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Wedding timeline management

Automatically manages wedding day timeline creation and distribution by processing venue details, generating schedules, and coordinating with all stakeholders. Ensures seamless day-of execution while reducing manual planning overhead for photographers.

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Workflow Trigger

Wedding contract signed and initial consultation form submitted by client

Visual Flow

Each node represents an automated step. Connections show how data and decisions move through the workflow.

Step-by-Step Breakdown

Detailed explanation of each automated stage in the workflow.

  1. 1
    Trigger

    Contract and consultation received

    Wedding contract is signed and client submits venue details, guest count, and timeline preferences through intake form. System captures all essential wedding day logistics data.

    Tave Studio Manager
  2. 2
    Action

    Extract venue and timing details

    AI processes consultation form to extract key details like ceremony time, reception venue, travel distances, and special requests. Data is structured for timeline generation.

    Tave Studio Manager
  3. 3
    Action

    Generate preliminary timeline draft

    System creates detailed hour-by-hour photography timeline including prep shots, ceremony coverage, portraits, and reception milestones. Template adapts based on venue type and package selected.

    Tave Studio Manager
  4. 4
    Decision

    Check timeline conflicts

    AI analyzes proposed timeline against photographer availability, travel time requirements, and equipment setup needs. Identifies potential scheduling conflicts or logistical issues.

    Tave Studio Manager
  5. 5
    Action

    Create client timeline presentation

    System generates branded timeline document with visual layout showing photography schedule, key moments, and client preparation guidelines. Includes vendor coordination notes.

    Tave Studio ManagerPixieset
  6. 6
    Action

    Distribute timeline to stakeholders

    Automated emails send customized timeline versions to couple, wedding planner, venue coordinator, and photography team. Each receives role-specific information and schedules.

    Tave Studio ManagerPixieset
  7. 7
    Output

    Timeline confirmation and tracking

    Final timeline is locked in system with automated reminders set for key milestones. Client portal provides access to timeline and allows last-minute update requests.

    Tave Studio ManagerPixieset

Outputs

  • Detailed photography timeline document
  • Client portal with timeline access
  • Stakeholder coordination emails
  • Photographer shot list and schedule

Key Metrics

  • Timeline creation time reduction
  • Client timeline revision requests
  • Day-of schedule adherence rate

Tools & Integrations

  • Tave Studio Manager
  • Pixieset

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