TLDR (Summary)
The best scheduling software for wedding planners is Plutio ($19/month).
Wedding planners need scheduling that coordinates couple consultations, venue tours, vendor meetings, tastings, and planning sessions while connecting every meeting to the right couple and wedding record. Plutio provides branded booking pages that eliminate email back-and-forth, sync with your calendar, and send automatic reminders.
Wedding planners using self-service scheduling save 5+ hours weekly on meeting coordination by letting couples and vendors book available times themselves instead of exchanging emails.
For additional strategies, read our guide to managing multiple projects.
What is scheduling software for wedding planners?
Scheduling software for wedding planners is specialized software that coordinates the many meetings required throughout wedding planning: initial consultations with engaged couples, venue tours, vendor meetings, tastings, planning sessions, and day-of coordination briefings.
The distinction matters: basic calendar sharing shows when you're free. Wedding scheduling software creates branded booking experiences, sends automatic reminders, collects information before meetings, and connects every appointment to couple records and wedding projects.
What wedding planner scheduling actually does
Core functions include creating booking pages for different meeting types (consultations, planning sessions, venue tours, vendor calls), syncing with your calendar to show real-time availability, sending confirmation and reminder emails automatically, collecting relevant information through intake forms, and handling timezone differences for destination wedding clients. Each meeting type has its own configuration: consultations might be 30-45 minutes via video, venue tours need 90-120 minutes with travel buffers, and vendor calls run 15-30 minutes with specific agenda prompts. Booking pages handle all of these variations without you manually adjusting availability for each one.
Standalone scheduling vs integrated wedding platforms
Standalone tools like Calendly or Acuity handle scheduling as an isolated function. Meetings exist separately from your wedding management workflow, so you book a consultation but then manually look up the couple's information before the meeting. Integrated platforms like Plutio connect scheduling with couple management, wedding projects, and communication. When a couple books a planning session, the meeting automatically links to their wedding record, and you see their full history, preferences, and notes when you open the calendar event.
What makes wedding planner scheduling different
Wedding planners have complex scheduling needs. A single wedding might require: initial consultation, vision board session, multiple venue tours, vendor coordination calls, tasting appointments, rehearsal walkthrough, and day-of briefings. Each meeting type has different durations, locations, and participants. During peak season with 8-15 active weddings, dozens of meetings happen weekly across multiple couples and vendors. A single Tuesday might include a morning consultation with a new couple, a midday venue tour for one wedding, a vendor call for another, and an evening planning session with a couple who can only meet after work. Handling that variety without automated scheduling means constant context-switching between calendars, texts, and email threads.
When scheduling connects to couple records and wedding projects, every meeting becomes part of the complete wedding history. You see the progression from consultation through planning sessions to final walkthrough, all in context.
Why wedding planners need scheduling software
Wedding planners who coordinate meetings manually spend hours on email and text back-and-forth that scheduling software eliminates completely.
If scheduling one meeting takes 3-4 messages over multiple days, and 15-25 meetings happen per week across couple consultations, venue tours, vendor calls, and planning sessions, that's 45-100 messages weekly just for scheduling.
The venue tour coordination challenge
Venue tours require special scheduling considerations: 90-120 minute blocks with travel buffers between locations, coordination with venue staff availability, and the couple's schedule (often weekends only). A typical venue search involves 3-5 tours across different days, each requiring back-and-forth with both the couple and the venue coordinator. According to scheduling research, professionals spend 5+ hours weekly on scheduling-related communication. For wedding planners coordinating tours with multiple parties, that number grows.
The tasting and vendor meeting volume
Beyond couple meetings, wedding planning involves tastings at caterer locations, cake consultations, florist design meetings, DJ planning calls, and photographer timeline discussions. Each meeting has different participants, locations, durations, and preparation requirements. A single Tuesday might include a morning consultation with a new couple, a midday venue tour, a vendor call for a different wedding, and an evening planning session with a couple who can only meet after work. Manual scheduling across all these meeting types creates constant coordination work.
The day-of timeline coordination
Wedding day itself involves a detailed timeline where vendor arrival times, ceremony start, reception transitions, and departure logistics must align precisely. Building and sharing that timeline requires multiple coordination calls with vendors in the final weeks. Without scheduling software that tracks these pre-wedding coordination meetings and connects them to the wedding project, final-week meeting logistics add stress to an already intense period.
The couple availability constraint
Most couples work full-time and can only meet evenings and weekends. With 8-15 active couples, evening and weekend availability fills quickly. When a couple needs to reschedule a planning session, finding an alternative time that works for both partners while avoiding conflicts with other couple meetings and vendor appointments requires instant visibility into the full calendar. Manual scheduling through text creates double-bookings and missed windows.
