Once you can deliver a gallery and accept an order, decide how Workspace should help you organise the work behind each job. Begin with a simple structure and add templates or automation after you understand the real process.
Understand the basic records
- A lead represents a new enquiry or opportunity.
- A contact is an individual person.
- A client represents the customer or organisation connected with the work.
- A project represents the job and keeps its tasks and related records together.
See Understanding clients, contacts, leads and projects.
Create one project for a real job
- Choose a current client job.
- Create or confirm the relevant contact and client records.
- Create a project with a useful name, status and dates.
- Add the tasks you need to complete.
- Connect its quote, invoice, contract, gallery or album where relevant.
Use tasks for visible follow-up
Add a task when an action needs to happen, especially when it has a date or another team member may need to see it. Avoid using memory or an unstructured note for important follow-up.
See How to use tasks and follow-ups in Studio Management.
Add a Project Workflow when the checklist repeats
A Project Workflow is a reusable internal process. Build one from the steps you already use for a recurring type of job, then adjust it when the real work shows that something is missing.
Add gallery communication separately
A Gallery Sales Workflow is applied to a gallery, not to a contact. Its triggers can respond to gallery publication, dates or behaviour such as an abandoned cart.
See How to create a Gallery Sales Workflow.
Keep the first version manageable
A clear project, a short task list and one useful gallery workflow are enough to begin. Improve the workflow after several real jobs instead of designing a complicated system before you know what your studio needs.
