Settings

Settings is one long page, split into six groups. The first group is yours alone; the rest belong to the studio and only an Owner or an Admin sees them.

Each section is a folding panel — click the title to open it. Nothing saves until you press the Save button inside the panel you're working in.

YOU — Login & Security

Everything here affects your own login, never anyone else's.

Your login works across studios

Your login belongs to you, not to a studio. One email address, one password, one set of passkeys — however many studios you work for. If you're part of more than one, you choose which to open after signing in (the one you used last is at the top), and you can switch between them at any time from the menu under your name. No second password, no signing out.

If you're signed in but not part of any studio yet — usually because your invitation hasn't been accepted — you'll see a page saying so, with a Check again button for when the invite lands.

Changing your login email

Next to your email address, click Change. StudioFlow sends a confirmation link to the new address, and nothing changes until you open it — you keep signing in with your current address in the meantime. This protects you from a typo locking you out of your own account.

While a change is waiting, the section shows which address it's waiting on. Your old address is notified once the change goes through, so if it wasn't you, you find out.

Your studio's owner can't change your email for you — only you can.

Signing in with a passkey

Sign in with your fingerprint, your face, or your device's PIN instead of typing a password every time.

1. Under Passkey, click Set up
2. Your browser and operating system take over and prompt you — a fingerprint, a face check, or your device PIN, depending on the device
3. The passkey is registered and appears in the list, labelled with the device it belongs to (e.g. "iPhone")

Next time you sign in, the login page offers Sign in with a passkey as a one-tap option. No email, no password.

Remove a device you no longer use with the trash icon next to it — like turning off an authenticator app, that asks for your password first. If you lose access to every device you registered, use a recovery code.

Two-factor with an authenticator app

An alternative to a passkey, for people who prefer an authenticator app. Any app works.

1. Under Authenticator App, click Set up
2. Scan the QR code in your authenticator app — or type the secret shown under it into the app by hand
3. Type the 6-digit code the app shows into Enter 6-digit code, then click Verify & Enable

From then on, after your password you're asked for the current 6-digit code.

Turning it on also issues a fresh set of recovery codes, shown straight away in a Save your recovery codes window (see below). Any set you had before stops working at that moment.

To turn it off, click Disable and confirm with Turn it off. If you have a password, StudioFlow asks for it first (Your account password): removing a second factor makes your account easier to get into, so it has to be you at the keyboard. If it is your last second factor, your recovery codes go with it — the window says so before you confirm.

Recovery codes

A safety net: single-use codes you can type instead of your passkey or authenticator code if you lose your device. The Recovery Codes card appears as soon as you have a passkey or an authenticator app, and counts how many you have left.

1. Click Generate recovery codes — the button reads Regenerate codes once you already have some
2. Eight codes appear, in xxxx-xxxx-xxxx format
3. Click Copy all, then keep them somewhere outside StudioFlow — write them down, put them in a password manager, print them. This is the only time they're shown in full. Click Done when they're safe.

Right after you turn on your first second factor, the codes come up in a Save your recovery codes window instead, and I've saved them stays greyed out until you've pressed Copy all — so nobody skips this step by accident.

Each code works once. When you're down to a few, generate a fresh set — the old set stops working at that moment. With none left, the card shows You have no recovery codes. and a reminder that losing your device would lock you out.

What to turn on

You can mix methods freely.

Sign out of all devices

Sign out of all devices ends this login everywhere at once — every browser, phone and tablet, in every studio you belong to, this one included. Use it if you've lost a device or signed in somewhere that isn't yours. StudioFlow warns you that it signs this browser out too before you confirm; sign back in straight away with your usual login.

Leave this studio

Leave this studio removes you from the studio you're currently in. Your StudioFlow login and any other studios you belong to stay exactly as they are.

StudioFlow shows you what leaving does before you commit: your access ends as soon as you confirm, your open tasks, shoots and projects move to the studio's Primary Owner, and coming back would need a fresh invitation. Then it emails you a link — nothing changes until you open it, and the link is good for 24 hours.

If you're the studio's Primary Owner you can't leave until you hand that role to another owner, on Team → Team Members → Transfer Primary Owner.

Delete your account

At the bottom of the section, and deliberately below the smaller exit above it. This deletes your login: your password, your passkeys, your two-factor setup, and your membership in every studio you belong to. You type your email address to confirm, and you're signed out immediately.

Same rule as leaving: if you're the Primary Owner of a studio, hand that over first — or delete the studio itself, from its Danger Zone.