Connected scheduling software eliminates coordination time. Couples and vendors book themselves, reminders send automatically, and every meeting links to the relevant wedding record with full context.
Scheduling features wedding planners need
The essential scheduling features for wedding planners handle the variety of meeting types throughout the planning journey while connecting appointments to couple records and wedding projects.
Core scheduling features
- Booking pages: Create shareable links where couples and vendors see your availability and book themselves. Different pages for consultations, planning sessions, venue tours, vendor calls.
- Calendar sync: Two-way sync with Google Calendar or Outlook. Bookings appear on your calendar instantly. Wedding days and personal events block availability automatically.
- Automatic reminders: Confirmation upon booking, reminders 24 hours before, morning of, and 1 hour before. Customize per meeting type.
- Intake forms: Collect information before meetings. For consultations: wedding date, guest count, budget range, venue preference. For vendor meetings: which vendor, topics to discuss.
- Buffer time: Add gaps between meetings for travel and preparation. Essential when venue tours require driving across town between locations.
- Timezone handling: Automatically detect and convert timezones. Critical for destination wedding planning or out-of-area couples.
Wedding planner-specific features
- Multiple meeting types: 30-minute consultations, 90-minute planning sessions, 2-hour venue tours, 30-minute vendor calls. Each with appropriate duration and settings.
- Location options: Video call, phone, your office, or custom location. Venue tours default to venue address. Tastings at vendor locations.
- Consultation fees: Collect payment at booking for paid consultations. Common practice is $50-150, credited toward wedding booking.
- Team scheduling: Route meetings to appropriate team members. Lead planners handle design sessions, coordinators handle logistics meetings.
Platform features that multiply value
- Branded booking pages: Engaged couples click "Book a Consultation" on your website and land on schedule.yourbrand.com. The transition feels like part of your site rather than a redirect to third-party scheduling software.
- Meeting-to-couple-record linking: When a couple books a planning session, their intake answers and meeting notes attach to the same wedding record that holds their vendor list and contract. No searching for context before each call.
- Consultation fee collection at booking: Collect your $50-150 consultation fee through Stripe at the moment the couple schedules. Payment at booking qualifies serious inquiries and reduces no-shows during peak engagement season.
Scheduling software matters when bookings tie into client portals, vendor coordination, and project timelines. Scheduling that links meetings to weddings creates complete planning history in one place.
Scheduling software pricing for wedding planners
Scheduling software for wedding planners typically costs $10-45 per month for standalone tools, with integrated platforms providing scheduling alongside other business functions at similar prices.
What wedding planners typically pay for scheduling
- Calendly: Free basic, $10-16/month for professional features
- Acuity Scheduling: $16-45/month
- HoneyBook: $36-129/month with scheduling included
- Dubsado: $20-40/month with scheduling and workflow
Standalone tools work for basic appointment booking but don't connect to couple management, contracts, or wedding projects. When adding the cost of separate scheduling ($10-16/month) to separate project management ($10-30/month) and separate invoicing ($10-20/month), the total often exceeds an integrated platform that includes all three.
Plutio pricing (February 2026)
- Core: $19/month: Unlimited scheduling with branded booking pages, plus contracts, invoicing, project management, and couple portals.
- Pro: $49/month: Custom domain, advanced automations, and team collaboration.
- Max: $199/month: Unlimited team, full white-labeling, priority support.
The ROI calculation for wedding planners
- Time saved: 5+ hours weekly at $75/hour = $375/week potential value
- Reduced no-shows: Automatic reminders significantly reduce missed meetings
- Faster booking: Engaged couples book consultations immediately instead of waiting for email replies
- Professional impression: Branded booking pages signal organized, professional operation to couples deciding between multiple planners
Scheduling software ROI comes through time recovery. If you reclaim even 2 hours weekly from eliminated back-and-forth, that's 100+ hours annually for billable planning work or personal time.
Why Plutio is the best scheduling for wedding planners
Book a consultation in Plutio and the couple's intake answers, meeting notes, and follow-up proposal all attach to the same record, so nothing gets lost between the first call and the signed contract.
Complete workflow integration
When an engaged couple books a consultation, they become a lead in your database with the intake form details already attached. When you convert them to a client after the consultation, their meeting history comes with them. When they book planning sessions throughout the 6-18 month engagement, those meetings attach to their wedding project with notes, decisions, and action items. The complete relationship from first consultation to final walkthrough is accessible from one place, so you never scramble for context before a meeting.
