Three events land on the same weekend, and supplier confirmations still live on the phone.

Rocketly is a CRM layer that follows the event file from the first message to the close: enquiries from connected channels attach to a single file, site visits and rehearsals sync with the calendar, the concept quote and contract are documented, and supplier confirmations and the payment schedule are tracked as tasks. Venue booking systems and production software keep running in parallel.

Yes. Connected sources such as WhatsApp Business, a personal WhatsApp line, Instagram DM and story replies, Facebook Messenger, Telegram, email and the web chat widget appear in the same inbox. Rocketly supports 14 channel types in total; which ones you can open depends on your account configuration and plan. Phone enquiries are noted on the same file.

On every event file, confirmation, advance payment and delivery items open as tasks for suppliers such as photographers, caterers, bands and decor teams, each with an owner and a date. A reminder draft is prepared for anything unconfirmed, and the coordinator edits it and decides whether to send. Because availability follows the supplier’s own calendar, Rocketly makes no commitment about a venue or a date.

The payment schedule is kept as a tracked record: you write deposit and instalment dates onto the file, build a workflow that opens a task for the owner as a date approaches, and keep invoice records on the same file. Rocketly does not collect money and keeps no statutory accounting ledger; the pre-accounting add-on and your existing finance software work side by side.

You build the schedule as a document template, turn its time slots into a task list and assign an owner to each item. The crew reads the same list on the same file, completed items are ticked off and anything that slipped is written as a note. That replaces several versions circulating in different WhatsApp groups with one list, while live direction on the day remains the team’s responsibility.

Yes. You can build separate process stages, forms and tag sets per event type: quoting and invoicing lead the corporate flow, while site visits and rehearsals lead the wedding flow. Workflow Builder ships with 60 templates and offers 48 trigger types, so the two processes run in one account without mixing.

Yes. Every file is recorded with the channel and campaign source it came from, and 38 ready-made report types let you evaluate with your own data which channel converts to a site visit and which event type reaches the deposit stage. Goals and the team leaderboard cover period tracking per coordinator.

Yes. Bulk import runs from CSV, Excel, VCF and Google Sheets, mapping name, phone, email and custom fields such as event date. Suppliers can be kept and tagged as a separate segment. Checking the mapping with a small sample file first and clearing duplicates beforehand is recommended.

Yes. There is a permanently free plan, no credit card is requested and there is no trial-period concept. AI, advanced workflows and some channel connections sit in paid plans. The pricing page shows which feature belongs to which plan, and you can change the number of users later as the season load changes.