Workspace is designed to support the entire client journey — from the first enquiry through to final delivery. This guide explains the terminology that Workspace uses, and how the key features connect.
Use them to create a smooth, professional experience that works for you and your clients.
Overview
Here’s a typical client management process in Workspace:
Form → Lead → Contact → Client → Project → Contract → Invoice → Gallery → Slideshow/Video → Delivery
The following employs all the steps, or functions, but you can choose what works for you.
Form → Lead: capturing an enquiry
The journey begins when a client reaches out.
How it works:
- A client submits a form on your website
- Workspace automatically creates a Lead
What to do next:
- Review the enquiry
- Decide if it’s a good fit
- Respond to the client
Lead → Contact
Once the enquiry is confirmed, you’ll create a Contact.
A Contact refers to a single person, and stores:
- Basic details (name, phone, email, address)
- Notes
- Communication history
(This will become your main point of communication for a job.)
Contact → Client (optional): creating or assigning a Client
If a job relates to more than one individual (e.g. a business, organisation, or repeat customer) you can group the Contacts under a Client.
A Client is used to:
- Group multiple Contacts (e.g. office manager, marketing manager, accountant)
- Manage repeat or ongoing relationships
- Link multiple Projects to one organisation or customer
Not every job needs a Client. Many one-off jobs can remain with a single Contact.
Client → Project: the work to be done for your Client
A Project is where the actual work will happen!
Each assignment or job should have its own Project, which will act as the central hub for everything related to it, including:
- Contracts
- Invoices
- Galleries and albums
- External links (e.g. mood boards, what to wear guides)
- Notes and communication
- Tasks and timelines
Projects can be linked to:
- A Contact (individual Contacts, eg. a couple getting married)
- A Client (e.g. for multiple Contacts or Projects)
- Workflow templates (for efficient management of similar Projects)
Project → Contract: the agreement covering the Project
Before starting the job, you can send a contract for your contact to sign.
Contracts can be:
- Created in Workspace, using templates
- Sent to your Contact for signing
- Linked directly to a Project
This ensures all agreements are stored and accessible in one place.
Contract → Invoice: for work done on the Project
Once work is confirmed (or at any other stage) you can send an invoice.
Use invoices to:
- Request payment
- Collect deposits
- Charge for add-ons or upgrades
- Charge taxes due (GST, VAT, Sales Tax)
See How to Set Up Selling in Workspace
See Creating Invoice Templates and Invoices
Invoice → Gallery: presenting the work to your Client
Once your shoot is complete, upload and share your images via a gallery.
Galleries allow you to:
- Share images with clients
- Set download permissions
- Sell products or digital files
- Control access and expiry
Slideshow/Video: enhancing the experience
To create a more engaging experience, you can add:
- Slideshows – created from your images
- Videos – uploaded or linked
Use these to:
- Tell a story
- Create emotional impact
- Highlight key moments
See:
Photo Albums
Use Workspace to design and create photo albums
- Select images for the album from galleries
- Design the page layouts
- Review layouts with Clients
Final Delivery
Your final delivery may include:
- A gallery with digital file downloads enabled
- A slideshow or video
- Completed products (albums, prints, etc.)
At this stage, your client has everything they need and the Project is complete.
