Photography & Videography Automations

When a photography inquiry is submitted through the website, the prospect receives an immediate availability confirmation, a pricing guide, and a link to book a discovery call. After the call, the system sends a booking agreement and retainer invoice simultaneously, the session is not held until both are received. A week before the session, the client gets a preparation guide with wardrobe tips, location details, and what to expect. After the shoot, a gallery delivery notification is sent automatically when the edited gallery is ready, with a download link that expires in 30 days, triggering an extension request prompt if the client doesn't download within that window.

Tools Required

When a new video production is booked, the client receives a structured creative brief form capturing the video's goal, target audience, key messages, tone, reference examples, and all brand assets. Completed briefs are automatically routed to the assigned director and editor with a project folder pre-created in the shared drive. At each production milestone (pre-production complete, rough cut ready, final cut delivered) the client receives an automated status update with a review link and a feedback deadline. Feedback received after the deadline is flagged as a scope extension rather than incorporated silently, protecting the production timeline and the team's workload.

Tools Required

Studio booking requests are handled through an online form that captures the session type, preferred dates, the number of subjects, and any special requirements, and the system checks studio calendar availability before confirming, no double-booking, no manual calendar management. Confirmed bookings automatically receive a deposit invoice and a session prep questionnaire asking about wardrobe, desired image style, and any concerns. Clients who don't submit their questionnaire within five days receive a reminder, and the studio owner has a complete preparation picture for every session before the day arrives, rather than discovering at the shoot that nobody told them it was a corporate headshot session for forty people.

Tools Required

When a rough cut is shared with the client, this automation starts a revision clock based on the contract's revision window and sends the client a feedback form that captures timecoded notes in a structured format, eliminating the "the music feels a bit off around 1:15" email thread that makes revision cycles take twice as long. When revision requests are submitted, they are automatically logged and sent to the editor as a structured list. When the final approved file is delivered, a watermarked preview and a password-protected full-resolution download link are automatically generated and sent, protecting the final deliverable while making it easy for the client to share for approval before distribution.

Tools Required

Photography inquiries submitted through the website, Instagram DM, or Facebook are automatically captured in the CRM, acknowledged within five minutes with a warm reply and a link to view pricing and availability, and enrolled in a nurture sequence if they don't book a consultation immediately. Inquiries that don't book within 48 hours receive a follow-up with a specific availability offer and a limited-time booking incentive. The marketing manager sees a lead source dashboard showing exactly which channels (SEO, Instagram, referral, Google Ads) are driving inquiries, consultations, and bookings, so the advertising budget is directed toward the channels producing actual revenue rather than just traffic.

Tools Required