File sharing for wedding planners: couples and vendors
A file routine for wedding planners: collect documents, share planning files and deliver finals to couples and vendors.
File sharing for wedding planners comes down to three handoffs. Materials arrive from couples and vendors, planning documents go back out for review, and final files reach the couple and each vendor at the end. Each handoff needs its own folder, its own link and its own rule. The routine below works for a planner who runs two weddings a year and for a team that runs thirty, and you can start it without any software.
File sharing for wedding planners starts with three folders
Set up three folders for every wedding before you collect anything: Incoming, Working and Final. Incoming holds what couples and vendors send you, such as the guest list, the venue contract, floor plans, logos and inspiration photos. Working holds the documents you still change, such as the timeline, the run sheet and the vendor brief. Final holds what is approved and ready to deliver, such as the signed-off timeline, the vendor packet and the edited photos or video. Keeping the three apart means a draft run sheet never reaches a vendor by mistake.
Name each folder with the wedding date and the couple's surname, such as "06-12 Rivera Incoming". The same name then works in your email, your calendar and every tool you share from.
Collect materials from couples and vendors with one link
Chasing a florist for a logo or a couple for their guest list by email leaves files spread across dozens of threads. A file request collects files from anyone with one link, into the folder you choose, so you stop chasing attachments. Write a title and a description that say exactly which files you need, pick the folder, and send the link.
Each request gets its own sub-folder, named after its title, inside the folder you pick. The florist's order form then never mixes with the venue's floor plans. Send email notifications when files are uploaded is ticked by default, so you get an email when files arrive. The person who uploaded also gets an email saying the workspace received the files.
To set one up, open Requests in your workspace, create a new request, enter a title, choose the folder for uploaded files and save. The help article on collecting files from clients shows each step and where to copy the link. For the wider habit of asking early and asking once, see How to collect files from clients without chasing them.
Share planning documents with a link that stops on a date
Planning documents go out as a file transfer: the timeline, the vendor brief, the seating chart. Open Transfers in your workspace and start a new transfer. You can pick files from your computer, a folder, or items already in your library. File sharing sends files and folders with one branded link and lets you decide who can open it.
Some documents should stop being open after the event. A link expiration sets a date after which a transfer or request link stops working. For a document a vendor should read but not keep, choose View only, which lets recipients view the files but not download them.
Put the purpose and the date in the transfer title, such as "Vendor timeline, until the rehearsal". A vendor who opens the link weeks later then knows which document it is.
Deliver finals to the couple and each vendor separately
Final files are where handoffs go wrong. The photographer's gallery reaches the florist, or the wrong version of the timeline reaches the venue. Send each vendor their own transfer with only the files that vendor needs. On the transfer's sharing step, type the vendor's address under Share by email. Tarkle emails each address separately, so each vendor gets their own message.
File size decides the plan. Free has an up to 1 GB upload limit, which suits timelines, contracts and a few photos. Pro has an up to 200 GB upload limit, which leaves room for larger sets such as a full day of photos. The plans and pricing page lists every plan's limits side by side.
Tarkle covers the files in this routine. Timelines, budgets and vendor contracts stay in whatever planning tool you already use.
Set this up today
Create Incoming, Working and Final folders for your next wedding, named with its date and the couple's name.
Create one file request for the couple's materials and send its link.
Share the working documents in a transfer with an expiration date.
Send the finals to each vendor in a separate transfer.
Sign up for the Free plan and run one wedding through the routine.
What to remember about Tarkle
With file requests you collect files from anyone with one link, and file sharing sends planning documents with one branded link. Each vendor's final files can go in their own transfer, with an expiration date when the document should stop opening. The Free plan includes file sharing and file requests, and Pro raises the upload limit to 200 GB. Start for free.