Guides for getting the most out of Venuley, answers to common questions, and a way to reach us.
For venues
For couples & planners
For vendors
Your first week with Venuley
Set these up in order and everything else — invites, reminders, payments, and reports — works the way you expect.
1
Fill in your venue profile
Name, location, timezone, the welcome message couples see, and which details you track (inquiries, tours, lead source, guest count).
Settings → Venue profile
2
Set your vendor & insurance rules
Write what your COI must include, choose which vendor types every wedding needs, and decide how reminder emails work.
Settings → Vendor & COI requirements
3
Add your products
Your packages and add-ons with their usual prices (flat, per guest, or per hour), plus your usual service charge and tax.
Settings → Products
4
Create a default payment plan
Deposit and installment schedule. Every new booking gets real due dates from it, and the Revenue Forecast depends on it.
Settings → Payment plans
5
Bring in your existing weddings
Import your spreadsheet (Excel or CSV) instead of retyping. Include booking dates so your reports and Booking Pace are accurate.
Projects → Import
6
Invite your first couple
Mark a wedding Booked, then use the Couple access card on its page to email their invite.
Projects → open a wedding
7
Add your team and staff
Team members log in and help manage Venuley; staff are the people you schedule for events.
Settings → Team · Staff schedule
Setting up your venue
The settings that shape everything else — worth ten minutes on day one.
Settings → Venue profile holds the basics for each venue on your account.
Name and location appear in couple emails and on the couple’s dashboard.
Timezone keeps dates and reminder timing right for your area.
Invite message is the welcome couples see when they open their portal — make it sound like you.
Track inquiries / tours / lead source / guest count: turn off anything you don’t record. The project form hides those fields and the related reports, so your team only sees what you use.
Run more than one venue? Use the venue picker at the top of each settings page to switch which venue you’re editing.
Settings → Vendor & COI requirements. Everything on this page saves the moment you change it — look for the green “Saved”.
COI requirements text: exactly what a certificate must include (for example $1M general liability with your venue as additional insured). Couples and vendors see this word for word.
COI due: how many days before the wedding certificates are due. Shown to couples as their deadline.
Couple reminder emails: when to start (days before the wedding) and how often to repeat. Reminders list only what’s still missing and stop once everything’s in.
Vendor COI expiry emails: automatically send vendors in your database an upload link before their certificate expires. Only vendors with an email on file are contacted.
Vendor requirements: switch on each vendor type every wedding must have (caterer, bar, DJ…). For any of them you can require couples to book from your approved list.
Allow couples to request exceptions: lets a couple ask to skip a required type or use someone off your list. You approve or deny each request on COI review.
Vendors that don’t need a COI: types that never need insurance (stationery, alterations…). They won’t count against a wedding.
Settings → Products is your price list: packages, rentals, add-ons.
1.
Add each product and choose how it’s priced: “Flat price” (the same for every wedding), “Per guest” (multiplied by the guest count), “Per hour” (multiplied by hours), or “Refundable deposit” (a security deposit you return — collected, but never counted as revenue).
2.
Per-guest and hourly products can have a minimum — for example $150 per guest with a $15,000 minimum. A wedding is charged whichever is higher.
3.
Under Pricing defaults, enter your usual service charge and sales tax (leave them at 0% if you don’t charge them), and whether tax applies to the service charge.
4.
Simple pricing: on a wedding, pick one product and its price fills in Revenue — you can still adjust it.
5.
Itemized pricing: tap “Itemize instead” to add a package plus any add-ons, a discount, service charge, and tax. Venuley adds it all up.
6.
Reports → Revenue by Product then shows which packages earn the most.
Venue revenue — what reports count — is your items minus any discount, plus the service charge.
The couple’s total adds sales tax and any refundable deposit. The payment schedule is built from that total.
Changing a product’s price later never changes weddings you’ve already booked.
Settings → Payment plans. A plan is a set of installments — for example 25% at booking, 50% six months before, 25% thirty days before.
Installments must add up to 100%. Due dates can be at booking, a number of days or months before the wedding, or a fixed date.
Mark one plan as the default. New bookings use it automatically.
Each wedding gets its own copy with real dollar amounts and dates, so editing a plan later never changes existing weddings.
You don’t have to record payments. Venuley assumes each payment arrives on its due date, so the Revenue Forecast and Upcoming Payments work from the schedule alone, and a past payment just shows “due date passed”.
