If you’ve been wanting to start email marketing but keep putting it off because the tech feels overwhelming, this is for you. In this post, I’m walking you through how to set up Flodesk step-by-step, so you can finally automate your welcome sequences, nurture leads, and grow your wedding planning business—without tech headaches or ugly templates.

Flodesk is one of the most user-friendly and visually stunning email marketing platforms on the market. It’s built for creatives, designed for conversion, and ideal for wedding pros who want a system that works for them while they’re working weddings.

Whether you’re brand new to Flodesk or just haven’t gotten around to setting up your first workflow, this guide will help you feel confident hitting “send.”

Why Wedding Pros Love Flodesk

Before we get into how to set up Flodesk step-by-step, let’s talk about why this platform is such a favorite among wedding planners, photographers, and creative entrepreneurs.

Flodesk is an all-in-one email marketing platform designed with aesthetics and simplicity in mind. Unlike other email tools that feel clunky or overly corporate, Flodesk is built for people who value design and functionality. On top of everything else, Flodesk has a drag-and-drop email builder, stunning templates, and automation tools. I could go on and on about the power of Flodesk, but if you want more, read my blog here for the pros, cons, and if it’s worth it for you. 

Here’s the cliff notes version of why wedding pros love using Flodesk:

• It’s visual: Flodesk’s templates are modern, clean, and built to match your brand (no coding required).
• It’s simple to use: From creating a welcome sequence to setting up a lead magnet, Flodesk’s interface is intuitive and beginner-friendly.
• It’s automation-ready: Automate your entire inquiry workflow, from delivering a freebie to following up with warm leads.
• It’s flat-rate pricing: Unlike other platforms that charge more as your list grows, Flodesk gives you unlimited emails and subscribers for one price.
  

If you’ve been burned by clunky software or you’ve been waiting to finally build your email funnel “when you have more time,” Flodesk is the easiest way to get started today. And if you haven’t started building your email list, read this blog first! 

Next up, let’s walk through how to set up your Flodesk account and brand profile so you’re ready to send emails that look as polished as your Instagram grid.

Setting Up Your Flodesk Account and Branding

Once you’ve signed up for Flodesk (click here for a free trial and save 50% off your first year), the first step is to set up your account with your branding. This ensures that every email you send feels polished, on-brand, and instantly recognizable.

Here’s how to do it:

Step 1: Set Up Your Profile Info

Go to your Account Settings and fill in the basics:

• Your name or business name
  
• Your sending email address (please use a professional domain like hello@yourweddingco.com)
  
• Your physical address (required for email compliance)

This is also where you’ll decide what name appears in the “From” field when your subscribers receive your emails. For most wedding pros, I recommend using either your full name or your business name—whichever your clients recognize most.

Step 2: Upload Your Logo

From there, head to the Brand Preferences tab and upload your primary logo. This will automatically appear in many of Flodesk’s templates, making your emails look consistent and professional with zero extra effort.

Step 3: Choose Your Brand Colors

In the same tab, you can add your brand’s hex codes. This way, every email you create will default to your exact brand colors (no guessing or retyping codes every time).

Step 4: Select Your Fonts

Flodesk gives you the ability to upload custom brand fonts or choose from their beautifully curated font library. This is a small detail that makes a big difference when it comes to keeping your emails on brand.

Step 5: Connect Your Social Links

Last but not least (at least as far as settings are concerned), scroll down and plug in your Instagram, Pinterest, or other active platforms. These icons will appear in your email footer and make it easy for subscribers to follow you.

Pro tip: Setting this up first saves time later. Every email you create will be ready to go with your branding already baked in.

Now that your foundation is set, it’s time to build your audience and start collecting emails from potential couples. Next, let’s talk about how to create and organize your email list using Flodesk segments.

Creating Segments and Organizing Your Audience

One of the most powerful features in Flodesk is the ability to organize your email list using segments. These aren’t just for keeping your inbox neat—they help you send the right message to the right person at the right time. This is especially important for my photographers who might offer both wedding photography and family photography (which are very different audiences, obviously!).

What Is a Segment?

A segment is like a folder for your subscribers. Instead of lumping everyone together, you can organize people based on where they came from or what they’re interested in, like:

• New wedding inquiries from your website
• Past clients
• Couples who downloaded a free guide
• Venue-specific or location-based leads

This means when you’re promoting a new offer, sharing venue tips, or sending booking reminders, you can speak directly to the people who will find it most relevant.

