How to Migrate Active Wedding Planning Clients Without Losing Context

Which clients should move first?

Start with a small representative group: one newly signed couple, one wedding in active vendor work, and one wedding close to event week. This exposes gaps across onboarding, planning, and delivery before the full roster moves.

• Record the current source of truth for each planning area
• Name the planner responsible for verifying each wedding
• Flag weddings with urgent deadlines or sensitive handoffs
• Keep a rollback path to the previous record during verification

What information should be reconciled?

Reconcile the wedding profile, contracted scope, date, location, guest target, working budget, booked vendors, venue status, room blocks, files, open decisions, dated tasks, and communication permissions.

Do not measure migration success by row count. Measure whether the planner can identify the next action, its owner, its due date, and the supporting context without reopening the old system.

How should the couple participate?

Send one clear invitation explaining why the studio is moving, what the couple controls, and what happens after acceptance. The couple should authenticate, select or create their wedding, and explicitly approve any optional mailbox sharing.

When can the old system be retired?

Retire it only after the responsible planner confirms the new workspace against the old record, resolves missing fields, verifies upcoming deadlines, and records where any intentionally excluded historical material will remain.