Managing Your Vendor Contacts

Your vendor list is a shared rolodex of every photographer, florist, DJ, caterer, and other professional you work with regularly. Add them once and link them to events as needed — no more digging through email threads for a phone number.

Adding a Vendor

Click Vendors in the sidebar to open your vendor list. Click Add Vendor and fill in:

• Name — the vendor's business or contact name
• Category — select from standard categories like Photographer, Florist, DJ, Caterer, Videographer, Cake, Hair & Makeup, Officiant, Band, Transportation, Venue, and more
• Email — their email address
• Phone — their phone number
• Website — their business website
• Notes — anything you want to remember (pricing ballpark, preferred contact method, how they are to work with)

Save the vendor and they are added to your rolodex permanently. You can come back and edit any details later.

Importing Vendors in Bulk

If you already have a vendor list — in a spreadsheet, an email signature block, a PDF directory, a photo of a printed handout, a Word doc, or just typed out — you can bring it in all at once instead of adding vendors one at a time. Click Import on the vendor list page, drop your file or paste the raw text, and submit.

The importer reads what you provided and turns it into structured records: business name, contact name, category, email, phone, website, and notes. It works whether your list is neatly columnar or a freeform jumble of names and phone numbers — bring it in and let the importer figure it out.

Before anything is saved, you will see a preview of every vendor it parsed so you can spot anything that looks wrong. Use the checkboxes to pick which ones to actually add, and toggle off anything you do not want.

Duplicate detection. Vendors already in your rolodex are matched by business name, email, or phone number — any one of the three. That last one matters because vendor lists shared between planners often have a phone for every entry but inconsistent business names ("Bloom Florals" vs "Bloom & Co"). Phone numbers are normalized so different formats — (555) 123-4567, 555-123-4567, +1 555 123 4567 — all match the same record. Duplicates within the pasted text itself are also collapsed automatically.

This is the fastest way to get started if you are coming from another tool or moving off a paper list.

Organizing by Category

The vendor list can be filtered by category, making it easy to find all your photographers or all your florists at a glance. Categories are predefined to cover the standard vendor types in the wedding industry.

When you are putting together a vendor team for an event, filtering by category helps you quickly scan your options for each role.

Linking Vendors to Events

The real power of the vendor list is connecting vendors to specific events. From an event detail page, go to the Vendors section and click Add. Search your existing rolodex and select the vendor — or fill in a new one if they are not in your list yet. Either way, they are now linked to that event.

You can link as many vendors as you need to each event. The event detail page shows all linked vendors with their category, contact info, and any notes — everything your team needs in one place.

If a client fills in vendor contacts through an intake form, those vendors appear in the event's vendor list automatically.

Importing a Whole Vendor List Into an Event

When a client forwards their booked-vendor list to you — usually as a PDF, photo, or just a list in an email — you can attach the whole list to the event in one shot instead of adding vendors one at a time.

From the event's Vendors section, click Import (next to Add). The flow is the same as the rolodex importer: drop your file or paste the text, review the parsed list, pick which to attach, and submit.

What is different from the rolodex importer:

• Vendors not yet in your rolodex are added there, so you do not have to re-type them later. You build your rolodex passively as you import.
• Vendors already in your rolodex are reused. No duplicate entries get created. The existing rolodex record's name, contact info, and rolodex notes are not overwritten — your curated information stays curated.
• All parsed notes go on the event link, not the vendor record. If the client wrote "Bloom Florals — handling ceremony arch and 12 centerpieces, $4,500", that note is attached to this event, not to Bloom Florals in your rolodex. So the next time you work with Bloom Florals on a different wedding, you do not see last client's scope and pricing as if it were a vendor profile note.
• Vendors already attached to this event are skipped silently — re-importing the same list does not duplicate the attachment or overwrite the notes you have already added on the event link.

If you want to add rolodex-level notes about a vendor (style, lead time, how they are to work with), edit the vendor directly in the rolodex. Notes added there persist across every event the vendor is linked to.

Editing and Removing Vendors

To update a vendor's details, find them in the vendor list and click to open their profile. Edit any field and save.

To remove a vendor from an event (without deleting them from your rolodex), go to the event detail page and remove the link. The vendor stays in your master list for future use.

To permanently delete a vendor from your rolodex, open their profile and click Delete. This removes them from your list but does not affect historical event records.

Tips

• Add vendors as you meet them. Even if you are not booking them for a current event, building your rolodex over time makes future event planning faster.
• Use the notes field. A quick note like "books up 12 months out" or "great for rustic venues" is surprisingly helpful six months later when you are recommending vendors to a client.
• Link vendors early. Once you know who is on the vendor team for an event, link them right away. When you need to coordinate, everything is one click away instead of buried in a thread.