What are workflows? Think of a workflow as a task list that you apply to every job that you create. As your job progresses, you simply tick off tasks in your workflow and make sure nothing is forgotten. 

Watch this short video explaining workflows 

The four main stages of a workflow are:

Lead created:
this task will automatically become ticked as soon as you create a new job.

Job accepted:
This task will tick if:

  1. your client accepts a quote.
  2. your client signs a contract.
  3. your client pays an invoice.
  4. if you manually tick this task in the workflow.

Main shoot:
This task will automatically become ticked on the day that the job is scheduled. It basically means the shoot has finished.  

Job complete:
You need to manually tick this task once everything is done and the job is finished.

What does a workflow look like?

Above you can see what the workflow looks like in settings and below you can see the workflow once it is assigned to a job.

Below is an example of a basic workflow. This workflow includes a variety of different tasks including to-do's, auto emails and auto questionnaires that send on due dates.

Workflow rules

To help you manage your leads better, we designed the system to ensure that while your job is in ‘LEAD’ stage no tasks or automation will occur after lead stage.

At the same time, once your job enters ‘PRE-SHOOT’ stage, all remaining tasks and automations from the lead stage will no longer occur.

Workflow options explained

When you are creating a new task for your workflow you will be given two choices:

  1. a to-do task: is basically a task that needs to be ticked off when it is completed. For example "Upload photos after wedding". So once you have uploaded your photos, you can tick this task off as complete.  
  2. an automation task: these tasks allow you to either send an email automatically, send a contract automatically or send a questionnaire automatically. For example you might want to automatically send your couple an email 6 weeks before the wedding saying "It's time to book your pre-wedding meeting" and the system will automatically send this email to your client for you. 

To-do tasks explained

To create a 'to-do' task without a due date:

  1. Complete the task name and click 'Save workflow task'

To create a 'to-do' task with a due date:

  1. Complete the task name.
  2. Tick the box 'This task has a due date'  and this tasks will be flagged with a red ! when overdue.
  3. Add the due date for the task and then click 'Save workflow task'.

Below you can see that we have created a task called 'Upload Wedding Photos' and it is due 1 day after the job is scheduled to happen. If you DON'T tick this task by the due date it will become flagged with a red '!'  

Automation tasks explained

You can assign an email, questionnaire or contract template to an automation task. This email will automatically send to your client on the due date or when you tick this task in your workflow.

You can also assign variables to your workflow, but note that the following variables will not work here: %payment_due_date%, %payment_amount%, %appointment_date%, %appointment_time% 

To create an 'automation' task WITHOUT a due date (does not send automatically):

  1. Complete the task name.
  2. Choose the type of action you want the system to do and the templates that will be used for the task.
  3. Click the 'Save workflow task'

Below you can see that we have created a task called 'Send Wedding Questionnaire' and selected the corresponding email template. 

We haven't added a due date to this automation, so to send this questionnaire all I need to do is tick the task in the workflow and the questionnaire will send.

To create an 'automation' task WITH a due date (does send automatically):

  1. Complete the task name.
  2. Choose the type of action you want the system to do and the templates that will be used for the task.
  3. Tick the box 'Send automatically on a due date' and choose the date you want the email/contract/questionnaire to go out.
  4. Click the 'Save workflow task'.

In the example below you can see that we are creating a task called: 'Send Wedding Questionnaire' and I want this task to automatically send a questionnaire to my client 3 months before the job is scheduled.  

You can also drag 'n' drop, add, edit and remove workflow tasks from within each Job for additional customisation.

NOTE: Don't forget to click on the Save Workflow button! The workflow doesn't automatically save when you add new workflow tasks.

Now it's your turn to start creating workflows. 

Make them as simple or as complicated as you like as we have designed our workflows to be more flexible, easier to setup and have more functionality.

Remember, we are always trying to keep things simple. The goal of Studio Ninja is to simplify your admin, so if you find yourself sending the same email over and over again to every client, try and create an email template of this email and assign it to a workflow task with a due date. 

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