Booking a CRM is a huge step for your business, so congratulations on making that move! Choosing Aisle Planner means you’re investing in systems that will save you time, streamline your workflow, and elevate your client experience. If you’re wondering how to set up Aisle Planner in a way that actually supports your business (instead of feeling overwhelming), this guide will walk you through the essentials.
As an Aisle Planner Certified Specialist, I’ve helped planners get their accounts organized, optimized, and working for them, not against them. Let’s break down how to set up Aisle Planner, one section at a time.
Business
The Business section is the foundation of your Aisle Planner account. Start here before adding client projects.
- Upload your logo and brand colors so your client-facing documents feel cohesive and professional.
- Add your business details, including contact information and default settings.
- Review your preferences for proposals, contracts, and invoices to ensure they align with how you run your business.
Taking time to complete this section ensures consistency across all projects and saves you from repetitive setup later.
Sales
The Sales area is where Aisle Planner supports your inquiry-to-booking process.
- Create proposal templates that reflect your services and pricing structure.
- Customize contracts so they’re ready to send without last-minute edits.
- Set up invoices and payment schedules that match how you collect retainers and balances.
If you’re transitioning from another CRM, think of this as translating your existing workflow into Aisle Planner, not reinventing it from scratch.
Checklist
Checklists are one of Aisle Planner’s most powerful tools.
- Build master checklists that reflect your planning process from start to finish.
- Assign tasks to yourself, your clients, or other team members.
- Set due dates relative to the event date so everything auto-adjusts.
Well-built checklists reduce mental load and ensure nothing slips through the cracks as your business grows. Aisle Planner’s default is a great starting part. I always recommend starting with it, but then updating it be even more thorough and catered to your business/clients.
Timeline
Timelines help both you and your clients visualize the flow of the event.
- Create timeline templates for different types of events or services.
- Include setup, ceremony, reception, and breakdown details.
- Share timelines with clients and vendors for clear communication.
Starting with a solid template allows you to quickly customize timelines for each event without starting from zero. My favorite feature is that if you update a time, it will automatically place that task at the correct time. No more manually moving things around!
Layout and Seating
The Layout and Seating tools are especially helpful for weddings and large events.
- Upload or create venue layouts to scale.
- Assign tables, guests, and seating arrangements visually.
- Make updates easily without redoing an entire chart.
This feature is a huge value-add for clients and helps you stay organized as RSVPs change. You can also easily export PDFs of the layout and seating with meal choices and any allergy/dietary restrictions for the catering team which is a huge help for them and makes the event run smoothly.
Contacts
The Contacts section acts as your built-in event address book. I sometimes refer to it as a rolodex. This is your full contacts list.
- Add vendor contacts you work with frequently.
- Store client and guest information in one place.
- Link contacts directly to projects for quick access.
Over time, this becomes a powerful resource that speeds up planning and communication. You don’t have to add everyone all at once, but adding a few that you routinely work with save you a lot of time!
Pro-Tip: Make sure you add contacts to your main contacts/rolodex first and then add them to a client project. If you add it to a client project first, it will not add it to the full contacts list.
Notes
Notes are where the details live.
- Store meeting recaps, phone call notes, and random ideas.
- Keep everything tied to the correct project so nothing gets lost in emails.
- Use notes as a running history of decisions and updates.
Think of the notes like a Google Doc. They have the functionality of a Google Doc and are a great way to keep track of things. You can also provide general information and details such as marriage license information or how to change your last name.
Learning how to set up Aisle Planner doesn’t have to be overwhelming. When you focus on building a strong foundation, starting with your business settings and working through each core feature, you’ll create a system that supports both you and your clients.
If you want help setting up Aisle Planner strategically, or you’re unsure how to tailor it to your specific planning process, working with an Aisle Planner Certified Specialist can make all the difference. A well-set-up CRM isn’t just a tool, it’s a game changer for your business. Contact me here to get started!
