with a search bar, filter button, and sort dropdown across the top.
Grid view and list view
Wedy Pro gives you two ways to view your project pipeline:
List view — A table format showing project details in rows. Ideal for scanning many projects at once and comparing details side by side.
Grid view — A card layout with visual project cards. Helpful when you prefer a more visual overview of your pipeline.
Use the view toggle icon in the toolbar to switch between them. Click Switch to grid view or Switch to list view as needed — your preference persists as you navigate.
How to search, filter, and sort projects
As your client roster grows, Wedy Pro makes it easy to find exactly the project you need.
Search — Use the Search projects... field at the top to find projects by name. Results filter in real time as you type.
Filter — Click the Filters button to open the filter panel. You can filter by Project Type (e.g., Wedding, Corporate Event, Birthday) and Tags (your custom labels). Selected filters appear at the top of the panel with X buttons to remove them individually. Click Show with filters projects to apply, or Clear all to reset.
Sort — Click the Sort dropdown to organize your list. Sort by Sort By Project Date or Sort By Created Date, each with Oldest to Newest or Newest to Oldest options.
Combine these tools to quickly surface the projects that need your attention — whether that's upcoming weddings this month or recently created corporate events.
Project stages: tracking your pipeline
Stages represent where each project stands in your workflow — from initial inquiry through event completion. The stage pipeline at the top of the Projects page gives you instant visibility into how many projects are at each phase.
Stages are fully customizable. Configure them in Account > Project Settings, where you can create stages that match your exact business workflow. Each stage is color-coded for quick visual identification. Common stage examples for event vendors include Inquiry, Proposal Sent, Contract Signed, Deposit Paid, Planning, Event Day, and Complete.
To change a project's stage, open the project and use the Stage selector in the sidebar. You can also trigger automatic stage changes with automations — for example, automatically moving a project to "Booked" when a contract is signed. See Use Project Stages to Track Your Pipeline for the complete guide.
What you can do inside a project
Click any project to open its detail page — your command center for that event. The project detail page is organized into a hero header, an action bar, a tabbed content area, and a sidebar.
Hero header
The top of the page displays the project name, event date and time with timezone, location, budget, expected guest count, and event type badge. You can upload a custom cover image by clicking the upload button in the bottom-right corner of the hero area — crop and save to personalize the project at a glance.
Action bar
Below the header, you see the project owner, attached leads (clients), and assigned team members. Two action buttons give you quick access to common tasks:
Add People — Opens a dropdown with Add Lead to attach a client and Add Team Member to assign a colleague (the team member option appears when your account has team members).
Create — Opens a dropdown with Invoice, Contract, and Proposal options. Select one to choose a template and create a Smart Document linked to this project.
You can also click Scheduler to schedule a meeting with the project's leads directly from the project page. If your calendar is not yet connected, a prompt guides you to connect it first.
Project tabs
The main content area has six tabs, each giving you a focused view of a different aspect of the project:
Activity — Your email communication hub. View email threads between you and your clients, compose new messages, and see incomplete Smart Files at the top. All emails are sent through your own connected email address, so clients always see your real business email — never a generic platform address. (Requires your email to be connected — hidden if email permission is not granted.)
Files — All Smart Documents (proposals, contracts, invoices) linked to this project appear under Smart Files. Each document card shows its status, pages viewed, and whether actions like signatures or payments have been completed. Email attachments appear under Attachments with download buttons. Each Smart Document has a dropdown menu with options: Preview, Configure, Rename, Copy link, Generate view-only link, Delete, and Mark as complete.
Tasks — Create and manage to-do items for this event. Each task can have a title, due date, due time, and be assigned to the project owner or any team member on the project. Check off tasks as you complete them — perfect for tracking items like "Send final timeline" or "Confirm vendor arrival time."
Financials — A dedicated financial dashboard for this project, organized into three sections: (1) Revenue Chart — a date-range visualization of revenue for this project; (2) Due & Overdue Payments — a searchable, paginated table with aging badges showing how long each payment has been outstanding; (3) Completed Payments — a searchable, paginated table of payments that have been received. If you have connected QuickBooks, each completed payment also shows its sync status. (Requires payment permission — hidden if not granted.)