YOU — Application Preferences

Your own settings for how StudioFlow looks and what it tells you about. Four groups.

Notifications

Push notifications land on your phone home screen or desktop even when StudioFlow is closed — chat messages, task assignments and @-mentions. You turn them on once on every phone or computer you use, because the permission belongs to the device, not to your account.

Turn it on here, then accept your browser's own Allow prompt.

Shoot reminders — a push before a shoot you're assigned to starts, and a push before each item on its plan. Each has its own lead time (30 minutes to 4 hours for the shoot, 15 minutes to 2 hours for plan items). See Shoots → Timeline reminders.

Daily attention summary — one email each morning listing everything that needs your attention. See Needs Attention.

Language

Your interface language: English, Swiss German, Swiss French, Swiss Italian, Spanish or Brazilian Portuguese. This is your language — it does not change what your clients see. Client-facing pages and emails follow the client's own language, set on the client record.

Layout & defaults

Date, time & numbers

First day of the week, date format, time format (24-hour or 12-hour) and number format (1'000.00 or 1,000.00). Each offers a "follow my device" option, which is the default.

Studio setup — Studio profile

Who your studio is. Almost everything here appears on a document your client reads, so it's worth getting right once.

A change to the VAT rate or the deposit percentage affects new documents. Documents you already made keep the numbers they were made with.

Logo and branding

Upload your logo at the top of the section — it appears in the app header and on client documents. Branding also holds the watermark used on protected galleries.

Quick links

At the bottom of Studio profile, keep links to the other tools your team uses — an editing service, a shared drive, a spreadsheet. Add, rename and delete them here.

Studio setup — Services & prices

Everything you sell, grouped by service type, with the price you usually charge.

One list, and it does three jobs: it classifies your work, it fills in offer lines so you don't retype them, and it decides what clients can pick on your booking page.

Service types

The groups in the list — Wedding, Portrait, Corporate, whatever you sell. A project's type comes from here, and so does its colour in the calendar.

Use the ⋯ menu on a type to Rename, Archive or Delete it. Archiving retires a type: new projects stop being offered it, every project already using it keeps it, and the type stays in the list badged Archived with a Restore next to it. Deleting only works while nothing uses the type — otherwise archive it.

Items

Each item under a type has:

Use Move up / Move down to put them in the order you want clients and your team to read them.

Archiving, and why there's no delete

Offers you've already sent point at the item they were built from, so removing one would rewrite history. Archive retires an item instead: it stops being offered on new offers, existing offers are untouched, and the row stays behind the Show archived toggle with a Restore button. Reversible at any time.

Using them

• On an offer — the Add item row offers a picker that fills in the description and the price. Change either on the offer without touching the list.
• On your booking page — only items marked Bookable online appear.
• On a project — the service type sets the colour and groups your reporting.

Studio setup — Documents

How your offers, contracts, questionnaires and invoices look and behave.

Document design

Visual style, testimonials, studio quote, and gallery shown on documents.

Pick a colour theme and a typography pairing, and every client-facing document takes them.

Seven themes: Editorial, Minimal, Moody, Film, Noir, Boudoir, StudioFlow.

Six typography pairings, each with the mood it carries:

You can also set a client testimonial (one quote, an author and a photo), a studio quote in your own voice, and a photo gallery strip drawn from your studio pools. Each can be shown or hidden per document type.

Any single document can override all of this from its own design panel — there's a Reset to studio default on every override.

Default intro & closing text per document

Pre-filled on every new offer, contract and questionnaire, so you're editing a sentence rather than writing one. Set separately for each of the three.

Default Document Reminder Frequency

When a client hasn't answered an offer, invoice, contract or questionnaire, StudioFlow sends a friendly reminder email. Choose how often here, and change it for an individual document when you send it.

Client Email Copies for Studio

Mirror outgoing client emails to your studio inbox so you always have a copy. Separate switches for Offers, Invoices, Contracts and Questionnaires.

Studio setup — Attention & Reminders

Choose which reminders the studio gets, and how many days pass before each one fires.

This is what feeds the Needs Attention page and the daily attention summary. Each rule is a switch plus a number of days, grouped into Sales funnel, Delivery, Finance and Inbox.

Turn off the ones your studio doesn't work that way, and stretch the days on the ones that nag too early. Save changes applies them to the whole studio.

Inquiries — How clients reach you

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

Online booking page

Clients pick a free time slot on your booking page and ask to book it. You approve every request before it lands in your calendar.

