The key idea behind Workspace is to capture the entire online client relationship — from first enquiry to final delivery — in one place. To do so with maximum efficiency, Workspace has tools built right in to:
- Create more effective client management (CRM) systems
- Automate and streamline routine processes
- Offer a better, more reliable experience to your clients
The following are optional, but all designed to dramatically reduce manual work and improve client engagement:
Forms → automatically create leads
Forms in Workspace are designed to support three key parts of your workflow: capturing leads, growing your mailing list, and collecting information from clients. You can set up automated reply emails to mailing list and lead forms, and link positive responses to your contact database and projects.
For more, see Forms and Questionnaires
Self-booking → allow clients to book online
Self-booking packages allow your clients to book sessions directly through your website. You can pre-determine your availability, and describe package details, session lengths, prices, deposit requirements etc. Bookings made update your calendar.
For more, see Online Bookings (Self-Booking Packages)
Workflows → manage projects, send promotional emails and reminders
Project Workflows
A Project Workflow is a flexible form or template for setting up a new Project — a checklist of everything you'll need to do to complete it — and an instant snapshot of progress on all your current work, so that nothing gets overlooked, behind schedule or double-booked.
For more, see Project Workflows
Gallery Workflows
Gallery Sales Workflows help you automate communication and promotions around your galleries, so you can drive sales without needing to manually follow up. Everything from abandoned cart reminders to promotional emails and banners.
For more, see Gallery Sales Workflows in Workspace
Templates → editable workflows, agreements, emails etc
Workspace can store editable draft templates of various documents and procedures that you use on regular basis.
Instead of creating something from fresh, you can save time by selecting a draft template and entering names, dates and any other details or text that may be necessary to personalise it. Examples include:
- Forms and questionnaires.
- Quotes and invoices.
- Contracts and agreements.
- Self-booking forms .
- Project workflows (draft checklist templates for typical projects).
- Gallery sales workflows (triggered by publication, sales, reminders, deadlines etc).
- Email templates (for routine correspondence).
- Automated emails (triggered by events such as bookings received or payments due).
Saved templates can be revised at any time.
In some cases (e.g., self-bookings and gallery sales) documents are sent automatically in response to a triggering event (e.g. a booking placed or a sale made).
Project workflows are different, in that they are basically checklists or "to do' lists of tasks etc that need to be completed to move a project forward.
Workspace templates
In many cases you have the option of starting a template from scratch or using a Workspace-supplied draft. We always recommend that Workspace documents be reviewed and adapted to suit your own requirements, business practice and use of language/tone of voice. In any case they should be useful as a source of ideas, and reminders of things not to overlook.
Very important: client contracts, agreements, invoices etc should always be reviewed by your professional advisers to ensure they are compliant with law and practice in your jurisdiction.
