A Lead is an enquiry or potential booking that has not yet become confirmed work. Keeping new enquiries as Leads gives you one place to record the details, plan follow-ups and decide what should happen next.
Before you start
Decide what information your studio needs before accepting a booking. This commonly includes the type of shoot, preferred date, location, contact details and how the person found you.
Add or review the Lead
- Open Studio Management and go to Leads.
- Open an existing enquiry, or create a Lead when an enquiry arrived outside Workspace.
- Check the person's name and contact details.
- Add the important enquiry details and any private notes your team needs.
- Record the next action, such as replying, checking availability or arranging a consultation.
When the enquiry comes from a form
A Workspace lead form creates a Lead when it is submitted. In the form settings, you can also choose whether Workspace should Automatically add to contacts.
- When this setting is on, the submission creates the Lead and adds or links its Contact automatically.
- When it is off, the submission still creates the Lead. You can use Add to Contacts later, once you have reviewed the enquiry, or use Link Existing if the person is already in Contacts.
The form records the person's enquiry and answers, but it does not reply to the enquiry for you. Open the new Lead, review the submission and send the person a reply. Let them know you have received their enquiry and explain the next step, such as confirming availability, sharing pricing or arranging a consultation.
Form answers can help you understand what the person needs, but they do not replace your normal availability, pricing or suitability checks. Create a follow-up Task if you are waiting for more information or need to respond again later.
Keep the enquiry moving
- Reply promptly to every genuine form enquiry.
- Create a follow-up Task so the enquiry cannot be forgotten.
- Keep relevant messages and notes with the Lead.
- Update the Lead as you learn more.
- Close enquiries that do not proceed so your active list remains useful.
When the client is ready to book
Open the Lead and make sure it is connected to the correct Contact. If the form did not add the person automatically, select Add to Contacts, or select Link Existing to avoid creating a duplicate.
When the work is proceeding, select Convert to Client. Workspace then lets you choose:
- Create Client + Project to create the Client and immediately begin the first job; or
- Create Client Only when you do not need to create the Project yet.
The Contact represents the person, the Client represents the customer relationship, and the Project is where you manage the job.
Good practice
- Give every active Lead a clear next action.
- Use private notes for internal context, not information intended for the client.
- Avoid creating duplicate Contacts; search before adding a new one.
- Do not convert the Lead until your studio's own booking requirements have been met.