Switch it on and you get a shareable link plus an embed snippet for your own website. Inside, you set your weekly working hours, blackout dates, how far ahead clients can book, how much notice you need and the buffer between jobs; which team members can be booked; and whether a client may ask for a specific person. What clients can book is the Bookable online items from Services & prices.

A booking request never confirms itself — it lands on Inquiries for someone to review, assign and approve. See Booking Page.

Connect other tools

Already have a contact form on your website? It can send new inquiries straight into StudioFlow.

Each webhook you add gives you a unique URL to hand to whoever looks after your website — they can point your existing contact form at it, or wire it up through Zapier, Make or your site builder's own webhook. StudioFlow shows you the snippet to copy and a View setup panel with the details.

Each row shows whether it's Enabled, how many submissions it has taken and when the last one arrived. Regenerate URL issues a new one and stops the old one immediately — your website has to be updated with the new URL, so only do it if the old one leaked.

Finances — Payments & VAT

Card payments

Let clients pay an invoice by card. The Owner links the studio's payout account through our payment provider in a short guided setup — set the studio's country on Studio profile first. Once the panel shows it's active, every invoice you send offers the client a pay button, and card payments mark themselves paid.

A studio-wide switch offers or hides online payment on invoices. Connecting the payout account, and seeing whether it's connected, is the Owner's alone — those are the studio's bank details. An Admin can still turn the pay-online offer on and off. See Invoicing → Online card payments.

VAT

Tell StudioFlow how your studio handles VAT so the VAT return on the Finance page comes out right:

• VAT Scheme — none, standard, or flat rate
• Accounting Basis — invoiced, or paid
• Filing Frequency & Fiscal Year — quarterly, half-yearly or yearly, and which month your year starts
• Flat-Rate Bands — for the flat-rate scheme, the activity rates that apply

The VAT rate that lands on offers and invoices is on Studio profile. See Finance → VAT.

Email & calendar — Email

The top of the section answers three questions: which address clients see, whether you get a copy, and where replies go. Everything for studios that run their own mail is folded away under Advanced.

Sending as

Sending as shows the exact From line your clients see, with a note under it: Works now, nothing to set up for the StudioFlow address every studio starts with, Sent from your own domain once a domain is connected, or Sent through your own mail server — see Advanced. Every offer, contract, invoice and questionnaire you send leaves from that sender.

Send test email sends one to your personal address through whichever sender is active, so you can see what a client would see.

If the StudioFlow address is fine as it is, there is nothing to do here. An Owner who wants their own address clicks Use your own domain — or Finish setting up your domain when a setup is half done — which opens Advanced at the right place.

Keep me in the loop

Switch Keep me in the loop on and a copy of every client email also goes to your studio's email address — the Email you entered under Studio profile. The line under the switch shows which address that is.

Replies to your emails

Replies land in your StudioFlow inbox. Whichever sender you use, the client's reply comes back to your Inbox. There is nothing to switch on.

Email accent

Email accent (emails only) sets the accent colour in the emails your studio sends — the rule under your studio name, and the buttons. Switch on Use my own email color and pick one under Email accent color; the Preview shows the result. Only an Owner can change it. Offers, contracts, questionnaires and invoices use the accent of the document theme under Document design instead.

Advanced

Advanced ("For studios that run their own mail") is closed until you open it. It holds three blocks, each with a one-line status ("Not set up yet.") and a Set up button — Finish setup when a setup is half done. The one that is live shows In use:

Your own domain, sent by StudioFlow

Owner only. Type Your domain and the part before the @ under Send from (e.g. hello), then Connect domain. StudioFlow shows the DNS records to add at your domain provider — Name / Host, Value, Priority — with a Copy button each, and an Email these to my web person button if someone else looks after it. Check verification re-checks on demand; each record shows Verified, Pending or Not found. DNS can take a few minutes to a few hours; StudioFlow keeps checking in the background, and your emails keep sending from the StudioFlow address in the meantime. Remove takes you back to the StudioFlow address.

Your own mail server

For providers without one-click connection — Infomaniak, FastMail, corporate Exchange. Fill in SMTP Host, SMTP Port, SMTP Username, SMTP Password and a From Address, tick Enable STARTTLS if your provider asks for it, then Save SMTP settings and Use this sender. Your own server decides the sender line, so your studio name isn't shown in front of the address. With Gmail, use an App Password, not your regular Google password. Send from StudioFlow again switches back.