Meeting types for wedding planning workflow
Configure booking pages for each meeting type:
- Discovery consultation: 30-45 minutes for engaged couples to discuss their wedding vision
- Planning session: 60-90 minutes for ongoing planning with booked couples
- Venue tour: 90-120 minutes with travel buffer for visiting potential venues
- Vendor meeting: 30-60 minutes for calls with florists, caterers, photographers
- Tasting: 60-90 minutes at vendor locations for food and cake tastings
- Day-of briefing: 15-30 minutes for pre-wedding coordination calls
White-label booking experience
Booking pages show your brand: logo, colors, custom domain. Engaged couples experience your professional presentation from the first scheduling interaction. When a couple clicks "Book a Consultation" on your website and lands on schedule.yourbrand.com rather than calendly.com/yourname, the transition feels like part of your own site rather than a redirect to third-party software.
Consultation fee collection
Collect payment at booking for paid consultations. Common practice is $50-150, credited toward full wedding booking. Payment at scheduling reduces no-shows and qualifies serious couples who are ready to invest in professional planning. Stripe and PayPal integration handles the transaction at the moment of booking, so couples pay when they schedule rather than invoicing separately after the consultation.
Couple portal scheduling
Once couples are booked, they access scheduling through their portal. Available times for planning sessions appear directly in the portal, and couples book without sending an email or text. Self-service continues throughout the 6-18 month engagement, which means couples can schedule their next planning session right after finishing the current one instead of waiting for a follow-up email with available dates.
Automatic reminders
Configure reminder sequences per meeting type. Consultations get 24-hour and 1-hour reminders. Venue tours get 48-hour reminders with confirmation requests since they involve travel coordination. Tasting appointments include the vendor location and parking details. Customize messaging for each type so reminders arrive with the exact information couples need rather than generic "you have a meeting" notifications.
Booking pages, calendar sync, and meeting history all tie back to couple records and wedding projects. Integrated scheduling builds complete relationship history from first consultation through wedding day.
How to set up scheduling in Plutio
Setting up scheduling in Plutio takes 1-2 hours for initial configuration, then booking pages work automatically for every future meeting.
Step 1: Connect your calendar (10 mins)
Link Google Calendar or Outlook for two-way sync. Existing calendar events block availability on booking pages automatically. Test that sync works correctly by checking that a personal event blocks the corresponding time slot on your booking page before sharing links with couples.
Step 2: Set your availability (15 mins)
Define standard weekly availability, such as Monday-Friday 9am-5pm or Tuesday-Saturday 10am-6pm depending on how your planning business operates. Block wedding days, vendor events, and focused work time. Set minimum notice (24-48 hours) so last-minute bookings don't disrupt your schedule, and set an advance booking window (2-4 weeks) so couples can plan ahead without booking months out.
Step 3: Create meeting types (30-45 mins)
Set up booking pages for: discovery consultation (30-45 min), planning session (60-90 min), venue tour (90-120 min with travel buffer), vendor call (30 min), tasting (60-90 min), and day-of briefing (15-30 min).
Step 4: Configure reminders (15 mins)
Set automatic reminder sequences per meeting type. Standard: confirmation upon booking, 24-hour reminder, morning-of reminder.
Step 5: Brand your booking pages (20 mins)
Upload logo, set brand colors, customize booking page text to match your voice and style. Connect custom domain if available so booking pages live on your own URL rather than a generic subdomain.
Step 6: Test the flow
Book a test meeting using each meeting type to verify calendar sync, reminders, intake form collection, and video links all work correctly. Send yourself a test booking to experience what couples see from their side, including confirmation email, reminder sequence, and any payment collection if you charge consultation fees.
Common setup mistakes to avoid
- Not syncing your personal calendar first: Two-way calendar sync should be the very first step. Without it, booking pages show availability during personal appointments, wedding days, and blocked focus time. Double-bookings from unsynchronized calendars create a worse impression than not having booking pages at all.
- Creating too many booking types: Start with 3-4 meeting types: discovery consultation, planning session, venue tour, and vendor call. Add specialty types (tastings, rehearsal walkthroughs, day-of briefings) only when you find yourself scheduling them frequently enough to justify a dedicated booking page.
- Forgetting buffer time between consultations: Back-to-back meetings without gaps leave no time for notes, follow-up tasks, or mental transitions. Add 15-30 minute buffers between consultations and longer gaps around venue tours that involve travel. Peak booking season with 4-5 consultations per day becomes unsustainable without built-in breathing room.
Initial setup investment pays back immediately. Every meeting scheduled through booking pages instead of email saves 10-15 minutes of coordination time.
Meeting types for wedding planners
Meeting types configure different scheduling scenarios for the variety of appointments wedding planners coordinate throughout the planning journey.
