KLYKmanagement
Book a demo

Module 01

Weddings, from the first enquiry to the bond going back.

The sales office's five spreadsheets, the Monday board, the Zapier flows and the PDF templates, rebuilt as one module. 3,100 weddings are already in it.

The pipeline

An enquiry becomes a booking without anyone retyping it.

The stages the sales office already works in, with the moves that used to be manual computed instead.

  1. Enquiry

    Captured by a native form on the venue's own website. No Gravity Forms, no Zap, no thirty second delay before anybody knows about it. Acknowledged automatically.

  2. Viewing and quote

    Quote built from the package price book for the year of the wedding, not this year's prices. Sent, reviewed and accepted by the couple in their portal.

  3. Provisional

    Held with an expiry date the platform enforces. Nobody has to remember to chase it, and nobody has to remember to release the date when the couple go quiet.

  4. Confirmed

    Deposit taken, schedule generated from the wedding date, contract out for signature, and the date is in the book. The bond, the final details meeting and the deadlines come with it.

Money

Payment schedules that compute themselves.

A schedule template says what is due and when: deposit on confirmation, a second deposit so many months out, the balance so many weeks before the date. Give it the wedding date and the rest follows. Override any of it per wedding when a couple needs something different.

Statuses are never set by hand. Not due, due, overdue and received are worked out nightly from the dates and the payments received, which is why the wedding book is right on a Monday morning without anyone having tidied it on Sunday.

What comes with that

  • Pay links on every scheduled payment, in the portal or straight from the reminder email
  • Bank transfers and card machine payments recorded by staff, part payments included
  • Bonds charged, held, repaid and tracked, with the repayment form generated
  • Money held in pence as whole numbers, never floating point, so the totals are exact
  • A forward cashflow report that costs nothing to produce, because the schedule is already the data

Triggered by

  • An enquiry arriving, a booking confirming, a payment landing
  • Time before the wedding: the final details invitation, the rooming list chase, the week before confirmation
  • Time around a payment: the reminder before it is due, the chase after it is not
  • The wedding having happened: the thank you, and the bond going back

Comms

The emails go out whether or not anyone remembers.

Every automated email is a template with merge fields that the venue edits itself. Each one is logged against the wedding with what was sent, when, by which automation, and whether it arrived, so a coordinator picking up someone else's wedding can see the whole conversation.

They send from the venue's own domain, not from ours. A couple booking at Whitley Hall gets email from Whitley Hall, because anything else looks like a scam to someone about to transfer a deposit.

The couple and their guests

The people who fill the function sheet in are the ones getting married.

Not the coordinator, transcribing it from an email thread three days before the wedding.

The couple's portal

Their wedding, on their own link, on the venue's domain and in the venue's brand. No KLYK anywhere, and no account to create.

  • The quote to review and accept, the payment schedule, and pay now
  • Their bedroom block: name guests to rooms, choose who pays, release what they do not need by the deadline
  • Meal choices built from their package, entered themselves or collected from guests
  • The final details form: timings, ceremony, suppliers, extras, music, table plan
  • Contract, receipts, key dates and deadlines in one place

Guests, with no login at all

A personal signed link that just works, which is the only thing that works for a hundred and forty people of every age.

  • Choose a meal for each course, and say what they cannot eat
  • Book and pay for a bedroom out of the couple's block
  • A public page per wedding: directions, timings, parking and accommodation, shareable by QR code
  • Dietary needs and allergies land straight on the kitchen's list, not in a reply to an email

The day itself

The function sheet is already written.

Every field the function sheet needs was entered once, by the person who knew the answer, into the final details form. The sheet is a view of that data rather than a document somebody types. Rooming lists and table plans come from the same place.

Reporting comes free for the same reason. Year on year comparisons, what each wedding was worth, guest numbers over time, and the sales office bonus, all computed from the bookings rather than kept in a parallel spreadsheet.

Where it stops

Two deliberate limits, so nobody is surprised later.

  • The hotel's property management system still owns reservations, bedroom inventory and rates. Weddings manages allocations inside a pre agreed block and links by reservation reference. It never becomes a second source of truth for availability.
  • Accounting stays where it is. The platform pushes invoices, payments and payroll ready hours to Xero or Sage rather than trying to be either.

Being straight about it

What is live today, and what is not.

  • ✓ The wedding book 3,100 weddings imported, with deadlines, payments and bonds. Live
  • ✓ Enquiries and quotes The pre booking pipeline, and the quote the couple accepts. Live
  • ✓ Payment plan calculator and bonus Schedules from the wedding date, and the sales office bonus by quarter. Live
  • ✓ Yearly reports Year on year, per wedding worth, guest numbers. Live
  • · Automated communications The templates and triggers described above. In build
  • · Couple and guest portals Meal choices, the bedroom block and final details. In build
  • · Function sheets Produced from the final details, once final details are in. In build

Bring last weekend's function sheet.

The quickest way to judge this is to watch a wedding you already know go through it. Half an hour on a call, the live platform, straight answers.

Book a demo

Or email jak@klyk.uk and ask anything.