Also receive mail sent straight to your studio address

Optional. Clients who email your own studio address land in your normal mail, not in StudioFlow. If you want those here too, click Copy address, then set forwarding up in your mail provider — the block has step-by-step instructions for Gmail, Outlook, iCloud and everything else. Afterwards, send yourself an email and use Start check under Check that it works: it tells you the moment the forwarded message arrives.

Your own mailbox keeps its copy; StudioFlow just gets one too.

Signatures

Your personal signature is edited on the Signatures tab of the Emails page. See Inbox.

Email & calendar — Calendar

Google Calendar is connected once per studio, by the Owner. Open Settings → Email & calendar → Calendar, click to connect, and authorise with the studio's Google account. Owners, Admins and Crew then reach the shared calendar automatically — they don't connect their own Google accounts. A Bookkeeper isn't shared in.

See Calendar for how the two-way sync works.

Sync now. Once a Google calendar is connected and chosen, a small Sync now button sits under the connection with the time of the last sync ("Last synced 5 min. ago"). Changes already sync on their own every few minutes, and at once when you edit an entry — so you only need it if something looks out of date.

Add this calendar to your phone or Outlook. Further down, the address of your personal read-only feed — for Apple Calendar, Outlook or any calendar app — with a Copy button and an Add to Apple Calendar link. Regenerate URL replaces the address (the old one stops working at once).

Subscription, storage & backups — Billing & Storage

Your plan

The panel shows what you're on, when it renews, and how much of your team and storage allowance you're using. Manage Subscription opens the payment provider's own portal to change the card, download receipts or cancel.

If you cancel, you keep full access until the end of the period you've paid for, and a banner offers Keep subscription to undo it while that's still running.

Storage

{used} of {limit} — {percent}% used

Owner only. Shows what your photos, videos and document files are taking up.

If you're on Agency and running out, Add 1 TB buys a recurring storage extension: you go to a secure checkout page, and the space is added as soon as the payment goes through. The extra terabyte shows in the same panel as a purchased extension.

When your studio is read-only

If a trial ends or a subscription lapses, the studio goes read-only rather than disappearing. You'll see a banner at the top of every page, and the controls that would change something are disabled with the reason on them:

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

Two things always keep working, whatever the state:

• Billing & Storage → Manage Subscription, so you can pay and unlock.
• Backups → Run backup now and Download, so you can take your data with you before any deadline.

StudioFlow emails the Owner at 14 days, 7 days and 1 day before a grace period ends.

Subscription, storage & backups — Backups

Owner only. It hands out a copy of everything the studio holds, so no other level sees it.

Server backups

A full backup of all data is written to the server every night at 02:00. Each backup is a ZIP holding a spreadsheet of your data plus PDFs of your offers, contracts, invoices and questionnaires. 30 daily snapshots and 24 monthly archives are kept.

Run backup now takes one immediately — worth doing before anything risky, like a big import or a round of deletions. There's a daily cap on manual backups, and the panel tells you when you've reached it; the nightly automatic backup is separate and always runs.

Available backups

Every backup on the server, badged Scheduled, Manual or Monthly, with its date and size. Select any to download or delete. Download it and keep a copy somewhere off the server — that's the copy that survives everything.

What a backup does not contain

• Your uploaded photos, videos and attachments. The backup holds your records and your documents; the original files are far too large to put in a spreadsheet. Keep your own archive of original RAW and master files (see the Terms, Section 5.5).
• Browser sessions, passkeys and push subscriptions. These rebuild themselves the next time each person signs in.
• Events you synced to Google Calendar. Those stay in Google Calendar.

Subscription, storage & backups — Danger Zone

Owner only, at the very bottom of the page, and separate from anything else.

Permanently delete this organization and all its data. This action cannot be undone.

Delete Organization wipes projects, clients, invoices, galleries, photos, team members and every file in storage. You type the studio's name to confirm, and then StudioFlow emails you to confirm again — nothing is deleted until you open that link.

If your studio has more than one Owner, all of them have to confirm. While a request is waiting the panel says who asked and how many owners have confirmed so far, with Cancel Deletion Request next to it.

Activity & History

Not on the Settings page — on the Dashboard, in the Recent activity card.

• 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 only.
• My Activity — what you have done.
• Team Activity — what everyone else has done. Owners and Admins only.

When a delete dialog anywhere in the app says an item is restorable, this is where you restore it from.

Related

• Team — access levels, switches and seats, which "Access & pay" edits
• Finance → VAT — the return this page's VAT scheme feeds
• Gallery → The Gallery Designer — where the watermark set up here appears on a gallery
• Needs Attention — driven by the rules in Attention & Reminders