Shoots
The Shoots page is a dedicated view of every scheduled shoot across every project — past, present, and future. Where the Calendar shows shoots alongside general events on a grid, Shoots is a focused list of just the camera work, with all the details a photographer or videographer actually needs on the day.
Owners, Admins and Crew all have the Shoots page. Your craft tag makes no difference — a Crew member tagged Editor opens it exactly like one tagged Photographer. A Crew member with only their projects switched on sees the shoots of the projects they're on in full. Every other shoot in the studio appears only as a Busy card, with its time and nothing else: no client, no project, nothing to tap (see Calendar → Who sees what). A Bookkeeper is the one level without the page: the books don't need the shoot schedule.
What a Shoot record contains
Every shoot is tied to one project and carries the information the crew needs to show up prepared:
| Field | What it's for |
|---|---|
| Project | The project this shoot belongs to (wedding, portrait session, corporate gig, etc.) |
| Client (name, phone, email) | Pulled from the project's client so the crew can reach them on the day |
| Start time / End time | Scheduled window; also drives the Calendar entry |
| Venue name, Address, Location notes | Where to go — name like "Grand Hotel Zurich", full address, and any access notes ("enter via side gate", "parking permit in envelope at front desk") |
| Status | Scheduled, Completed, or Cancelled |
| Lead photographer | Primary shooter |
| 2nd photographer | Optional backup / second angle |
| Videographer | Optional video lead |
| Client wishes | What the client specifically asked for ("don't miss the first kiss", "avoid Uncle Bob") |
| Style notes | Reference mood, colour palette, editing direction |
| Equipment | Gear checklist specific to this shoot ("bring the 85mm", "underwater housing") |
| Timeline | A structured, per-slot agenda for the day — see Smart timeline below |
| Guest count | For weddings + corporate — helps with planning and pricing |
| Internal notes | Whatever the studio team needs to know that shouldn't go in client-visible communication |
Filters
The page has three filter axes you can combine:
Mine vs All
This pair of buttons appears for Owners and Admins, and both start on Mine.
- Mine — only shoots you're assigned to as lead, second, or videographer
- All — every shoot in the studio
Crew don't get the switch, because their list is already the answer: an ordinary Crew member sees the shoots they're on, and one with only their projects on sees every shoot of the projects they're assigned to.
By status
- All (default)
- Scheduled only — upcoming shoots that haven't happened yet
- Completed only
- Cancelled only
By time range
- Upcoming (default)
- This month
- Next 3 months
- All time
Use these together to answer questions like "what am I shooting this month?" (Mine + Scheduled + This month) or "show me every wedding we've delivered this year" (All + Completed + All time).
Creating a Shoot
Click Schedule Shoot at the top. You'll be asked to pick:
- Project — which project this shoot belongs to
- Date, Start time and End time
- Location — pick from the project's known locations or enter a new one
- Optionally: lead photographer, second photographer, videographer, client wishes, style notes
After save, a matching entry appears in the Calendar automatically — they stay in sync. If you edit the date in Shoots, the Calendar entry moves with it.
The shoot detail view
Click any shoot to open the full detail sheet (side panel on desktop, bottom sheet on mobile). From there you can:
- Edit every field
- See the linked Calendar entry and jump to it
- Open the client's contact card
- Copy a navigable address link (opens in your default maps app)
- Change status — flip Scheduled → Completed after the shoot wraps, or to Cancelled if the client reschedules and no rebooking is confirmed
- Jump to the project to see the whole context (offer, contract, tasks)
Marking a shoot Completed fires an automation trigger ("A shoot is completed"). It doesn't move the project's status on its own — set up a rule for it under Automations if you want completing a shoot to advance the project or queue editing tasks automatically.
Smart timeline
The day-of schedule is a structured, per-slot timeline rather than one free-text blob, so each slot can carry real detail instead of just a few words.
Building it. In the shoot detail view, the Timeline editor is a list of slots you add, reorder, and remove. Each slot has:
- a type — a timed item, a section header, or a plain note;
- a time (for timed items);
- a title (e.g. "Ceremony"); and
- an optional description for the longer detail (e.g. "arrive 20 min early, second shooter covers the balcony, rings with the best man").
Already have the agenda written up somewhere? Use Paste agenda to drop in your text — StudioFlow parses it into editable slots you can fine-tune before saving.
The timeline renders as a clean agenda — time · title with the description beneath each slot. If Include timeline notes for the client is ticked in the pre-shoot confirmation, the client sees the agenda in that email; the per-slot descriptions stay internal (crew-only).
Timeline reminders
Each timed slot can nudge the crew with a push notification shortly before it starts — a quiet day-of cue so no one misses the next thing while heads are down shooting. There's also a separate reminder for the shoot itself, before it starts.
- Who gets it: the shoot's crew — lead photographer, second photographer, and videographer.
- Per-person control: each crew member turns either reminder on or off for themselves under Settings → Application Preferences → Notifications, under Shoot reminders. Both are on by default — the per-slot nudge at 15 minutes before, the whole-shoot reminder further out — and each lead time is adjustable in the same place.
- Timezone: reminders fire on the shoot's local wall-clock time, using the Calendar Timezone on Settings → Studio setup → Studio profile — not a fixed region.
These arrive as web push, so each crew member needs notifications enabled for StudioFlow on the device they carry on the day. On iPhone/iPad that means adding StudioFlow to the home screen (install it as an app) and allowing notifications when prompted. Without that, the in-app bell still records the reminder, but it won't surface on a locked phone.
iCal feed for crew
Crew members who prefer to see their shoots in their own calendar app (Apple Calendar, Outlook, Google Calendar) can subscribe to a personal iCal feed. Open Settings → Email & calendar → Calendar, click Copy under Add this calendar to your phone or Outlook, and paste the address into any calendar app's subscription flow. StudioFlow's side is always current — reassignments, time changes and status flips show up the moment your calendar app next checks the feed, which is on that app's own schedule rather than something StudioFlow controls.
Note that the iCal feed is read-only; editing the event in your calendar app has no effect on StudioFlow. The source of truth stays in StudioFlow for everyone.
Access control
| Access level | What they can see |
|---|---|
| Owner | Every shoot, can create / edit / delete |
| Admin | Every shoot, can create / edit / delete |
| Crew | Every shoot, and can create and edit them — so the team can cover for each other. Deleting a shoot is an Owner's or Admin's job (though whoever deleted one can always put it back). |
| Crew with only their projects on | Only the shoots of the projects they're assigned to |
| Bookkeeper | No Shoots page |
Craft tags don't come into it. Photographer, Videographer, Editor, Culler — the tag decides who StudioFlow offers you when you staff a shoot, never what anyone can open. Every Crew member sees the same Shoots page whatever they're tagged.