How do I…?

Short answers to the things people actually ask, each pointing at the page with the detail.

Find what you need

Every task below jumps straight to the answer, grouped the way the sidebar is — scan the section you're already working in. The eight "…" questions further down are still here too; the index just links to them alongside everything else.

Getting started

Studio operations

Communications

Documents

Media & finance

Administration

…send an offer and know it arrived?

Open the offer and click Send Offer.
Read the confirmation. It names who it's going to, the language it's written in, the total, and the reminder schedule. If something's off it says so, and the button becomes Send anyway.
Confirm.

To check it actually left, open Emails → Outbox. Your offer is in the list with a Sent badge and the address it went to. If it says Failed, the address is wrong or the client's mailbox refused it.

Would rather send the link yourself? Use Copy the link instead, in the same dialog. The offer is marked sent and the link goes on your clipboard — paste it into a message, an email, anywhere.

→ Offers · Inbox → Outbox

…a client says the link is broken?

Almost certainly they don't have the current link. A share link doesn't change on its own: sending the document again, sending a reminder, and Revise & Re-send all leave it working.

Two things do break it, and both are you pressing a button:

Issue new link on an offer, contract or questionnaire.
Revoke & reissue link on an invoice's payment link.

Both warn you before they do it, and both say you'll have to send the new link yourself.

So: click Copy link (or Copy pay link) on the document and send them what comes back. That's the same link they should already have. If they still can't open it, check the document is actually Sent and not still a Draft — a draft questionnaire's link opens read-only, and a draft offer's isn't live at all.

→ Offers → Sharing the link · Invoicing → The payment link

…bill a client in euros?

Set the currency when you create the document — there's a Currency field on the New Offer and New Invoice dialogs. The document then carries a badge reading In EUR.

Two things to know before you do:

Nothing is converted. Finance shows EUR totals next to your CHF ones, side by side, with no exchange rate anywhere.
Your VAT return counts your base-currency documents only. A euro invoice is not in it. Convert it and add it to your filing by hand.

→ Invoicing → Currency · Finance

…my studio went read-only?

A banner at the top of every page says why, and every control that would change something is disabled with the reason on it:

Your studio is read-only right now, so nothing can be created, changed or deleted. Reactivate to unlock it

It happens when a trial ends or a subscription lapses. Nothing has been deleted — you can still read everything.

To fix it: Settings → Billing & Storage → Manage Subscription, and pick a plan or restore the old one. That works in every state, precisely so you can always get back in.

Before you do anything else, take a copy: Settings → Backups → Run backup now, then download it. That also works while locked.

And note what isn't locked — your own login. You can still sign in, change your preferences, set up a passkey, and leave the studio. It's the studio's records that are frozen, not you.

→ Settings → When your studio is read-only

…get my client list in?

Clients → Import Clients, and give it a .csv or .xlsx. If you haven't got an export, Download a template gives you the columns.

StudioFlow matches your headings, shows you what it made of them, and then shows you exactly what would happen — how many created, how many updated, how many skipped as already here, how many it couldn't read — before anything is written. Nothing is imported until you press the button.

Import ten rows first to check your column matching. Then do the rest.

→ Clients → Importing your existing clients

…change what my documents look like?

Settings → Studio setup → Documents → Document design. Pick a colour theme (seven of them) and a typography pairing (six), and every client-facing document takes them.

The one thing worth knowing: theme and typography are live. Changing them restyles every existing document that hasn't got a style of its own. Everything else on that panel — messages, testimonial, studio quote, the photo gallery — is copied into a document when it's created, so a change reaches new documents only.

Any single document can override all of it from its own Design panel, with a Reset to studio default to undo.

Galleries are separate and much richer: open a gallery and click Design for the Gallery Designer.

→ Settings → Documents · Gallery → The Gallery Designer

…find something that was deleted?

Dashboard → Recent activity → Deleted Items. Everything deleted in the last 30 days, with who deleted it and what went with it, and a Restore button on each. Owners and Admins.

→ Settings → Activity & History

…stop StudioFlow emailing a client?

Reminders on a document: open it and set Reminders to Never. Reminders also stop by themselves once the project reaches Confirmed, and there's a hard cap of three per document in any case.

Automatic first replies to incoming mail: Emails → Auto-Replies.

The whole studio's attention nudges: Settings → Studio setup → Attention & Reminders — every rule there has an off switch.

→ Projects → Document reminders · Inbox → Auto-replies