Projects
Projects are the central entity in StudioFlow. Every client engagement — from the first inquiry email to the final delivered gallery — lives in a project.
Creating a Project
Click New Project (top right of the Projects page). Fill in:
| Field | Required | Notes |
|---|---|---|
| Title | Yes | Short, descriptive name (e.g. "Müller Wedding 2026") |
| Client | Yes | Select existing client or create new inline |
| Service Type | No | See Service types below — leave it unset if the lead hasn't chosen one yet and set it later from the project header |
| Status | No | Defaults to Inquiry |
| Shoot Date | No | Can be set later |
| Location | No | Venue, city, or address |
| Notes | No | Internal notes, not visible to client |
Creating a Project From a Client Email
When a client inquiry arrives in your studio inbox, open the Emails page, pick the email on the New tab, and choose Create new project. A confirmation form opens with the client's name and email pre-filled, and the email's subject and snippet folded into the notes. Review, pick the service type, save — the email is linked to the new project in the background and disappears from the New tab. See Inbox for details.
Creating a Project From Your Booking or Inquiry Page
If your studio runs a public booking page, or has your own website's contact form wired in (see Settings → How clients reach you), each submission creates a project automatically, starting as an Inquiry.
- Booking requests wait on the Inquiries page until a team member reviews them, assigns a crew member, and approves.
- New inquiries start unconfirmed. Open the project and click Confirm — the Confirm inquiry dialog opens — once you've decided it's real work. Until you confirm, StudioFlow holds off on any automatic follow-ups, so a stray form submission never triggers client emails.
Service types
Every project has a service type, and it's what gives the project its colour across the app. The types are yours to define — add, rename, reorder or archive them in Settings → Studio setup → Services & prices. See Services & prices.
Status Workflow
Every project moves through a defined pipeline:
Inquiry → Proposal Stage → Confirmed → Shooting → Waiting for Selection
→ Post-Production → Delivered → Closed
| Status | Meaning |
|---|---|
| Inquiry | First contact. Nothing committed yet. |
| Proposal Stage | An offer is with the client. |
| Confirmed | The client accepted — the shoot is booked. |
| Shooting | Shoot day. |
| Waiting for Selection | The client is picking their favourites. The delivery clock is paused — they're taking the time, not you. |
| Post-Production | Editing, culling, retouching. |
| Delivered | The final gallery or files are with the client. |
| Closed | Done and filed away. |
| Cancelled | The job isn't happening. |
Change a project's status with the status selector at the top of the project page, or by dragging its card to another column on the board.
You can move back to Waiting for Selection from Post-Production — a sneak-peek-then-select workflow is perfectly normal. The Needs Attention delivery timers pause while a project is waiting on the client.
Closing or cancelling a project with things still open
Closed and Cancelled both stop everything on a project. If anything is still outstanding when you do it, StudioFlow stops to show you what:
Close this project with open items?
Closing this project stops every reminder and every attention item on it. Nobody will be reminded about the items below again.
This project still has: · 1 unpaid invoice, CHF 2,852.76 · 3 open tasks · 1 paid deposit, CHF 1,222.61 — the client is owed a credit note
Close anyway · Go back
It's a warning, not a refusal — Close anyway does it. But a paid deposit on a job that isn't happening is money you owe back, and that line is there so you don't discover it three months later.
Kanban Board
The Projects page defaults to a Kanban view with one column per status. You can:
- Drag cards between columns to change status (desktop only).
- Switch to list view using the toggle button — your preference is remembered.
- Search across project titles and client names using the search bar.
- On mobile: swipe a project card left/right to move it one step back or forward in the pipeline.
Project Detail Page
Clicking a project opens it. The top of the page carries the client, the type, the status, the shoot date, the location and your notes. Below that, ten tabs:
| Tab | What's on it |
|---|---|
| Tasks | Everything to do on this job. Create, assign and tick off without leaving the page. |
| Team | Who is on the job. Also how you grant a scoped Crew member access to it. |
| Shoots | The shoot days, their timings and their plans. |
| Offers | Every offer for this project, and where each one stands. |
| Contracts | Contracts raised from your templates, and their acceptance. |
| Questionnaires | Questionnaires sent, and the answers that came back. |
| Galleries | The galleries delivered to this client. |
| Financials | Invoices and project costs in one place — what's been billed, what's been paid, what the job cost you. |
| Emails | The conversation with this client about this job. |
| History | Every significant change: status moves, documents sent, invoices paid, people added. Who did what, and when. |
Document Reminders
StudioFlow can send automatic reminder emails for unsent or unpaid documents (offers, contracts, invoices). Reminders are configured per document with a frequency you pick from a range of presets — a single nudge on day 3, 7, or 14, two nudges, or a three-reminder schedule (Standard, Every 3 days, Weekly, or Daily) — or Never. Three reminders is the most any document sends — after the third the system stops automatically to avoid harassment.
Reminders and project status
The project status determines whether reminders are active:
| What happens | Effect on reminders |
|---|---|
| Project reaches Confirmed or beyond | Every document reminder on the project switches to Never and stops. Once a client has committed there's nothing left to chase. |
| Project moves back — Confirmed to Proposal Stage, say | StudioFlow asks whether to resume the reminders it paused. Resume all, Don't resume any, or Resume selected. |
| Project moves forward past Confirmed again | Anything you resumed switches back off. |
This means you can freely move a project back for corrections without worrying about accidentally re-triggering reminder spam — the system asks you explicitly before resuming anything.
Open any offer, contract, or invoice and look at its reminder schedule, shown with the document itself. It shows the current frequency and the date of each upcoming reminder.
Automations
If an Owner or Admin has switched on Automations (the Automations page in the sidebar, which Owners, Admins and Crew all have), StudioFlow can handle routine follow-ups for you — for example replying to a new inquiry or nudging a client who hasn't responded. When a project has automation activity, a small Automations panel appears on its detail page showing what ran, and anyone who can approve an action — Owner, Admin or Crew — sees a note there when one is waiting.
Automations start switched off, and by default they queue actions for a person to approve rather than sending on their own — so nothing goes to a client behind your back.
Assigning Team Members
From the project detail page, use the Team section to assign team members to the project. Each person shows their craft tags and access level, plus an optional instructions note and delivery link you can set for them on this job. (A shoot's own Lead Photographer, Second Photographer and Videographer are set on the shoot itself, not here.)
For a Crew member with only their projects switched on, this Team section is also how you grant access: they can only see and work on the projects they've been added to here. Removing them from the Team revokes their access to the project. See Team → Switches for details.
Linking out to another tool
If part of your workflow lives somewhere else — an editing service, a client's shared drive, a gallery you host elsewhere — keep the studio's regular destinations as Quick Links on Settings → Studio setup → Studio profile, and put the one-off, per-job URL in the project's own notes.
Staying on top of at-risk projects
See Needs Attention for how StudioFlow surfaces projects and documents that are at risk of slipping — unsigned contracts before a shoot, stalled deliveries, overdue invoices, and more.