Studio Management separates people from the work you complete for them. Understanding that distinction makes the rest of Workspace easier to organise.
Leads: an opportunity or enquiry
A lead represents potential work that has not yet been confirmed. A submission from a form configured as a lead form can create a lead automatically. Review the enquiry and reply before deciding how to progress it.
Examples include a wedding enquiry, a portrait-pricing request or a business asking about a brand shoot.
Contacts: individual people
A contact is a person. Store the contact details and relationship information you need, then connect the person with relevant clients, projects, tasks, bookings or messages.
Contacts are not limited to customers. A supplier or professional adviser may also be useful as a contact.
Clients: the customer relationship
A client represents the customer or organisation connected with the work. A client can bring several contacts and projects together—for example, a school with an administrator and accounts contact, or a family returning for several sessions.
You do not need to create a complex client structure for every one-off job. A contact connected with a project may be enough.
Projects: the work
Create a project for a particular job, shoot or assignment. Use it to connect the work that belongs together, such as:
- tasks and dates;
- quotes, invoices and contracts;
- galleries and albums;
- assets and links; and
- relevant communication or notes.
A simple example
Lead → Contact → Project may be enough for a one-off portrait session.
Lead → Contacts and Client → Project may suit a recurring commercial, wedding or school relationship.
Messages and internal notes
Messages record supported communication. Internal notes are private working information and should be placed on the record they actually describe. Do not write a project-specific instruction only on an unrelated contact record.
Continue with How to add and organise contacts and clients.