Essential meeting types
- Discovery consultation: Initial meeting with engaged couples exploring working together
- Planning session: Regular meetings with booked couples during planning phase
- Venue tour: On-site visits to potential wedding venues
- Vendor meeting: Coordination calls with florists, caterers, photographers, DJs
- Tasting: Food and cake tasting appointments at vendor locations
- Day-of briefing: Pre-wedding coordination with couples and team
Discovery consultation configuration
- Duration: 30-45 minutes
- Location: Video call (default) or your office
- Intake questions: Wedding date, guest count estimate, budget range, venue preferences, how they found you
- Payment: Optional consultation fee ($50-150), credited toward booking
- Reminders: 24 hours before, 1 hour before
- Follow-up: Automatically create a lead record when the consultation is booked so you can track conversion from inquiry to client
Venue tour configuration
- Duration: 90-120 minutes
- Location: At venue (address collected in booking form)
- Buffer: 30 minutes before and after for travel between locations
- Availability: Specific days when you can travel to venues, often different from in-office consultation days
- Reminders: 48 hours before with confirmation request, day before with venue address and parking information
- Notes: Include prep checklist for couples: what to look for, questions to ask the venue coordinator, photos to take
Meeting types encode your planning workflow. Each configuration matches how you work with couples and vendors, making every booking appropriate for its purpose.
Couple portals for wedding planners: scheduling access
Couple portals provide self-service scheduling access where booked couples can schedule planning sessions, view upcoming meetings, and access meeting history throughout the 6-18 month engagement.
Self-service scheduling
Once couples are booked, they access scheduling through their branded portal. Instead of texting "when can we meet this week?", they view available times and book themselves. The back-and-forth that typically eats 10-15 minutes per meeting gets replaced with a 30-second self-service booking. Over a 12-month engagement with 15-20 planning sessions, the time difference adds up to hours saved per couple.
Appropriate meeting types
Portal scheduling shows only meeting types appropriate for existing clients. Booked couples can schedule planning sessions but not discovery consultations (those are for new leads). They can schedule review calls but not vendor coordination meetings (those happen between you and vendors). Filtering meeting types prevents confusion and keeps the portal focused on what couples actually need to book.
Meeting history and notes
Couples see their complete meeting history in the portal. Past session dates, shared notes, and action items from every planning session stay accessible. Meeting history keeps everyone aligned on decisions made over the 6-18 month planning journey, which matters when a couple asks "didn't we decide on round tables back in March?" and the answer is searchable in the notes from that session.
Rescheduling and cancellation
Within your parameters, couples can reschedule meetings through the portal without sending a separate email or text. Configure required notice (24-48 hours typical) and whether changes need your approval. Rescheduled meetings retain the original notes and context, so preparation work doesn't get lost when a couple moves their planning session from Tuesday to Thursday.
Portal scheduling transforms meeting coordination from text-driven chaos to self-service efficiency. Couples get convenience while you eliminate back-and-forth across the entire planning engagement.
How to start using scheduling in Plutio
Transitioning to Plutio scheduling takes 1-2 hours of setup, with immediate time savings on every meeting scheduled through booking pages.
Step 1: Audit your current scheduling
Review how you currently coordinate meetings: what types, what information you collect before each meeting, how much notice you require, and your standard weekly availability. Note which meeting types generate the most back-and-forth emails so you prioritize those for self-service booking first.
Step 2: Connect calendar and set up meeting types
Link calendar for two-way sync. Create booking pages for your 3-4 most common meeting types: discovery consultation, planning session, venue tour, and vendor call. Add more specialized types (tastings, rehearsal walkthroughs, day-of briefings) as your workflow requires.
Step 3: Update booking links
Replace old Calendly/Acuity links in email signatures, website, social media bios, and any automated email sequences. Check your website's "Book a Consultation" button, Instagram bio link, and any wedding directory profiles (The Knot, WeddingWire) to make sure all links point to the new booking pages.
Step 4: Communicate to active couples
Let existing couples know about new scheduling links through a brief email or portal message. Update onboarding materials with portal scheduling instructions so new couples learn to self-book from the start of their engagement.
If migrating from another tool
- From Calendly: Note meeting type settings, durations, buffer times, and intake questions for reference. Recreate in Plutio with the same configurations so the couple experience stays consistent.
- From Acuity: Review intake form questions, reminder settings, and payment configurations to recreate. Export client data if needed for records.
- From HoneyBook/Dubsado: Scheduling migration happens as part of broader platform transition. Prioritize setting up the most-used meeting types first and add specialty types over the following weeks.
After replacing your old booking links, every consultation request lands on a branded page that collects wedding date, guest count, and budget before you speak. You walk into each discovery call already knowing the couple's priorities.
