Skip to content

Wedding & Event Milestone Nudger · Hospitality & Events

Never chase a guest count or seating chart at the last minute

Every Monday AI drafts client nudges for milestones coming due and vendor confirmations for next week's events, from your Notion pages. You approve the batch once.

Available now $129 one-time · never renewsIncluded in Enterprise
Get this agent See how it works

Free account to start. Buying and running live need a paid plan.

  • Runs on a schedule
  • 2 AI steps
  • A person approves before it acts
  • About 20 min to set up

Sound familiar?

The job, before and after this agent.

What it feels like today

  • “I keep a spreadsheet of who owes me a guest count and still forget someone.”
  • “Confirming every vendor's arrival time the week of the wedding eats my whole day.”
  • “Clients are surprised by the final payment even though it's in the contract.”

What you get with the agent

  • Every Monday, reads your milestone template and upcoming events from Notion.
  • Drafts the client nudge for milestones due in the next one to two weeks, like final guest count, seating chart or final payment, using only your template and the event page.
  • About a week out, drafts one confirmation to the event's vendors with each one's arrival or load-in time and your day-of contact.
  • You approve the whole batch once, editing or holding any email, then each is sent with replies to your planning inbox.
  • Adds a dated note to each event's Notion page saying what was sent.

Before

Sunday night you go through every event, work out who's due what, and write the same reminder for the fifth time this season.

After

Monday morning there's one batch to read: three client nudges and one vendor confirmation. You tweak a line, approve it, and the notes are already on each Notion page.

How it works

The whole workflow, step by step.

Every Monday the agent reads your milestone template page and up to 50 upcoming events from Notion. For each event, AI compares the weeks to go with your template and drafts the client nudge for milestones due in the next one to two weeks, such as the final guest count, the seating chart or the final payment. About a week before the event it also drafts one confirmation to the event's vendors with each vendor's arrival or load-in time and your day-of contact. The planner approves the whole batch once and can edit or hold any email. Each email then gets a final check and is sent, and a dated note is added to the event's Notion page. Amounts come only from your Notion page: it doesn't take payments or send payment links. Not the Event Inquiry Responder, which answers new inquiries.

  1. TriggerEvery Monday at 8:00
  2. App callRead your milestone template
  3. App callRead upcoming events
  4. LogicCheck the event dates
  5. LogicEach upcoming event
  6. AI stepDraft this week's nudges
  7. Human approvalApprove this week's batch
    • Approved:Each approved event
    • Rejected:Batch rejected
  8. OutputBatch rejected
  9. LogicEach approved event
  10. AI stepFinal check on the wording
  11. LogicCheck the client email
  12. LogicCheck the vendor email
  13. LogicWhich emails go?
    • Client + vendors:Email the client
    • Client:Email the client
    • Vendors:Email the vendors
    • Nothing:Nothing sent
  14. OutputEmail the client
  15. OutputEmail the vendors
  16. App callAdd a note to the event page
  17. OutputEmail the client
  18. App callAdd a note to the event page
  19. OutputEmail the vendors
  20. App callAdd a note to the event page
  21. OutputNothing sent
  22. OutputBatch sent

This is the workflow that opens in your workspace when you set the agent up. Every step can be edited.

  1. Step 1Every Monday at 8:00Runs once a week. Set your time zone on the trigger.
  2. Step 2Read your milestone templateReads your milestone template page in Notion as text (e.g. “12 weeks: final guest count; 4 weeks: seating chart; 2 weeks: final payment”).
  3. Step 3Read upcoming eventsReads up to 50 upcoming events (event date today or later, soonest first) from your Notion events database.
  4. Step 4Check the event datesIn code, not AI: works out the days to each event (in your time zone), leaves out events without a date or already past, and marks the events 4–10 days out that get the vendor confirmation. Change the vendor window here (within.min / within.max).
  5. Step 5Each upcoming eventRepeats the draft step for every upcoming event the date check kept (up to 50 per run).
  6. Step 6Draft this week's nudgesAI compares the days to the event (computed in code) with your milestone template and drafts the client nudge for milestones coming due, and, when code marks the event 4–10 days out, the vendor confirmation.
  7. Step 7Approve this week's batchAll of this week's drafts wait in Reviews together. The planner checks every email, edits any, holds any and approves; nothing is sent before that.
  8. Step 8Batch rejectedNothing was sent this week.
  9. Step 9Each approved eventRepeats the checks, the emails and the Notion note for every event in the approved batch.
  10. Step 10Final check on the wordingAI reads each approved event's emails only for payment links, card or bank requests, amounts other than the balance on the event page, and AI mentions — milestones, dates, arrival times and the balance due are fine. It must quote the exact sentence it objects to.
  11. Step 11Check the client emailIn code: still marked to send after review, exactly one valid client email, and a subject and body with no placeholders left — plus the wording check's verdict. The result is in client_check.
  12. Step 12Check the vendor emailIn code: still marked to send after review, vendor addresses present, and a subject and body with no placeholders left — plus the wording check's verdict. The result is in vendor_check.
  13. Step 13Which emails go?Each event sends the client nudge, the vendor confirmation, both or nothing — whichever passed the checks.
  14. Step 14Email the clientSends the approved milestone nudge to the client, with replies going to your planning inbox.
  15. Step 15Email the vendorsSends the approved confirmation to the event's vendors (up to 5, who see each other's addresses, as on a day-of contact sheet).
  16. Step 16Add a note to the event pageAppends a dated note to the event's Notion page: what was sent.
  17. Step 17Email the clientSends the approved milestone nudge to the client.
  18. Step 18Add a note to the event pageAppends a dated note to the event's Notion page.
  19. Step 19Email the vendorsSends the approved confirmation to the event's vendors.
  20. Step 20Add a note to the event pageAppends a dated note to the event's Notion page.
  21. Step 21Nothing sentNo email due, approved or passing the checks for this event this week; the reasons are in client_check and vendor_check.
  22. Step 22Batch sentThe run history keeps the batch and every outcome.