If you’d rather reconcile, turn on “Mark payments as received” at the bottom of Settings → Payment plans. Each payment then gets a Paid switch on the wedding’s page, unpaid ones past their due date show as overdue, and paid ones drop out of the forecast.
The Revenue Forecast’s “projected” numbers need a default plan — without one it only shows confirmed payments.
1.
Settings → Team → Invite member, and enter their email.
2.
Choose Full access (can change everything) or Read-only (can look but not change anything).
3.
They get an email with a link that only works for that address and expires in 7 days.
Only the account owner can invite or remove team members and manage billing. Settings → Activity shows who did what.
Weddings & projects
Track every couple from first inquiry to the big day.
Inquiry — they reached out. Counts toward inquiry and lead-source reports.
Toured — they visited. Counts toward tour reports and the conversion funnel.
Booked — they signed. Counts toward revenue, forecasts, payments, the staff calendar, and turns on COI tracking and the couple portal.
Cancelled — the wedding isn’t happening. It drops out of forecasts, COI tracking, reminders, and the staff calendar, and the couple’s portal becomes view-only. Any money you keep (a non-refundable deposit, say) stays in your revenue: Venuley fills in what was due by the cancellation date (or what was marked paid, if you record payments), and you can change it. Set it back to Booked to restore everything.
Moving a project forward fills in the matching date (tour, booking, cancellation) with today if it’s blank — so your reports see the step happened.
1.
Projects → Add project (or click a date on the Staff schedule).
2.
Enter the couple’s names and email — the email is what their invite is locked to.
3.
Set the status and dates. Pick a product to fill in revenue (or itemize the pricing), and a payment plan to build the payment schedule.
4.
Save. You can edit anything later from the wedding’s page.
1.
Projects → Import, then choose your Excel or CSV file.
2.
Match your columns to Venuley’s fields (couple name, wedding date, booking date, status, revenue…).
3.
Review the preview. Rows that look like duplicates are unchecked by default.
4.
Import. Everything lands as normal projects you can edit.
Include the original booking date for past weddings too. Reports like Booking Pace compare years, so missing booking dates make last year look emptier than it was.
Filter by status, jump month by month, or search by couple name.
Click any column header to sort — wedding, booking, inquiry, or tour date, status, COI progress, or revenue.
Export downloads everything currently shown as an Excel file.
The Vendors column shows how many required vendor types are covered, at a glance.
Couples & the couple portal
Give couples their own place to add vendors and upload insurance.
1.
Make sure the wedding is Booked and has the couple’s email.
2.
Open the wedding → Couple access → “Email invite to …”, or Copy link to send it yourself.
3.
The link stays the same until it’s used, so you can resend it any time. Only the couple’s email can use it.
4.
Sent it to the wrong person? Reset link cancels the old one and makes a new one.
Once they join, the card shows who joined and when. Couples invite their partner, family, or planner themselves from their dashboard.
Automatic reminders follow your schedule in Settings → Vendor & COI requirements, for Booked weddings only.
Each email lists exactly what’s still needed — vendors without an approved certificate and required vendor types nobody’s booked. Anything waiting on your review isn’t listed.
Send reminder on a wedding’s page shows you the email’s list first, then sends it now. The automatic schedule then waits a full interval.
To stop reminders for one wedding, turn off “Automatic reminder emails” in its Couple access card.
Certificates of insurance (COI)
Collect, review, and keep track of every vendor’s insurance.
Everything waiting on you is on COI review.
Pending review: certificates couples uploaded. View the file, then Approve (confirm the coverage dates) or Reject (with a reason the couple sees).
Uploaded by vendors: certificates vendors sent through a request link. Approving updates every upcoming wedding they’re booked for.
Waiver requests: a couple asking you to skip a certificate for a vendor.
Vendor exceptions: a couple asking to skip a required vendor type or use someone off your approved list.
Venuley reads the General Liability dates off most PDF certificates and fills them in for you — always double-check before approving. Scanned images need the dates typed in.
1.
From the Vendor database, or from a vendor on any wedding’s page, click Request COI.
2.
Confirm their email. They get a secure upload link — no account needed. It works once and lasts 30 days.
3.
Their upload appears on COI review under “Uploaded by vendors”. Approve it once and it covers every upcoming wedding they work.
Not uploaded — no certificate yet.
Pending review — uploaded and waiting for you.
Approved — a certificate on file covers the wedding date.
Flagged — certificates are on file, but none cover the wedding date (expired before it, or starts after it). The couple is asked for a current one.
