Stop chasing vendors and clients for signed contracts, insurance, and confirmations.
Let Jotask do it.
Send each vendor and client a branded portal link. They upload their signed documents directly — no account to create, no email thread to track. Automatic reminders handle the follow-ups at D+3, D+7, and D+14. One dashboard shows you exactly what's complete and what's still missing — weeks before event day.
Missing documents are the biggest source of event day crises
You don't know what's missing until it's too late
When you're managing 15 vendors over 6 months, a missing insurance certificate or unsigned contract gets buried in email threads. Most planners don't discover the gap until the venue asks — often the week before the event. A structured checklist per vendor makes every gap visible in real time.
Chasing vendors manually takes hours every week
Sending individual reminder emails to 15 vendors, tracking replies across multiple email threads, and maintaining a manual spreadsheet to track who has submitted what is a significant time cost. Jotask automates every reminder — you only get involved when someone misses the final deadline.
No audit trail creates liability exposure
When a vendor claims they submitted their insurance certificate, or a client disputes what was in the final run-of-show, you need a timestamped record of what was submitted and when. Email chains are searchable but easily disputed. Jotask creates an unambiguous audit trail automatically.
How Jotask collects documents from your vendors and clients
- 1
Build an event document checklist
Add every document required from each party: signed contracts, insurance certificates, confirmations, technical riders, guest lists. Save it as a template to reuse on every similar event in seconds.
- 2
Send a branded magic link to each party
One email per vendor or client — your agency's branding, not Jotask's. They click the link, see their specific checklist in the browser, and upload directly. No account to create.
- 3
Automatic reminders handle the chasing
If a vendor hasn't submitted by day 3, Jotask sends a polite nudge. Day 7: firmer. Day 14: urgent. Your event doesn't depend on manually tracking 15 vendor inboxes.
- 4
See every gap weeks before event day
One dashboard shows all vendors for an event: what's complete, what's missing, and who hasn't responded. You catch the unsigned insurance certificate 3 weeks out — not on the morning of.
Built for every type of event planning
Wedding & celebration planning
A wedding involves coordinating 10-20 vendors simultaneously — each needing a signed contract, insurance certificate, and confirmation of their specific requirements. Managing all this by email across months of planning creates critical gaps.
- ✓Signed venue hire agreement
- ✓Vendor contracts (caterer, florist, band, photographer, officiant)
- ✓Public liability insurance certificates per vendor
- ✓Guest dietary requirements and accessibility needs
- ✓Run-of-day timeline approval from client
Corporate event & conference planning
Corporate events require AV technical riders, speaker agreements, catering head counts, sponsor confirmations, and regulatory permits — often from parties in different organisations who don't know each other's systems.
- ✓Venue hire agreement and site access permits
- ✓Speaker and presenter agreements
- ✓AV and technical requirements sign-off
- ✓Catering head count and dietary requirements
- ✓Sponsor acknowledgement and branding approvals
Brand activations & product launches
Launches and activations require client sign-off on the creative concept, venue permits, brand compliance approvals, and PR invite confirmations — across multiple stakeholders with competing priorities and deadlines.
- ✓Signed activation brief and creative concept approval
- ✓Brand compliance and logo usage sign-off
- ✓Venue permit and local authority approvals
- ✓Press and media attendance confirmations
- ✓Post-event metrics and delivery sign-off
Private parties & social events
Even private events require a basic contract, catering confirmation, venue deposit, and any special arrangements documented — to protect against scope creep, last-minute changes, and non-payment disputes.