Example run

What goes in, and what comes out.

Example with fictional data

Comes in

Fictional event: Rivera–Chen wedding, 2 weeks out. Your template says “2 weeks: final payment (balance due)”. Balance due on the page: $2,400.

The agent produces

Friendly reminder drafted to the couple for the $2,400 balance as shown on their Notion page. Waiting in the Monday batch for your approval, then noted on the event page.

What you need

Everything it takes to run it.

About 20 minutes from purchase to live. A checklist above the canvas takes you through each step.

Plan

Included in Enterprise; on other paid plans it's $129 once. Agents run live on paid plans, from Basic ($39/mo).

Your AI key

Connect any of 14 AI providers on your own key. Your provider bills usage directly, at cost; we add no markup.

Apps

Checklist

  • A paid plan (agents run live on paid plans).
  • An AI provider key (Settings → AI Providers).
  • Notion, connected in Settings → Integrations, with an events database and a milestone template page.

Setup, about 20 minutes

  1. Connect your AI provider. The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
  2. Connect Notion. Connect Notion and share your events database and milestone template page with the Fluxo Flow integration (Settings → Integrations → Notion).
  3. Pick your template and events. Open “Read your milestone template” and “Read upcoming events” and pick your Notion account, the template page and the events database.
  4. Add your planning details. Open “Draft this week's nudges” and replace the placeholder with your planning details.
  5. Add your planning inbox and Notion notes. Open the four email steps and enter your Reply-to address, then the three “Add a note to the event page” steps and pick your Notion account.
  6. Test it with Dry Run. Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
  7. Switch the trigger on. Open the trigger, set your time zone and switch the schedule on. It runs every Monday at 8:00.

Is it a fit?

Who it's for, and what it won't do.

Built for

  • Wedding planners and coordinators
  • Event planning studios
  • Venues with an in-house coordinator

What it doesn't do

  • It doesn't take payments, send payment links or calculate amounts: the balance comes from your Notion page.
  • Up to 50 events per run. Milestones already overdue when an event is added aren't chased.
  • Vendor confirmations go as one email to up to 5 of the event's vendors, who see each other's addresses.
  • Not the Event Inquiry Responder, which answers new inquiries.

We list the limits up front so you can decide before you buy.

Price

$129 one-time

Per workspace. It never renews.

Available now
  • Included at no extra cost on Enterprise.
  • Buying and running it live need a paid plan, from Basic ($39/mo).
  • Dry Run costs nothing: simulated AI and app calls, nothing sent.
  • AI usage is billed by your own provider, at cost. No AI credits to buy from us.
Get this agent See how it works

One-time agent purchases aren't covered by the 30-day money-back guarantee. Refund policy

FAQ

Questions about Wedding & Event Milestone Nudger.

Will it email a client something wrong?

You approve every Monday batch and can edit or hold any email. Amounts come only from your Notion page; it never calculates amounts or sends payment links.

Will clients get the same nudge twice?

No. Each week it only drafts milestones due 7–13 days later, so each one comes up once. Milestones already overdue when an event is added aren't chased.

How long does setup take?

About 20 minutes: connect Notion, pick your template page and events database, and add your planning details and inbox.

Is it worth paying for?

It's a one-time purchase that never renews, set against tracking milestones in your head and writing every reminder yourself. You need a paid plan and your own AI key; Dry Run is free.

What goes on the milestone template page?

A plain Notion page listing your milestones by time before the event, e.g. “12 weeks: final guest count. 8 weeks: menu tasting booked. 4 weeks: seating chart and timeline. 2 weeks: final payment (balance due).” Edit it any time; the agent reads it each week.

Will a client get the same nudge twice?

No: each week it only drafts milestones due 7–13 days later, so each one comes up in exactly one weekly run. Milestones already overdue when an event is added aren't chased.

How are the dates worked out?

The days to each event and the vendor-confirmation window (4–10 days out) are counted in code from the Event date property, in your trigger's time zone; change the window in “Check the event dates”. The AI matches your template's milestones (weeks before the event) to this week and writes them as the template words them, never as a computed calendar date.

Does it take payments?

No. It reminds clients of the balance using the amount on the event page, and never sends payment links or calculates amounts.

What Notion database do I need?

An events database with the properties Name (title), Event date (date), Client email (email), Package (text or select), Planner (text), Venue (text), Vendors (text: one per line “name — role — email — arrival or load-in time”), Balance due (text), Status (select; Cancelled and Completed events are skipped), shared with the Fluxo Flow integration.

Is this a subscription?

No. Wedding & Event Milestone Nudger is a one-time purchase of $129 per workspace and never renews. The Enterprise plan includes it at no extra cost. Running it live needs a paid plan (from Basic ($39/mo)), and your AI provider bills you directly for usage.

Can I test it before it touches real data?

Yes. Once it's set up in your workspace, Dry Run plays every step on sample data with simulated AI and app calls: nothing is sent and nothing in your apps changes. Switch the trigger on only when you're happy.

Put Wedding & Event Milestone Nudger to work.

Free account, no credit card. Your Agents page opens with Wedding & Event Milestone Nudger ready to buy and set up, then Dry Run it before it goes live.

Get this agent See how it works