How to add and organise contacts and clients

Contacts and Clients help you organise the people and organisations your studio works with. A Contact is an individual person. A Client is an optional record that brings an ongoing relationship together and can link several Contacts, Projects, Galleries, Albums and other items.

Choose the right type of record

• Use a Contact for each individual person.
• Use a Contact plus a Project for straightforward, one-off work.
• Add a Client when you want a central record for an ongoing customer, family, couple, school, business or other organisation.

You do not need to create a Client for every Contact.

Add a Contact

1. Open Studio Management and go to Contacts.
2. Search for the person first to avoid creating a duplicate.
3. Add their name and the contact details you need.
4. Record relevant internal information carefully and keep it current.
5. Link the Contact to the appropriate Client or Project when required.

Create a Client when you need one

1. Go to Clients in Studio Management.
2. Create the Client using a name your team will recognise.
3. Add a useful description and any appropriate private notes.
4. Link the people who belong to that Client.
5. Connect existing Projects, Galleries, Albums or Tasks instead of recreating them.

Example

For a wedding, each partner can have their own Contact record. You might group them under one Client and create a separate Project for the wedding. If they later book a portrait session, the new Project can be linked to the same Client.

Keep your records tidy

• Search before adding new records.
• Use one Contact per person rather than sharing contact details between names.
• Update email addresses and other details when a client tells you they have changed.
• Keep internal notes factual, relevant and respectful.
• Only use contacts for marketing when you have the appropriate permission.