“Are you available on 12 December?” looks like a simple wedding enquiry. Your answer may depend on the city, number of functions, scope of work and which planning team is already committed. A quick acknowledgement helps, but confirming a date before someone checks the calendar creates a different problem.
A WhatsApp CRM for wedding planners should preserve those details and show who owes the couple an answer. ADFLIKER supplies Meta lead capture, messaging, chatbot qualification and pipeline tools that you can configure for this process. Event availability still needs a check by your team.
Build an event brief before sending a package
For an enquiry from a Facebook or Instagram Lead Ad, use a short WhatsApp conversation to clarify:
- Event type, date and whether the date is flexible.
- City or venue, including whether a venue has been selected.
- Approximate guest count and number of functions.
- Requested service: full planning, decor, coordination or another defined package.
- An indicative budget range, if the client is comfortable sharing one.
These answers help a planner choose a relevant portfolio and prepare a consultation. A corporate dinner and a three-day wedding need different questions. Start with the event type and configure the remaining questions around it; see the chatbot qualification guide for a practical handoff pattern.
Make “availability pending” visible
A suggested pipeline is New Enquiry, Brief Collected, Availability Review, Consultation Booked, Proposal Sent, Decision Pending and Confirmed. Define what each stage means before staff begin using it. For example, Confirmed should reflect your own agreed booking requirements, rather than a positive WhatsApp reply.
Assign one planner to confirm dates and keep the client updated. ADFLIKER's appointment link can arrange a consultation from the chat. It does not establish that your venue, vendors or event crew are free for the wedding date.
Draft first reply: “Thanks for asking about [date] in [city]. We will check our team's availability. Is this for full planning or decor, and how many functions are you planning? We can then suggest a consultation.”
Follow up on the proposal, not just the lead
When sharing a proposal, record the version, the scope discussed and the agreed next contact date in your working process. A useful follow-up asks whether the client needs a scope adjustment, a venue discussion or time to review with family. “Any update?” offers little help when several people are making the decision.
For longer lead times, agree on when to reconnect. Pause routine sales messages after a booking, a decline or an opt-out. If you use portfolio broadcasts, group recipients by relevant event type instead of sending every enquiry every package. The WhatsApp broadcasting guide covers audience and message planning.
Follow WhatsApp's messaging policy: obtain opt-in, honour opt-outs and use approved templates where required.
Review where proposals stop moving
Count enquiries with a usable brief, availability checks awaiting an answer, consultations held and proposals accepted. Track lost reasons such as unavailable date, unsuitable scope or budget mismatch. These are more useful for planning than the raw number of brochure requests.
For example, if clients consistently pause after receiving a proposal, review whether the scope answers the brief before sending more reminders. Explore the ADFLIKER features and bring a sample enquiry and proposal process to a demo.