Waived — you decided this vendor doesn’t need one for this wedding.
Not required — the vendor type is on your “no COI needed” list.
COI tracking only applies to Booked weddings; inquiries and tours show “COI not required yet”.
Every vendor you or your couples add, in one place. Couples pick from it so you don’t get duplicates.
Add an email to each vendor so you can request certificates and send expiry reminders.
COIs shows every certificate on file for a vendor and lets you upload a new one. The same window opens from Upload COI on any wedding’s vendor list.
Filters show who’s active, expiring soon, expired, starting later, or missing a certificate.
Venuley keeps every certificate a vendor has sent, not just the latest. Each wedding uses whichever one covers its date. So if a vendor sends next year’s policy early, weddings this month stay approved by the current policy, and weddings after the renewal starts are approved by the new one. Nothing needs to be redone by hand.
However a certificate arrives (you upload it, the vendor uses a request link, or you approve one a couple or planner sent), it’s saved to the vendor and every upcoming wedding using them is re-checked automatically.
A vendor typed in by hand on a wedding is matched to your database by name, so it picks up certificates you already have.
Changing a wedding’s date re-checks its vendors against everything on file.
Uploaded something by mistake? Remove it from the COIs window. Upcoming weddings that relied on it are re-checked; past weddings keep their record.
Expiry reminders go out only when coverage actually runs out. A renewal already on file counts.
Staff schedule
Who’s working, and when — alongside every booked wedding.
1.
Staff schedule → Add employee with their name, role, and contact details.
2.
Click any day to add shifts, and link a shift to that day’s wedding.
3.
Use Recurring next to an employee for regular shifts (every Saturday, every Monday tours…). They appear on the calendar right away.
4.
Pause or remove a recurring pattern to clear its upcoming shifts; past shifts stay as a record.
Booked weddings show on the calendar automatically. If a wedding is cancelled, any shifts tied to it are flagged in that day’s view.
Reports
Bookings, revenue, and your sales pipeline — click any bar to see the weddings behind it.
The year picker at the top applies to every report except Revenue Forecast and Upcoming Payments, which always look ahead from today.
Each report says what it counts by: weddings taking place in the year, or inquiries, tours, and contracts that happened during it.
Click any bar, row, or ring to see exactly which weddings make up that number, each linking to its page.
Print and Excel export the report you’re looking at.
Booking Pace compares how many weddings you’ve booked for next year with how many you’d booked for this year at the same point last year. It opens on next year’s season.
Revenue Forecast shows the next 12 months: confirmed payments from booked weddings’ payment plans, plus a projection for bookings you don’t have yet. Click a month to see every payment and how the projection was worked out.
If Booking Pace says last year’s history looks incomplete, import those weddings with their original booking dates.
Billing & your account
Your free trial, subscription, and login.
Every venue gets a 30-day free trial with full access. A card is required to start, and you’re not charged until the trial ends.
We email you before the trial ends. After that it renews automatically — $20/month or $200/year — until you cancel.
Settings → Billing → Manage subscription to update your card, see invoices, or cancel. Cancelling takes effect at the end of the period you’ve paid for.
Couples, planners, and vendors never pay.
Settings → Account to change your password, sign out, or delete your account.
Forgot your password? Use “Forgot your password?” on the log-in page.
Your weddings, vendors, and reports can be exported to Excel any time from Projects and Reports.
Troubleshooting
Check your spam or promotions folder for mail from noreply@venuley.com.
Make sure the address is spelled correctly (venues: check the email on the project or vendor).
Waiting on a confirmation email? On the log-in page, try to log in — you’ll get a “Resend confirmation email” option.
Sign up or log in with the exact email address the invite was sent to.
Team and helper invites expire after 7 days; vendor upload links after 30 days. Ask for a new one.
A couple’s link stops working if the venue resets it or marks the wedding cancelled.
You may have read-only access — ask the account owner (or the couple) to change your permission.
The wedding may be marked cancelled by the venue.
Venue accounts: if your trial or subscription has ended, reactivate it from the billing page.
Automatic reading works on most standard PDF certificates but can miss on scans or unusual layouts. Correct the dates in the approval box before approving — you’re always the one who confirms them.
Click the bar or number to see exactly which weddings it counts. Most surprises come from a missing date (for example a booking date that was never entered) or a wedding still marked Inquiry instead of Booked.
Still need help? Send us a message
A real person reads every message, usually within one business day. You can also email saasoftware.reid@gmail.com.