Best Project Management Tools for Wedding Planners: 2025 Edition

Wedding planning is about balancing endless detail, where vendors, guest lists, and timelines can quickly pile up. But with management tools? You can stay organised, feel less stressed, and focus on creating an unforgettable day for your clients. As you manage an intimate ceremony or a grand celebration, these tools will streamline your workflow. So, what are the best ones for 2025 wedding planning?

Top Project Management Tools for Wedding Planners

1. Plan In Love

Having the right templates can make all the difference when staying organized. Plan In Love offers customisable checklists and templates for everything—budgets, timelines, seating charts, and vendor management. Even better, it works on Google Sheets, Excel, and PDFs, so you can choose the format that fits your style.

• Best for: Planners who want simple, flexible tools to organise every step of wedding planning easily.

2. Slack

Clear communication is crucial when juggling multiple tasks and people. Slack makes this easy by keeping all your conversations in dedicated channels. Chatting with vendors, clients, or your team?  You can keep everything organised and accessible.

• Best for: Planners who need a real-time communication hub to simplify collaboration and avoid email overload.

3. Basecamp

If you want to keep things simple but effective, this tool is a great fit. Basecamp lets you assign tasks, set deadlines, and track progress in one place. Plus, you’ll get notifications whenever something’s completed, so you’re always up-to-date.

• Best for: Wedding planners who prefer a straightforward tool for managing tasks and team updates.

4. Trello

Visual thinkers will love how Trello simplifies wedding planning. With its intuitive board system, you can assign tasks, track progress, and rearrange priorities as needed. The real-time updates ensure nothing gets missed along the way.

• Best for: Planners handling complex events who want a clear, visual way to stay on track.

5. Asana

This project management tool is an impressive companion for those who need flexibility in addition to structure. Asana offers Kanban boards, mobile tracking, and detailed reports. You can easily manage tasks from anywhere, even on the day of the wedding.

• Best for: Wedding planning team that juggles multiple vendors or events.

6. Jira

When you’re working with large teams or managing time-sensitive tasks, Jira offers the ideal features. Its time-tracking and advanced filters help you stay on top of progress while generating detailed reports for your team.

• Best for: Teams that work on complex weddings that require precise planning and time management.

7. Active Collab

If budgeting is your top concern, this tool can keep things on track. Active Collab lets you manage expenses, invoices, and tasks in one place. Clients can even access updates, so they’re always in the loop.

• Best for: Wedding planners focused on budgeting and client transparency who need all-in-one financial tools.

8. Wrike

Balancing workloads can get tricky, particularly for large events. Wrike’s resource management tools make distributing tasks evenly across your team easy. You can switch between Gantt charts and Kanban views, depending on what works best for you.

• Best for: Planners who manage team-heavy events, balance workloads, and adapt as plans evolve.

9. ProjectManager

For weddings with lots of moving parts, ProjectManager keeps everything in order. Its features include budget tracking, timesheets, and Gantt charts to help you break down large events into manageable pieces.

• Best for: Planners who organise highly detailed weddings and need tools to handle complex logistics.

10. Whova

Not only does Whova simplify planning, but it also enhances guest experiences. You can manage registration, updates, and communication seamlessly while giving attendees tools to network, join chats, and personalise their schedules.

• Best for: Planners seeking an all-in-one platform that handles logistics and elevates guest engagement.

11. HubSpot

Keeping track of clients and leads doesn’t have to be a headache. HubSpot combines CRM and event management so you can organise client interactions and manage registrations. You can even grow your business through its marketing tools.

• Best for: Wedding planners who balance client relationships with event logistics, build strong connections, and grow their audience.

More…

• https://www.socialtables.com/blog/event-planning/event-project-management
• https://whova.com/blog/event-project-management-tools
• https://blog.candicecoppola.com/software-for-wedding-planners