Complete Wedding Workflow

By creavio Team April 10, 2026 1 views

Complete Wedding Workflow

Weddings are the most complex sessions a photographer handles. Dozens of touchpoints, multiple deliverables, and a timeline that spans months. This guide walks you through the complete wedding workflow in creavio — from first inquiry to final album delivery.

Phase 1: Inquiry & Consultation

  1. A lead submits your wedding inquiry form. creavio sends an auto-response immediately.
  2. Review the inquiry in your Lead Pipeline. Check the date against your calendar.
  3. If available, send your wedding pricing guide using a saved email template.
  4. Schedule a consultation using a scheduling link for your "Wedding Consultation" session type.
  5. After the consultation, move the lead to the Proposal Sent stage.

Phase 2: Booking

  1. Send a proposal with your recommended package. Include add-ons like albums, second shooter, and engagement session.
  2. Once the client selects a package, send the contract for e-signature.
  3. After signing, send the retainer invoice. creavio marks the booking as confirmed once the retainer is paid.
  4. Your booking workflow fires automatically — confirmation email, welcome questionnaire, and a task to block the date on your calendar.

Phase 3: Pre-Wedding

  • 3 months before: Send an engagement session reminder (if included in their package).
  • 6 weeks before: Send the detailed wedding questionnaire — timeline, vendor contacts, family groupings, must-have shots.
  • 2 weeks before: Review the completed questionnaire. Create your shot list and timeline.
  • 1 week before: Send the final details email with arrival time, parking, and emergency contact info.
  • 1 day before: SMS reminder to the couple.

Phase 4: Post-Wedding

  • Day of: Back up all images to two locations.
  • 1 day after: Send a thank-you email.
  • 5-7 days after: Deliver a sneak peek gallery (10-15 images).
  • 4-6 weeks after: Deliver the full gallery. Send the remaining invoice if applicable.
  • 8 weeks after: Begin album design if included. Send proofs for approval.
  • After delivery: Send a review request email with a direct link to Google Reviews.

Automating the Workflow

Build this entire workflow in creavio's automation engine. Set the trigger as Booking Confirmed with a condition for Session Type: Wedding. Add each email, questionnaire, and task as steps with appropriate delays. The automation runs on autopilot while you focus on the creative work.