Event, wedding and corporate event planners

The CRM for event planners.

GuardenerAI for event planners is a CRM for planners who juggle many clients, dates and suppliers at once. It turns enquiries into booked events tracked as a custom object, books consultation calls through booking links, sends client agreements for e-signature and invoices deposits and balances. It is for independent planners and small event agencies.

Every event is a project with a fixed date, a client who wants updates and a dozen suppliers to coordinate. When the enquiry is in one inbox, the contract in another and the deposit in a third, something gets missed. GuardenerAI keeps the client, the event and the money together.

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Sound familiar?

What this usually looks like today.

What changes

One system, doing the work with you.

Enquiries to booked events

Each enquiry is a lead, then an opportunity with value and stage, and once booked an Events record with date, venue, guest count and budget.

Consultations without the back-and-forth

A booking link with your hours and booking questions lets couples and companies pick a consultation slot themselves.

Contracts and deposits in one go

Send the agreement for e-signature from the client’s record, then invoice the deposit and, on the Max plan, send a Stripe card payment link once accounting is switched on.

Suppliers as part of the record

Venues, caterers and photographers live as companies with their contacts, so anyone on the team can reach them.

The modules this runs on

How you set it up

Shaped around how event planners actually work.

There is no one-click template for this industry, so you add these objects and fields yourself in Settings. It takes an afternoon, and nothing about it is fixed.

You create it

Events

One record per booked event, linked to the client and the venue.

  • Client
  • Event Date
  • Venue
  • Event Type
  • Guest Count
  • Budget
  • Status
Built in

Opportunities

Enquiries you are working towards a booking.

  • Value
  • Stage
  • Expected Close Date
  • Lost Reason
Built in

Companies

Suppliers and corporate clients.

  • Type
  • Phone
  • Website

Suggested stages on Opportunities

  1. Enquiry
  2. Consultation
  3. Proposal
  4. Contract sent
  5. Closed Won
  6. Closed Lost
Routines to copy

The repeat work, set up once.

Each of these is built from features in the product today. Set them up once and the whole team runs them the same way.

Action plan

From booking to the big day

  1. Day 0: send the agreement and deposit invoice (high priority).
  2. Day 7: confirm the venue.
  3. Day 30: shortlist suppliers with the client.
  4. Day 60: send the run sheet for approval.
Signature template

Planning agreement

  1. Write the agreement once, with the client’s name and the date merged in.
  2. The client signs on a phone.
  3. You countersign, and the sealed PDF is filed on the client’s record.
Marketing journey

Anniversary and referral note

  1. Starts when you add a client to your static “Past events” segment after the day.
  2. Waits 14 days, then emails a thank-you with a review link.
  3. Waits a year, then sends an anniversary note asking for referrals.

Agreements with a proper paper trail.

Every signed agreement records when it was sent, viewed and signed, is sealed against later changes, and is stored on the client’s record.

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FAQ

Questions from teams like yours.

Can I see all events by date?
Every booked event is in the Events list with its date on the record. List views cannot filter on your own fields or by relative dates yet, so the action plan you apply at booking puts each milestone on your task list with a due date, and the week ahead lives in your tasks.
Does it handle guest lists and RSVPs?
No. GuardenerAI manages the client, the booking, the suppliers and the money. Guest management stays in your event tool.
Can couples both sign the agreement?
Each request has one client signer plus an optional countersignature from you. If both partners must sign, send a request to each.
Can I take deposits by card?
On the Max plan, yes, once accounting is switched on for your workspace. Issue the deposit invoice and send a Stripe payment link; the payment is recorded against the invoice. On other plans you record deposits by hand.

See it on your kind of work.

Start free in an afternoon, or have us walk you through it with data that looks like yours.

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Also built for travel agencies, agencies and studios and salons and spas. See every industry.

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