Manage

Vendors

Keep the planners, photographers, DJs and officiants you work with in one roster, and see where they show up across Hailo.

Updated September 2, 2026

Vendors are the other pros on a wedding: the planner, the photographer, the DJ, the officiant. Save each once and they auto-fill on every wedding that credits them. Open the roster from Settings > Vendors, or search "Vendors" with Cmd+K.

The roster

The subtitle reads "The pros you work with, saved once". A filter capsule lists All plus only the roles you actually have, each with a count; Search vendors filters as you type. Columns:

Column Detail
Name The person, with their role under it and a role-tinted monogram.
Business The business name, and a website link when set.
Reach Email, phone and Instagram as one-click links; they light up when you hover the row.

Click anywhere on a row to edit. No match: "No vendor matches that." Empty roster: Build your dream team, "The planners, photographers, DJs, officiants, and second shooters you trust. Add them once, they'll auto-fill on every wedding from here on out." with New vendor.

Add or edit a vendor

  1. Click New vendor (or a row).
  2. Who they are: Name ("The person you text"), Role, Business ("The name on their invoices").
  3. How to reach them ("One click from the roster once it's here"): Email, Phone, Website (the https:// prefix is added for you), Instagram (the @ is added for you).
  4. Private notes ("Only you ever see this"): style notes, what they are good at, how it has gone on past weddings.
  5. Click Add vendor (or Save changes). Cancel goes back without saving.

The rail on the right shows On your roster, a live preview of the row you are building: "Updates as you type. This is the row you'll see in the list, and on every wedding that credits them."

Roles

Planner, Photographer, Videographer, DJ, Band, Officiant, Florist, Caterer, Venue coordinator, Stylist, Other.

Remove a vendor

In the Remove block of the rail, click Delete vendor. The message reads "Removed: ". Weddings that credited them keep working; the credit no longer resolves to a roster row.

Message What to do
"A vendor needs a name." The name was blank. Everything else you typed is kept; add a name and save.
"Added: " / "Saved: " Done.

Where vendors show up

  • The wedding event. On a client, the Event form has four vendor slots: Planner, Photographer, DJ / Band and Officiant, each offering "none" or your roster. Florists, caterers and the rest are saved for credits and notes but do not have a slot on the event form yet.
  • Vendor credits on galleries. The Deliver gallery editor has a Vendor credits section that lists your roster so a couple's gallery can credit the team with links. See Vendor credits.
  • Email templates with a vendor recipient. Templates whose Recipient is set to vendor or planner can use the {{vendor_name}} and {{vendor_business}} merge tags, and client emails can use {{planner_name}} and {{photographer_name}} from the event. See Merge fields.
  • Search. Cmd+K finds vendors by name and shows "Vendor · ".
  • The client recordThe page for a client you added directly, with its tabs, automation controls and Activity rail, and why a converted lead looks different.
  • Vendor creditsCredit the photographer, venue, florist and everyone else on the couple's page.
  • Email templatesBrowse the starter library, make your own copies, and use the builder to write a template with a lifecycle phase, mood, recipient, merge tags and a live preview.
  • Merge fieldsEvery merge tag Hailo can fill in for you, what each one resolves to, the ones you must fill in yourself at send time, and the tags that are easy to mix up.
  • SearchOpen quick search with ⌘K, find leads, clients, invoices and pages by name, and peek at a record without leaving the screen you are on.
Still stuck? Send a note from the contact page and a real person at Hailo answers. Include the studio name you signed up with and, if it is about a specific screen, what you clicked.
Contact support