Module C6: 
3 WEEK WRAP UP

The big day is almost here! It's time to wrap up all those little loose ends before the 2 week cut off. Below are instructions for the following:

  • 3 Week final review of Event Details Questionnaire & balance
  • 3 Week publish final invoice send "3 WEEK EMAIL" (if applicable)
  • 3 Week send "3 WEEK EMAIL" with out invoice (if applicable)

note: Module C5: Manage Event Details must be completed before completing the following steps.


3 Week final review of Event Details Questionnaire & BALANCE

DEADLINE: NO LESS THAN 3 WEEKS PRIOR TO EVENT DATE

STEP 1:

Log into Wedding Wire & open the customer's client page in "Bookings".

STEP 2:

In the Event Details Questionnaire box, click the "View" button.

STEP 3:

Flag and address any response that is confusing, unclear, or against policy directly with the couple.

STEP 4:

Flag any responses that would affect the scheduling of a service provider such as the couple declining our officiant or our flowers.

STEP 5:

Note any blank responses on the Questionnaire.

STEP 6:

Any aspect of the questionnaire that is discussed or clarified with the couple must be noted in the "Notes" section of the couple's Wedding Wire profile.

STEP 7:

Open, sign into "Booker", and enter the location view for the event

STEP 8:

Open "Customers" tab, and enter customer's name in search field

STEP 9:

Under the "Summary" sub tab, click magnifying glass icon under the "Recent Orders" heading, check & make note of the balance due.


3 week balance due - publish final invoice & send "3 week email"

DEADLINE: NO LESS THAN 3 WEEKS PRIOR TO EVENT DATE

STEP 1:

Log into Wedding Wire & open the customer's client page in "Bookings".

STEP 2:

Scroll down to "Payment Schedule". 

STEP 3:

Review the invoice displaying the larger amount.

STEP 4:

If applicable, edit invoice amount by clicking "Edit" and enter the correct amount, click "Save".

STEP 5: 

Click "Create Invoice" then click "Publish Invoice" on the next page.

STEP 6:

Click "Use an Email Template" and select "3 WEEK FINAL PAYMENT NOTICE".

STEP 7:

In the body of the email
- edit all instances (4) of the final payment or "CHANGES REQUESTED AFTER" due date to the date that is 14 days before the customer's event
- edit the "Wednesday" open house day to the Wednesday of the current week.
- edit "STATUS: QUESTIONNAIRE COMPLETE or INCOMPLETE"
-
For incomplete questionnaires, keep all default items on the "STATUS: QUESTIONNAIRE INCOMPLETE - VIEW BELOW DEFAULTS" list that are currently left blank. Delete only items that currently have a response.

STEP 8:

Review the entire email for accuracy.

STEP 9:

Scroll to the bottom of the browser window, update the signature, ensure "Send me a Copy" is selected and click "Send Email".

STEP 10:

Log into Booker and select "Workflow" on the drop down under the "Manage Customers" tab.

STEP 11:

Open the customer's Booker profile page and click the "Details" tab.

STEP 12:

Under "EVENT MANAGEMENT" header, click the drop down next to "EVENT SET UP".

STEP 13:

Select "08-2 WEEK DEACTIVATE QUESTIONNAIRE" on drop down and click "SAVE" on bottom right of the window.


3 Week no balance due - send "3 week email"

DEADLINE: NO LESS THAN 3 WEEKS PRIOR TO EVENT DATE

STEP 1:

Log into Wedding Wire & open the customer's client page in "Bookings".

STEP 2:

In the Questionnaire box, click the "View" button.

STEP 3:

Scroll to the top of the browser window and click "Options" then "Email Questionnaire"

STEP 4:

Click "Use an Email Template" and select "3 WEEK WRAP UP - NO BALANCE".

STEP 5:

In the body of the email
- edit all instances (3) of  "CHANGES REQUESTED AFTER" due date to the date that is 14 days before the customer's event
- edit "STATUS: QUESTIONNAIRE COMPLETE or INCOMPLETE"
-
For incomplete questionnaires, keep all default items on the "STATUS: QUESTIONNAIRE INCOMPLETE - VIEW BELOW DEFAULTS" list that are currently left blank. Delete only items that currently have a response.

STEP 6:

Review the entire email for accuracy.

STEP 7:

Scroll to the bottom of the browser window, update the signature, ensure "Send me a Copy" is selected and click "Send Email".

STEP 8:

Log into Booker and select "Workflow" on the drop down under the "Manage Customers" tab.

STEP 9:

Open the customer's Booker profile page and click the "Details" tab.

STEP 10:

Under "EVENT MANAGEMENT" header, click the drop down next to "EVENT SET UP".

STEP 11:

Select "08-2 WEEK DEACTIVATE QUESTIONNAIRE" on drop down and click "SAVE" on bottom right of the window.

 


Need Help?

Having trouble publishing the final invoice, sending this email or have a question on a submitted response? Contact your Location Manager for assistance with this Module.