Clients
The Clients section is your contact directory. Every project is linked to a client, so maintaining accurate client records makes the rest of the workflow smoother.
Adding a Client
Click New Client on the Clients page or create a client inline when creating a new project. This quick-create form asks for:
| Field | Required | Notes |
|---|---|---|
| Name | Yes | Person or company name |
| Yes | Primary contact email | |
| Phone | No | Mobile or office number |
| Type | Yes | Individual, Corporate or Wedding Couple — defaults to Individual |
| Preferred language | No | Defaults to Studio default — see Client Language below |
Lead Source, Address, ZIP, City, Country and Notes aren't on this quick-create form — open the client afterwards and click Edit to fill them in.
Client Language
Each client can have their own preferred language, set with the Language selector on the client form. Everything the client sees — offer, invoice, contract, and questionnaire emails, reminders, and the public pages where they accept or pay — renders in that language.
The default is Studio default, which means the client inherits your studio's language. Changing a client's language takes effect immediately for their public pages and for any email sent from then on; emails that already went out are not re-sent.
Client Types
- Individual — A private person. Most photo and video clients.
- Corporate — A company or organisation.
- Wedding Couple — Two people booking together.
Importing your existing clients
Moving to StudioFlow from a spreadsheet, or from another tool you've exported? Import Clients takes the list in one go — Owners, Admins and Crew.
We import names, emails, phones and addresses — not your photos
1. Upload the file
Drag and drop a .csv or .xlsx file, or click to pick one. If you don't have an export handy, Download a template gives you the right columns to fill in.
2. Match the columns
StudioFlow reads your headings and matches what it can, telling you how it did — "9 of 12 columns matched". Fix anything it got wrong from the dropdowns, and set any column you don't want to — ignore —.
The fields you can map: Name (or First Name and Last Name separately), Email, Phone, Type, Address, City, Zip / Postal Code, Country, Lead Source, Language and Notes. Name is required.
3. Review before anything is written
Nothing is imported until you say so. The review step shows what would happen:
43 will be created · 0 will be updated · 5 will be skipped (already in StudioFlow) · 2 couldn't be read
plus a preview of the first rows as they'd land. Existing clients decides what happens to the overlap: Skip existing (default) leaves your current records alone, Update existing overwrites them with the file's values.
Press Import 43 clients when the numbers look right.
4. Afterwards
You get a summary of what happened, and if any rows couldn't be read there's a Download error report listing exactly which ones and why — fix those in your spreadsheet and import just them.
Import ten rows before you import a thousand. The review step will tell you whether your column matching is right, and it's far easier to check ten.
Lead Source Tracking
The Lead Source field is free text — enter whatever channel brought the client in (e.g. "Instagram", "Referral from Müller", "Wedding Fair Zürich 2025", "Google"). This is optional but useful for understanding which marketing channels are working.
Editing a Client
Click any client in the list to open them, then click Edit.
If two people edit the same client at the same time, the second one to save gets a warning rather than silently overwriting the first. Reload, check what changed, and save again.
Bulk Delete
On the Clients page, check the checkbox on one or more rows to enter bulk-selection mode. A toolbar appears at the top showing how many clients are selected, with a Delete selected button. The confirmation dialog lists what goes with them and asks you to type DELETE plus the name (or DELETE N CLIENTS for several) before the delete button unlocks.
Deleting a client deletes every project linked to it, and everything on those projects, along with it — it does not just remove the client and leave the projects behind. Everything can be restored from Deleted Items on the Dashboard within 30 days; after that it's gone for good. Use this to clean up test data or duplicate records, not clients with real, live projects.
Client Detail Page
The client detail page shows:
- All contact information and notes.
- Projects — A table of every project linked to this client, with status, type, and shoot date. Click any row to navigate to that project.
From here you can quickly see a client's full history with the studio — how many bookings, what types, and their current open projects.