SOUND ORIGINALS
Planners & Coordinators
We've prepared this page specifically for wedding planners and day-of coordinators. We love partnering with you! We're on the same team to create a terrific experience for our mutual client.
Here's what to know --
Every client receives a link to their Client Portal. That's where they share information about their wedding, such as arrival time, address, timeline, etc. We explain to clients that we'll only rely on their Client Portal for important logistics.
Many planners contact us directly through email. Planners often send us DIFFERENT information from the Client Portal. That's very confusing. We've tried to develop a clear procedure to make sure information is in ONE PLACE.
The Client Portal is the ONLY SOURCE of information for the photographer and videographer. The Client Portal must be complete, correct and up-to-date. Every client can share their Client Portal URL with anyone they want. To ensure accuracy, Sound Originals does not update the Client Portal.
Here's what to know --
Every client receives a link to their Client Portal. That's where they share information about their wedding, such as arrival time, address, timeline, etc. We explain to clients that we'll only rely on their Client Portal for important logistics.
Many planners contact us directly through email. Planners often send us DIFFERENT information from the Client Portal. That's very confusing. We've tried to develop a clear procedure to make sure information is in ONE PLACE.
The Client Portal is the ONLY SOURCE of information for the photographer and videographer. The Client Portal must be complete, correct and up-to-date. Every client can share their Client Portal URL with anyone they want. To ensure accuracy, Sound Originals does not update the Client Portal.
- We're only allowed to send the Client Portal URL to the client who signed the contract.
- The client can share the Client Portal URL with anyone they want.
- The photographer or videographer won't see anything outside of the Client Portal.
- Photographers and videographers don't use email or text message.
CLIENT PORTAL FEATURES
- Send messages to the Sound Originals planning team
- Upload timelines
- Schedule a free planning meeting
- Update the arrival time and address
- View package details, such as coverage hours
- Add extra coverage hour(s)
- View wedding day contact phone numbers!
- Fill out wedding questionnaire
- View contract and pay invoices
- Ask questions or get help!
View Questionnaires, Details and Finished Photos/Videos
CLICK HERE - ACCESS VENDOR PORTAL
Gabriella
Planning Specialist
Sarah
Planning Specialist
Jessica
Director of Operations
FREQUENTLY ASKED QUESTIONS FOR PLANNERS
How can we tell you the arrival address and time?
It's easy! The Client Portal has a simple questionnaire. One of the most important questions is called "Arrival Time" and "Arrival Address." The Client Portal makes it clear that this is the only source of information for the photographer or videographer.
Can you send me the link to the Client Portal?
To protect our client's privacy, we are only allowed to share the Client Portal URL with the individual who signed the contract. This individual is more than welcome to share the URL with anyone they want.
Can you share contact information for the photographer or videographer?
The Client Portal will display the team's day-of phone numbers. This is only for the wedding day itself.
What happens if I send a timeline to the Sound Originals email address?
We'll do our best to review the timeline. We won't be able to download attachments or update the Client Portal. This can only be done by the client (or anyone with whom they share the Client Portal URL).
Can I change the arrival time or address on behalf of my client?
Yes, you absolutely can! Please ask your client for the link to their Client Portal. They are encouraged to share it with anyone they designate to be in charge of their wedding planning.
How can I send you the updated version of the timeline?
You can upload a PDF attachment to the Client Portal. That's what the photographer or videographer will have access to.
What happens if the timeline has different information than the Client Portal?
We've explained to the client in our contract and multiple emails that our team will ignore information that's different from the Client Portal. For example, the Client Portal has a questionnaire asking for the Arrival Time. If the questionnaire lists the Arrival Time as 12:00 pm, the photographer and videographer will arrive at 12:00 pm, no matter what any other documents, text messages or emails might say.
Will you forward my emails to the photographer?
No, we don't use emails to communicate with our team. All information for every wedding should be in ONE PLACE: the Client Portal.
Does this system work?
Yes!! We captured more than 1,000 weddings using the Client Portal. There were only 2 instances of confusion. In both those cases, the clients simply typed wrong information in their Client Portal, such as a wrong arrival time that they didn't actually want. That means our system helped us arrived at the right time and location 998/1,000 times!!
This procedure seems difficult. What's the point?
You'd be amazed how often planners send us different information from their clients. This is very confusing. Our team needs one source of information that's correct and up-to-date. We work enormously hard to provide our clients with terrific service. We want to arrive on-time, at the right location. It's confusing when we're trying to compare emails, text messages, PDF timelines and questionnaires from multiple sources. That's why we explain to our clients that we will only rely on the information provided in the Client Portal.
How can we tell you the arrival address and time?
It's easy! The Client Portal has a simple questionnaire. One of the most important questions is called "Arrival Time" and "Arrival Address." The Client Portal makes it clear that this is the only source of information for the photographer or videographer.
Can you send me the link to the Client Portal?
To protect our client's privacy, we are only allowed to share the Client Portal URL with the individual who signed the contract. This individual is more than welcome to share the URL with anyone they want.
Can you share contact information for the photographer or videographer?
The Client Portal will display the team's day-of phone numbers. This is only for the wedding day itself.
What happens if I send a timeline to the Sound Originals email address?
We'll do our best to review the timeline. We won't be able to download attachments or update the Client Portal. This can only be done by the client (or anyone with whom they share the Client Portal URL).
Can I change the arrival time or address on behalf of my client?
Yes, you absolutely can! Please ask your client for the link to their Client Portal. They are encouraged to share it with anyone they designate to be in charge of their wedding planning.
How can I send you the updated version of the timeline?
You can upload a PDF attachment to the Client Portal. That's what the photographer or videographer will have access to.
What happens if the timeline has different information than the Client Portal?
We've explained to the client in our contract and multiple emails that our team will ignore information that's different from the Client Portal. For example, the Client Portal has a questionnaire asking for the Arrival Time. If the questionnaire lists the Arrival Time as 12:00 pm, the photographer and videographer will arrive at 12:00 pm, no matter what any other documents, text messages or emails might say.
Will you forward my emails to the photographer?
No, we don't use emails to communicate with our team. All information for every wedding should be in ONE PLACE: the Client Portal.
Does this system work?
Yes!! We captured more than 1,000 weddings using the Client Portal. There were only 2 instances of confusion. In both those cases, the clients simply typed wrong information in their Client Portal, such as a wrong arrival time that they didn't actually want. That means our system helped us arrived at the right time and location 998/1,000 times!!
This procedure seems difficult. What's the point?
You'd be amazed how often planners send us different information from their clients. This is very confusing. Our team needs one source of information that's correct and up-to-date. We work enormously hard to provide our clients with terrific service. We want to arrive on-time, at the right location. It's confusing when we're trying to compare emails, text messages, PDF timelines and questionnaires from multiple sources. That's why we explain to our clients that we will only rely on the information provided in the Client Portal.
Client Portal
Here's an example of a question in the Client Portal. We try to make it very simple for clients to understand how important it is.