Booking Page

StudioFlow can host a public booking page where prospective clients see your real availability and request a time — no email back-and-forth. You get a shareable link (/book/…) and an embed snippet for your own website. Nothing a client submits lands on your calendar until a team member approves it.

You set it up under Settings → Inquiries → How clients reach you → Online booking page (Owner / Admin) — see Settings → How clients reach you.

What Clients See

The booking page is a clean four-step flow in your studio's branding, built to work one-handed on a phone:

1. Choose a service — a card for each item you've marked Bookable online in Services & prices, with its name and description. If you only offer one, this step is skipped. A client who wants something different takes the something else in mind? branch instead and simply writes to you.
2. Pick a date and time — a month calendar where days with no availability are dimmed. Selecting a day reveals your free time windows, and the client draws their own session inside a window by setting a start and end time. StudioFlow does not offer fixed slots — the client decides how long they need, as long as it fits inside a free window.
3. Their details — full name, email, phone, and location (required — with an "At the studio" quick-fill), plus an optional note. A privacy consent checkbox must be ticked before they can continue.
4. Review and send — a read-back of the service, date, time, and contact details, with an Edit option per section, then Send booking request.

After submitting, the client sees a confirmation screen with a reference number (e.g. #BR-123), a "what happens next" summary, and a clear notice that the time is not reserved until the studio confirms. They receive a confirmation email once you approve. An immediate acknowledgment email can also go out — that one runs through your studio's own automations, so whether it fires (and what it says) depends on whether that automation is set up.

All times on the page are shown in your studio's timezone, labelled with its abbreviation (e.g. "14:00 CET"); if the visitor's own device is set to a different timezone, their local equivalent is shown alongside it. The page renders in the visitor's language.

The two ways a lead reaches you

Two ways new clients can reach you. Every inquiry — no matter where it comes from — lands in your Inquiries tab.

Both are switched on in the same place: Settings → Inquiries → How clients reach you. Each card shows a Live or Off pill so you can see at a glance which channels are running.

"Something else in mind?"

There is no separate standalone enquiry form any more — the booking page carries that job too. A client who doesn't want to pick a slot can take the something else in mind? branch and simply tell you what they're after. That arrives on Inquiries exactly like a booking request does, just without a time attached.

Connect other tools

Already have a contact form on your website? It can send new inquiries straight into StudioFlow. Ask your web designer to set this up once.

Add a webhook and StudioFlow gives you a unique URL. Whoever looks after your website points your existing contact form at it — directly, or through Zapier, Make or your site builder. From then on, every submission lands on Inquiries with the rest.

Availability — Windows, Not Slots

Clients never see who is free — only anonymous open time windows. A window is offered when all of these hold:

• Working hours — the time falls inside the weekly working hours you set. No working hours set means the page shows no available times.
• Time off — the day isn't blocked. Add single days or ranges — holidays, breaks, days you're closed — that never show as bookable.
• Your calendar is free — times already booked in StudioFlow (shoots, events, synced Google Calendar entries) are subtracted automatically, including a configurable buffer before and after each booking for travel or setup.
• Minimum notice (hours) — the time is far enough in the future (e.g. at least 24 hours away).
• How far ahead (days) — the time isn't further ahead than you allow (e.g. 90 days).

Start times the client can pick snap to a small step (5 minutes by default), so requests come in at tidy times.

How a busy time counts

Two capacity settings control how existing bookings reduce availability:

• Per team member (recommended) — a time stays open as long as at least one bookable team member is free. Choose this if you have more than one photographer or videographer; one person's booking won't block the whole day. You choose which team members count under Who can be booked.
• Whole studio — any existing booking blocks that time for everyone. Right for one-person studios or studios that take one job at a time.

There is also an Ignore my calendar when showing availability override (off by default): when on, clients see every working-hour window as open even when you already have shoots booked — only for studios that track their own availability outside StudioFlow.

Pending requests hold their time

While a booking request is pending, its time is treated as busy so two clients can't request the same window. If nobody approves or deletes it within the hold period (72 hours by default), the request expires and the time reopens automatically.

Where Requests Land

New booking requests land on the Inquiries page in the sidebar — not in Emails. The sidebar entry shows a badge with the pending count, and the studio also gets a notification email when a request arrives. Each request appears as a card with the client's name, service, requested date and time, location, and notes, newest submission first.

Approving and Deleting — the Confirm Gate

A booking request never auto-confirms. Until a person approves it, nothing appears on your calendar, no project exists, and no client-facing automations run — so a stray or spam submission can't email a client or clutter your schedule.

• Approve — a confirmation sheet opens with an assignee dropdown, pre-selected to a bookable team member who is free at that time (you're warned if they've since become busy). Confirming creates the client record, a project, and a shoot on your calendar at the requested time, and sends the client a confirmation email.
• Delete inquiry — if it's not something you want, delete it: this removes the project and everything it created (shoots, tasks), keeps the client record, and reopens the time for others. StudioFlow doesn't notify the client when you do this, so reach out yourself if they should hear from you. Restorable within 30 days.
• Expired — requests not actioned within the hold period appear grayed in history with an "Expired" label.

Leads that arrive without a time — the something else in mind? branch, or a webhook from your own site — follow the same idea: they create a project that starts unconfirmed, and you click Confirm inquiry on it once you've decided it's real work. See Projects.

Settings Overview

Everything is under Settings → Inquiries → How clients reach you → Online booking page (Owner / Admin), in six panels.

Booking page

Working hours — a seven-day editor. "Clients can only request times inside your working hours." With none set, the page shows no available times at all.

Time off — "Holidays, breaks, days you're closed — these never show as bookable." Single days or ranges, with an optional reason, and you can block specific hours rather than a whole day.

Booking rules

Services — not edited here. "What clients can book is the 'Bookable online' part of your one price list, so a service and its price live in a single place." The panel warns you if nothing is bookable, and Open Services & prices takes you there. See Services & prices.

Who can be booked — "Only people marked bookable are counted when working out free times, and only they can be assigned to a booking." With nobody marked bookable, your page shows no open times.

Related

• Calendar
• Projects
• Clients
• Settings