CRM Getting Started Guide
Key steps to get started:
3 Personalize emails sent by Fotostudio
5 Organize payments: deposits, balances, online payments
6 Manage session types and pricing
7 Automate email sending and task creation with workflows
8 Set up your calendar for online booking
1. Set up your account
You can view and edit all your account details by going to "My Account" via the avatar at the bottom left of your Fotostudio screen.
Here you will find:
My Profile:
In this section, you can enter your personal details (first and last name, email, phone, profile photo, etc.) as well as change your account password and regional settings.
My Company:
Here you can fill in the fields that will be used for contracts, quotes, and invoices: business name, bank account number, VAT number, and company address.
Customization:
This section allows you to:
- customize the client interface (a private page where clients can view documents like quotes, contracts, invoices, questionnaires) with your logo and primary brand color
- manage visual identities
- personalize email signatures sent via Fotostudio
- choose the text editor to use
- select the color theme of your Fotostudio interface from three options
2. Set up your email address
By default, emails sent from Fotostudio come from noreply@fotostudio.io. When your client replies, they see your email address, so the reply goes directly to you.
We recommend setting up your professional email, as using a personalized address improves credibility and email deliverability (less chance of going to spam).
You can send emails from your professional address by connecting your Google account or configuring your own email server.
- To connect Google: go to My Account > My Google Account and click "Connect with Google". This also synchronizes your calendar.
- To configure an email server: go to Messaging > Settings > Sending/Receiving Server, select "Use my mail server" under "Sending Method" and enter your provider's details (server, email, password).
3. Personalize emails sent by Fotostudio
Email templates (Data Templates > Emails) let you customize all automatic messages sent by Fotostudio (quotes, contracts, invoices…): tone, formal/informal address, style…
You can also create your own templates to save time and avoid rewriting the same messages.
4. Personalize contracts
In Data Templates > Contracts & terms of business, create your own contract or use a Fotostudio template. You can freely edit text and variables according to your business.
It’s also possible to have a specific contract for each session type. Variables like {first_name}
or {session_date}
automatically adapt the contract for each client. Once sent, the contract can be signed online easily.
5. Organize payments: deposits, balances, online payments
💰 Deposit
By default, Fotostudio generates a 30% deposit invoice as soon as a contract is signed. Online payment can be enabled so clients pay immediately.
Want a different amount or no automatic invoice? Customize it in Payment Plans: fixed amount or percentage, or disable deposits entirely.
You can also assign a payment plan to each session type (e.g., 30% for a studio session, 100% for a mini-session) when configuring (see step 6).
🧾 Balance
To invoice the remaining amount, go to the Quotes & Invoices tab in the session.
You can automatically generate the final invoice according to the payment plan or create a custom invoice.
📌 Tip: always work from the session record to benefit from automation (instead of the contact record, reserved for special cases like product orders).
💳 Online Payment
Enable online payment in Modules > Payments > Online Payments or Accounting > Online Payments.
Benefits: instant payment, immediate session validation, no need to check your bank account.
📉 Note: Stripe/Mollie/PayPal fees apply. You can disable online payment for certain session types or specific invoices.
🔧 Other payment methods (bank transfer, check, cash…): provide instructions in the “Other” field so they appear on the invoice (e.g., bank details).
All payments can be manually recorded to track accounting with Actions -> Add Payment.
6. Manage session types and pricing
Set up sessions
Session types (wedding, boudoir, corporate, etc.) let you organize sessions and apply default settings: pricing, contract, T&Cs, payment plan, workflow, address, etc.
Create and manage types in Shoots > Settings > Shoot Types. Each type has a name + color to visualize your calendar easily.
Configurable settings:
- Color
- Default Contract (signable online)
- T&Cs (displayed on quotes/invoices)
- Payment Plan (e.g., 30% / 70%)
- Workflow (automated emails/tasks) – see next step
- Default address (optional, useful for studio sessions)
- Options: auto-confirmation, online payment, show in online booking
Save time by configuring your pricing
In Sessions > Pricing, save your services, products, and options.
A product represents items sold outside the session: albums, prints, etc.
An option could be extra time, multiple backdrops, etc.
For each pricing, provide a name, description (visible on quotes/invoices), price (including VAT), and tax rate. Assign pricing to one or more session types for easy access when creating quotes/invoices.
Add an image if you want your catalog to be more visual for clients.
7. Automate email sending and task creation with workflows
Workflows in Modules > Workflows automate tasks like sending emails, SMS, or creating calendar reminders at key moments of a session (creation, confirmation, session date).
Name your workflow, e.g., Maternity to automate everything related to maternity sessions.
Three columns appear:
- Session creation
- Session confirmation
- Session date
These represent key points in the client journey. You can trigger automatic actions before, after, or at that exact moment.
Examples of automated workflow actions
- Confirmation email → Sent automatically after contract signing or deposit payment.
- Reminder SMS → Sent 1–3 days before the session to remind clients of time, address, and details.
- Questionnaire → For example, a form to fill out after session creation to understand client expectations.
- Balance invoice → Scheduled a few days before or after the session, depending on workflow.
- Task for photographer → Example: “Prepare studio props”, “Check balance paid”. Tasks are added to your personal calendar.
8. Set up your calendar for online booking
Mini sessions
Mini sessions allow multiple short slots on the same day (ideal for Christmas).
Define the date, duration of each session (e.g., 20 min), and break between sessions (e.g., 10 min), and Fotostudio generates all available slots automatically.
Booked or blocked slots appear in red to avoid double bookings. You can modify dates or manually add slots anytime.
Online booking
Online booking uses a weekly schedule with custom slots.
Choose days, times, session duration, and breaks between sessions.
You can also set:
– Minimum booking notice (e.g., 48h)
– Automatic release of unconfirmed slots
– Block slots when your personal calendar is busy
– Limit sessions per day
Each session type can have a dedicated link or a global link for your website.
Catalogs
The Catalog module lets you create different session types (Christmas mini session, maternity, family…) with pricing, collections, and options.
You can add promo codes and payment plans (deposit, full payment, etc.).
The catalog integrates automatically with mini sessions and online booking. Clients first select the session type, then choose the offer that suits them.
Updated on: 17/10/2025
Thank you!