Koordli Docs
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Move through the guide at your own pace. Learn the workflow from first enquiry to final guest check-in, with practical details for every part of the system.
What happens when you sign up, and what that one dropdown actually controls.
Registration takes four short steps: your account details, a 6-digit email verification code, choosing a plan, and an optional setup step you can skip. Your workspace is created the moment your email is verified.
During signup you'll choose what best describes your business — Weddings & Celebrations, Corporate Events, Production, Church, Conference, Entertainment, Exhibition, Other, or Full-Service if you work across multiple types.
This does exactly two things, both helpful, neither permanent:
The core object everything else in Koordli attaches to.
Every event has a status, a date, a venue, an assigned team, and its own dedicated pages for Guests, Budget, Vendors, Tasks, Checklist, Moodboards, and Runsheet. Assign staff to an event's team to control who sees it in their dashboard and notifications.
What your clients can see, and how you control it.
Each client gets a secure login to a simplified portal — their event overview, messages with you, checklist progress, shared moodboards, and their budget — only what you explicitly choose to share.
Under Client Financial Visibility in your settings, four toggles control exactly what a client can see:
| Field | Default | Shows |
|---|---|---|
| Their Balance | On | Agreed budget, amount paid, outstanding |
| Cost Breakdown | Off | Spending by category, paid vs. outstanding |
| Vendor Payment Detail | Off | Which vendors are paid, and how much |
| Your Professional Fee | Off | Your fee amount and structure |
Your directory, agreements, and the money that flows through them.
Build a private directory of vendors, assign them to events, generate branded contracts with e-signatures, and track invoices with multiple payments each. A vendor invoice automatically keeps your event's Budget in sync — nothing needs entering twice.
Vendors and clients can also get their own portal logins — vendors to update runsheet status and manage availability, clients to track their event and payment progress.
Built to work whether you charge a flat fee, a percentage, or something else entirely.
Every cost item can be tagged with who's actually responsible for it:
Your professional fee is completely separate from the client's event budget. Pick a structure for your own records (Fixed, Percentage of Budget, Per Guest, Per Day, Package, or Custom), then confirm one real number.
Tag a payment "Your Professional Fee" when recording it to count it toward your fee specifically. Once fully collected, you'll get an automatic email.
Your own Koordli subscription — separate from your clients' event budgets.
Manage your plan, payment method, and upgrade options under Billing. Some features (custom subdomain, custom domain, white-label branding) are plan-gated and show an upgrade prompt if your current plan doesn't include them.
Two related but distinct tools — delegated work vs. planning milestones.
Tasks are assignable, tracked by status/priority/due date. Checklists are time-based milestones ("12+ months before," "1 week before") specific to your event type — apply a pre-built template, or build your own.
Any checklist item can be converted into a real Task with one click — even select several items at once and convert them together.
Visual creative direction, shareable with your client.
Build a free-form visual board — images, colors, notes, links — and optionally share it with your client for approval. Apply a starter template matched to your event type to begin with a sensible layout rather than a blank canvas.
Branded RSVP pages and QR check-in, replacing manual counting.
Build a custom RSVP page per event, with your own cover image and questions beyond just attendance. Confirmed guests receive a scannable QR ticket by email, checked in at the door in seconds.
Your event-day timeline, live.
Build a timeline of the day's activities, assigned to staff or vendors. Vendors can update their own item's status from their phone on-site — no more printed schedules that go stale the moment something shifts.
Capture leads from anywhere — your own website included.
Build Booking forms (a simple enquiry form) or Consultation forms (with a real calendar of available time slots), with your own custom fields.
<iframe src="https://yourapp.com/consult/your-form-slug" width="100%" height="800" frameborder="0"></iframe>POST https://yourapp.com/api/forms/{your-form-token}/submitEvery input's name should match a field label configured on that form:
<form action="https://yourapp.com/api/forms/{your-form-token}/submit" method="POST">
<input type="hidden" name="_token" value="your-csrf-token">
<input type="text" name="Full Name" required>
<input type="email" name="Email" required>
<button type="submit">Submit</button>
</form>Your workspace address — from a free subdomain to your own custom domain.
Every workspace gets a subdomain that works instantly, with no DNS setup required.
To use your own domain (e.g. app.yourcompany.com), add it under Domain Settings, then create two DNS records at your registrar:
_koordli-verify)Custom domains and subdomains are plan-gated features — Domain Settings shows an upgrade prompt if your plan doesn't include them yet.
A permanent link for staff or vendors who don't need a full login.
Generate a unique, no-login link for a staff member or vendor to update a task, mark a runsheet item, or complete a checklist item — right from their phone. Optionally protect it with a self-set PIN. Regenerating a link instantly invalidates the old one.
Control exactly what each staff member can see and do.
Create custom roles and toggle individual permissions per role — view-only vs. full management access, per feature area. The account owner role always has full access and can't be edited or deleted.
Who gets emailed, and when.
Staff notification preferences control what you get emailed about. Client Notification Settings (separate, tenant-wide) control what your clients get emailed about — payments recorded, milestones reached, and more — each with its own on/off toggle.