How to Automate DJ Event Planner

The couple's planner lives in DJEP beside their contract

For a mobile DJ company, each booking runs for months before the event itself. DJ Event Planner, which its own site shortens to DJEP, is web-based software built for that stretch: the inquiry, the quote, the signed contract, the deposit, and the planning with the couple that fills the weeks before a wedding.

It runs in any modern browser. Inquiries arrive through the availability checker and the request form on the DJ's own website. Contracts are signed online, payments come in through PayPal, Square, Stripe or Authorize.Net, and each couple gets a client portal with planning forms, a timeline and song lists, including the ones they never want to hear. Guests can add requests of their own before the night.

A single-op DJ uses it alone. A multi-op company adds employee logins, so each DJ sees their assigned events and what they expect to earn from each, submits timesheets and requests time off there. Plans run from StandAlone at $20 a month for 10 employees to Premium Plus at $50 for 500.

Between the booking and the first dance sit months of follow-ups

The DJ work happens on Friday and Saturday nights; the office work happens on a Tuesday afternoon, usually by the owner. Quotes sent in the spring need a follow-up before the couple books someone else. A planner that should be finished a month out still has the grand entrance names blank. A client changes the first dance song at eleven at night, and DJEP emails to say something changed without saying what.

With five DJs and a dozen weddings a month, the owner is checking who is assigned where, whose balance is unpaid three weeks out, and whether the inquiries came from the website or from a wedding marketplace listing that costs money every month.

DJEP's scheduled emails go out by event date, status and payment

The request form sends an auto-reply the moment an inquiry arrives. Event-based email templates fire on a day the owner picks, before or after the event date, filtered by event type, status, package and whether the event is paid in full, which covers planning meeting nudges, balance reminders and the evaluation request ten days afterwards. Scheduled Actions change an event's status once its date passes, and Client Lockout stops couples editing their forms from a cutoff the owner sets, counted in days or fixed to a weekday before the event.

In DJEP's own wedding setup guide, the planning reminders go to every booked wedding at 60 and 45 days out; skipping a couple who has finished means changing their event status by hand. The change alert tells the owner that a couple changed their planner, and DJEP's help says the email will not list the changes; the owner opens the planner to see them. Check Availability counts booked events on a date against a daily maximum, not the hours, and the hourly iCalendar feed, on StandAlone and above, puts DJEP's events on Google, Apple or Outlook calendars.

The Inquiry Source report counts where leads came from, while what each paid listing cost sits in the owner's statements. A lead from a wedding marketplace lands in the owner's email, to be entered in DJEP.

Each planner change reaches the assigned DJ as a list of what changed

When DJEP's change alert arrives, the assigned DJ gets one message with the difference against the last copy of the planner: first dance changed, two songs added to Do Not Play, grand entrance still missing the bridal party names.

Thirty days out, the DJ sends each couple whose timeline is still empty a note that names the sections left, instead of the same template everyone received at 45 days. Quotes still open after a week get a follow-up from the owner that mentions the date, the package and whether the date is still free.

Each month the Inquiry Source report sits beside what each paid listing cost, so the owner sees which listings turn into booked weddings. Every Monday the owner sees the weekend's bookings set against each DJ's own Google Calendar, so a family party a DJ forgot to block off shows up before Saturday.

Every WebRun visit to DJEP shows in the employee activity log

Comparing a planner with its last copy, or reading thirty days of planning forms, is page-by-page work in DJEP's client records. WebRun is an AI agent that works a real Chrome browser, signed in as you. DJEP treats it as an employee, so each visit lands in the record DJEP keeps of employee logins and edits, and it runs each evening or each Monday as the owner sets.

It sends nothing to a couple or a venue, marks no payment and changes no event status; each DJ reads the draft for their couple and sends it.

The questionnaire chaser is the DJEP workflow closest to the planner check described here, drafting a reminder to each couple who has not returned their music or timeline questionnaire.