- ✓Client event brief and concept approval
- ✓Signed service agreement and deposit confirmation
- ✓Catering and beverage requirements
- ✓Guest list and RSVP confirmation
- ✓Final invoice approval and delivery sign-off
How Jotask compares to what event planners use today
| Feature | Jotask | Airtable | Google Drive | |
|---|---|---|---|---|
| Vendor submits without an account | Yes | No — attachment only | No — Airtable login required | No — Google login required |
| Automatic reminders | Yes — D+3, D+7, D+14 | Manual only | Paid plan only | No |
| Structured checklist per event | Yes | No — free-form | Manual setup | Folders only |
| Deadline + auto-pause | Yes | No | No | No |
| Reusable event templates | Yes | Manual copy-paste | Yes — but complex | Copy folder only |
| Branded client portal | Yes — your logo + colour | No | No | No |
| Real-time submission dashboard | Yes — all vendors in one view | No — inbox search only | Yes — but manual | No |
| Self-hostable for data control | Yes — Docker, any VPS | No | No | No |
Features built for event planning workflows
No vendor account required
Send a magic link. Vendors open it in any browser — no sign-up, no password, no app to download. Vendors who deal with dozens of planners a year can submit your documents without learning a new system.
Automatic escalating reminders
D+3: polite nudge. D+7: firmer reminder. D+14: urgent follow-up. Set it once per event and vendor — never write another 'just chasing the insurance certificate' email again.
Reusable event templates
Save 'Corporate conference', 'Wedding', 'Gala dinner', or 'Product launch' as templates. Create each new event's vendor document requests in seconds — same checklists, new links.
Real-time completion dashboard
One view shows all vendors for an event. Green: submitted. Yellow: partial. Red: nothing received. You see the insurance gap 3 weeks out — not on the morning of the event.
Timestamped audit trail
Every submission is logged with a timestamp. When a vendor disputes what was submitted or a client questions what was approved, you have an unambiguous record — not a reconstructed email chain.
Your agency brand on every portal
Add your logo and accent colour. Every portal vendors and clients see carries your brand — not a generic file-sharing tool. Creates a more professional impression and increases submission rates.
Pricing — start free, no credit card required
Self-hosted
Free
Full features, no limits. One Docker command on any VPS. Your data, your server, your jurisdiction.
Self-host on GitHub →Solo
12 €/month
Hosted. 1 seat, 15 active requests, 10 GB storage. For solo event planners and independent wedding coordinators.
Get startedAgency
29 €/month
Hosted. Up to 5 seats, unlimited requests, 100 GB storage. For event agencies running multiple events across a team.
Get startedNot ready to commit? Self-host for free — full features, your own server.
Frequently asked questions
- What is the best document collection tool for event planners?
- The best tool lets vendors and clients submit signed contracts, insurance certificates, and confirmations without creating an account, sends automatic reminders, and shows you a live dashboard of what's complete and what's missing. Jotask covers all of this — and is free to self-host.
- How do event planners collect signed vendor contracts?
- Send a magic link — the vendor clicks, sees a structured checklist, and uploads their signed contract and insurance certificate directly. No account required. Automatic reminders chase outstanding documents before the event.
- Do vendors and clients need to create an account to submit documents?
- No. Each vendor or client receives a magic link by email. They click it, see a branded portal in any browser, and upload directly — no sign-up, no password, no app.
- What documents can event planners collect with Jotask?
- Any document — signed venue contracts, vendor agreements, insurance certificates, catering confirmations, dietary requirements, guest lists, run-of-show approvals, AV riders, site permits, and invoice approvals.
- How does Jotask track which vendors have submitted their documents?
- Every vendor gets their own checklist. One dashboard shows which vendors have submitted everything, which have partial submissions, and which haven't responded — with automatic reminders chasing the laggards at D+3, D+7, and D+14.
- Can event planners create reusable templates for different event types?
- Yes. Save 'Corporate conference', 'Wedding', or 'Product launch' as templates. Create each new event's vendor document requests in seconds.
- How is Jotask different from email for collecting event documents?
- Email doesn't show you which vendors have submitted and which haven't without manually checking your inbox. Jotask gives you a live dashboard with automatic reminders — you catch the gap weeks before the event.
- How does Jotask reduce last-minute event planning crises?
- Most event day crises stem from assumed-complete documents that weren't: an unsigned venue contract, a caterer without dietary confirmations, a vendor without valid insurance. Jotask shows you the gap weeks before the event — not the morning of.
Ready to see every document gap weeks before event day?
Set up your first event document request in under 2 minutes. Jotask handles the vendor reminders — you focus on planning the event.