How to Create a Segment in Flodesk

1. Navigate to the Audience tab in your Flodesk dashboard.
2. Click “Create Segment” in the top right corner.
3. Give your segment a name you’ll recognize—like “Inquiries from Contact Form” or “Engaged in 2025.”
4. Choose a color to help visually differentiate your segments.

Pro tip: Be specific with your segment names. You’ll thank yourself later when your list grows and you want to send targeted campaigns.

How to Add Subscribers to a Segment

When someone signs up through a form, they can be automatically added to a specific segment. That's usually the easiest option, but you can also manually add subscribers if you’re importing a list or connecting from another platform.

Organizing your audience upfront might seem small, but it sets the stage for more personalized, high-converting emails, especially during engagement season.

Creating Forms and Landing Pages That Convert

If you’re wondering how to actually grow your email list with Flodesk, this is where the magic starts. Flodesk makes it easy to create beautiful, on-brand forms and landing pages that collect emails and feed your workflows automatically.

Types of Forms You Can Create in Flodesk:

• Inline Forms: Embedded directly on your website pages (great for blog sidebars or homepage CTAs).
• Popup Forms: Appear after a delay or on exit intent—perfect for grabbing attention before a visitor leaves.
• Full-Page Landing Pages: Great if you want to drive traffic from Instagram, Pinterest, or a freebie ad campaign.

Each of these can be customized with your brand fonts, colors, images, and messaging, making them feel absolutely seamless with your site.

How to Set Up a Form:

1. Go to Forms in the Flodesk dashboard.
2. Click “+ New Form” and choose the format that works best for your goals.
3. Customize your form with:
   • A strong, clear headline
   • A brief description or incentive (like your free wedding planning checklist!)
   • Input fields for name and email
   • A compelling button (like “Let’s Plan This Thing” or “Send Me the Checklist”)
     
4. On the “Success” tab, choose whether to show a message or redirect to a thank-you page.
5. Under “Settings,” select the segment the new subscriber will be added to.

That last step is key—it connects your form to your audience organization and to any automated workflows you want to trigger.

Building Your First Flodesk Workflow

Now that you’ve set up your brand, created a segment, and built a form, it’s time to automate the magic with a Flodesk workflow. Workflows are where you create email sequences that trigger automatically when someone subscribes. 

Here’s How to Set Up a Flodesk Workflow:

1. Go to Workflows in the Flodesk menu and click “+ New Workflow.”
2. You’ll see pre-built templates like “Welcome Sequence” or “Lead Magnet Delivery,” but you can also start from scratch.
3. Choose your trigger (example: “Subscriber is added to segment: New Inquiries”).
4. Add your first email:
   • Use your brand template or start fresh.
   • Personalize it with a warm welcome and set the tone for what they can expect.
5. Add a time delay (e.g. “Wait 2 days”).
6. Add your second email—this could be a deep dive into your services, a testimonial story, or your booking process.
7. Repeat for as many emails as you’d like to include. Most workflows have 3–5 emails spaced over a week or two.
8. Once complete, toggle the workflow to “Publish.”

And just like that, you’ve got a workflow that nurtures leads while you’re busy working with the couples that have already booked you.

Final Thoughts

Now that you've learned to set up Flodesk step-by-step, if you’re ready to get started building your own workflows, click here for 50% off your first year subscription of Flodesk.

Marketing your business shouldn’t feel like a full-time job—and with Flodesk (and email marketing in general!), it doesn’t have to. 

Explore More Wedding Industry Resources

• How To Use Email Marketing as a Wedding Pro
• Flodesk vs. Mailchimp: Which One Should You Pick For Your Email Marketing In 2025?
• A Flodesk Review: The Pros, Cons, And If It’s Worth It
• The 5 Best Social Media Management Tools For Wedding Pros
• How To Sell Your Digital Products With Flodesk Checkout
• Wedding Industry Marketing Trends: A Marketing Trend Report For Wedding Pros
• Why You’re Not Attracting The Right Clients and How to Fix It
• The 5 Systems Wedding Pros MUST Have In Their Business with Systems Expert Sarahna Fernandes
• 50% off Flodesk Promo Code
• How to Create An Automated Email Marketing Funnel That Sells With A Nurture Sequence
• 7 Best Habits For Wedding Pros To Adopt
• Five Wedding Planner Tools You Need to Use In Your Business
• In a Marketing Funk? Tayler Cusick Hollman from Enji Has The Answer To Creating Your Marketing Plan
• The Truth About Wedding Directories And If They’re Worth The Money… Here’s Everything You Need To Know
• What Are The Best Resources For Wedding Planners?
• Honeybook vs. Quickbooks: A Review

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