Wedding planner vs their client as project participants

ALWAYS have the client sign the contract, never the planner. In terms of e-mailing, Honeybook is a bit limited in how you can do this. You have to keep the main client in the file and they will always be included in e-mails. This is what I have done as a workaround:

Send pricing information to planner. If the couple wants to book I create a project and add the client. They sign and book. Any e-mails I exchange with client is through HB. Any with the planner is via my work e-mail. I will then add details to the project per the e-mails with the planer when needed. A bit cumbersome, but necessary based on how HB makes us set files up. 

Hi! I do bridal hair and makeup booking, and I always include the planner as a collaborator on the project, and the one booking the hair and makeup as the client.  Doing it this way makes it so that the client is the only one that has to sign the contract besides the company issuing the contract, but still gives the planner access to the files and correspondence.

As for the emails and correspondence, this also makes the client’s name the one that’s filled in when using the {first name, first client} code. I, however, have not figured out a way to only include certain people on the correspondence. 

I’d really like to find a way too.

In our wedding officiating business, I’d like to connect to the client record our assigned officiant and - in the case of microweddings and elopements - the vendor we contract with for photography, flowers, etc. but I do NOT want them having access to the client record or being included in the emails.

I’m open to suggestions on how to best set up the client/project records so we can search by these items and easily see who on our team and vendors we’ve selected.  I need this resolved before I can open up Honeybook to our admin team to start using as adding fields later will not populate to already set up clients.

Bumping this up… I’d really like to hear a solution to the original post.

Thank you for all the feedback!  It seems there is no single solution to this scenario.  Here’s what I do…

The wedding planner initiates the project, by default they are client 1.  Once I get their client info, I add the client to the project as client 2. I then delete the planner from the project, which makes the client become client 1. Then I add the planner back as client 2. This ensures the client is automatically addressed in all emails and in the contract. The planner still has access to the portal and all correspondence. This way I can keep all correspondence within the project in HB. It’s clunky, but it works, I just thought there might be a better way.  However, I do wish there was an easier way to reassign contact roles.

Denise… Checkout the “related workspace” feature. I haven’t used it, but it might be useful for your situation.

Bridal Makeup Artist here!

We often have planners reach out too - if it’s via email, I send along the info for their client, and let them know that their client will have to fill in our Inquiry form (HB contact form), when they are confirmed ready to book.

If the planner is the one who initiates the contact form on behalf of their client, I thank them, provide the information and then will likely end up starting a new fresh new project once I’ve heard from their client. I can change the agreement to be ‘client 2’ instead of ‘client 1’ but then the emails still get sent to both, wrong addressee etc.

We’ve been at this for over 20 years and we do not deal with anyone other than the bride/client. In addition, we tend to send a lot of prep emails, and the planner does not need to be included on that correspondence. I don’t want to get into adding workspaces either.

So essentially - I just keep it all separate, as much as possible.

Hey all,

This is something that annoys me as well, but for different reasons. I am a commercial photographer and often I only work with an agency or a freelance creative director. Sometimes, I never meet the actual client (all made harder when your “client” is a business, not one person). I wind up having to use quickbooks for the invoice and download and save my contracts as a PDF for the creative director to forward on to the “client.”  Obviously this is super frustrating, and I would really appreciate if Honeybook would solve this issue by who receives what emails easier to change, as well as loosening up the invoice receiver/payer nonsense. 

Hi All, 

Obviously by reading this thread there must be a gap I’ll have to work around, but I’m dealing with someone purchasing a package (live event painting) as a GIFT for the client, so right now I’m realizing that the second client (the bride) who has now been added to the project can see all previous correspondence as well as invoice records etc. For the final payment, I need to find a way to NOT have her receive that email. So in my case, client 1 is the friend that purchased and is paying for the project, but I am doing all of the coordinating with client 2. 

Honeybook, it’d be cool to assign what clients can view in the portal, and assign who gets what emails.