Notes — Internal notes 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 venue contact info, client preferences, or internal reminders.
Details — Edit your project's core information across two cards. The Project Information card covers Project Name, Project Type, Budget, Expected Guests, and Description. The Date, Time & Location card covers timezone, Start Date, Start Time, End Date, End Time, and Location with address autocomplete. All fields auto-save when you make changes.
Project sidebar
On the right side of the project detail page, the About this project card displays metadata that's only visible to you and your team. Three selectors help you organize and track the project:
Stage — Set the project's current pipeline stage (e.g., Inquiry, Proposal Sent, Confirmed). Click to open a popover showing all available stages with color-coded badges. Stages are managed in Account > Project Settings.
Lead Source — Record where this client came from (e.g., Website, Instagram, Referral, Wedy Marketplace). 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 (e.g., Wedding, VIP, Rush). Toggle tags on or off, and click Create New Tag to add a custom tag with a color.
The sidebar also includes a three-dot menu with a Delete Project option.
How projects connect to the rest of Wedy Pro
Projects are deeply integrated with every part of your Wedy Pro workflow:
Leads — Attach one or more leads to a project. When you convert a lead from your CRM pipeline, the lead's information carries over. See Convert a Lead Into a Project for a walkthrough.
Documents — Create proposals, contracts, and invoices directly from within a project using the Create button. AI-powered Smart Documents help you draft professional proposals and contracts faster, and every document stays linked to the project in the Files tab.
Calendar — Project dates appear on your Wedy Pro calendar. Schedule meetings with clients directly from the project page using the Scheduler button.
Automations — Set up automation workflows that trigger when a project's stage changes — such as sending a welcome email when a project moves to "Confirmed."
Email — Every email you send from a project goes through your own connected email account. Clients see your real business email address, keeping the relationship personal and professional.
Payments — Invoices created within a project track payment status. Clients pay directly through the document, and you monitor finances from the Financials tab.
Project Settings — Customize stages, project types, lead sources, and tags in Account > Project Settings.
Scheduling conflict detection
When a project's dates overlap with another confirmed event, 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, so you can quickly assess whether you need to adjust your schedule or book additional support.
Team access and permissions
On the Elite plan, you can assign team members to projects. Each team member's access is controlled by their role:
Owners and admins have full access to all projects.
Team members can only view projects they are assigned to. If they try to open an unassigned project, they see a Project Not Accessible message with instructions to contact the project owner or admin.
Assign team members using Add People > Add Team Member on the project detail page. 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 that project.
Frequently asked questions
How do I create a new project?
Click Create Project in the top-right corner of the Projects page. Fill in the Project Name, select a Type and Stage, set your timezone and dates, then click Create. You are then prompted to attach a lead, and you land on your new project's detail page. For the complete walkthrough, see Create and Manage Projects.
What is the difference between Projects and Bookings?
Projects live in your CRM and are the workspace where you manage an event end-to-end — documents, communication, tasks, finances. Bookings are marketplace requests that arrive when a client books you through the Wedy App. You manage Projects under CRM > Projects and Bookings under Marketplace > Bookings.
Can I customize my project stages?
Yes. Navigate to Account > Project Settings to create, rename, reorder, and color-code your pipeline stages. Your stages appear as filter cards on the Projects page and in the project sidebar selector. For details, see Use Project Stages to Track Your Pipeline.
Can I delete a project?
Yes. Open the project, click the three-dot menu in the sidebar, and select Delete Project. A confirmation dialog asks you to confirm. Note that projects with partial payments cannot be deleted until the payment situation is resolved.
Are my notes visible to clients?
No. Notes in the Notes tab are internal only and visible exclusively to you and your team members. Clients never see them.
How do I organize projects with tags and types?
Use Tags for flexible, color-coded labels (like Wedding, VIP, or Rush) and Project Types for service categories (like Photography, Planning, or Floral). Both are configured in Account > Project Settings and can be applied from the project sidebar or the filter panel. See Organize Projects with Tags, Types, and Lead Sources for the full guide.