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.
The three main stages of a workflow are:
Lead Stage:
Lead created - This task will automatically become ticked as soon as you create a new lead or job, and if a lead submits an enquiry.
Production Stage:
Job accepted - This task will tick if:
Your client accepts a quote.
Your client signs a contract
Your client pays an invoice.
If you create a new job.
And 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.
Post-Production Stage:
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 are sent on due dates. We’ve added two sample workflows to your account as a guide.
Workflow rules
To help you manage your leads better, we designed the system to ensure that while your job is in the ‘LEAD’ stage, no tasks or automation will occur after the lead stage.
At the same time, once your job enters the ‘PRODUCTION’ stage, all remaining tasks and automation 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 four choices:
A to-do task: is basically a task that needs to be ticked off when it is completed. For example, "Upload photos after wedding". Once you have uploaded your photos, you can tick this task off as complete.
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 six 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. *Note: If you don't set a due date, the auto-email will not be sent out. You'd have to manually tick the task to send the email out.
An extra shoot: is a task to schedule an additional shoot in your workflow that appears in your calendar. For example, if your client wants to have a rehearsal or an engagement shoot before the wedding (Main shoot date), then you can add this task instead of creating a new job.
An appointment: is basically a task to schedule an appointment which appears on your calendar and sends an auto-reminder, if ticked, to your clients.
To-do tasks explained
To create a 'to-do' task without a due date:
Complete the task name and click 'Save workflow task'.
To create a 'to-do' task with a due date:
Complete the task name.
Tick the box 'This task has a due date', and this task will be flagged with a red ! when overdue.
Add the due date for the task and then click 'Save workflow task'.
Below you can see that we have created a task called 'Time to book a second shooter', and it is due 4 days after the job is accepted. 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):
Complete the task name.
Choose the type of action you want the system to do and the templates that will be used for the task.
Click the 'Save workflow task'.
Below you can see that we have created a task called 'Excitement Email' and selected the corresponding email template.
We haven't added a due date to this automation, so to send this email all I need to do is tick the task in the workflow and the email will send.
To create an 'automation' task WITH a due date (does send automatically):
Complete the task name.
Choose the type of action you want the system to do and the templates that will be used for the task.
Tick the box 'This task will send automatically on due date' and choose the date you want the email/contract/questionnaire to go out.
Click the 'Save workflow task'.
In the example below, you can see that we are creating a task called: 'Excitement Email', and I want this task to automatically send to my client 7 days before the main shoot..
You can also drag 'n' drop, add, edit and remove workflow tasks from within each Job for additional customisation.
Extra shoot tasks explained
There are two ways to add an extra shoot in your workflows.
Adding it within the job or in Workflows (Settings).
Via the Studio Ninja Calendar.
To add an 'extra shoot' within the job:
Click on the ‘+’ sign or ‘Add new’ button above the workflow
Click extra shoot
Complete the task name and the schedule.
Save extra shoot
After saving the extra shoot task, the system will automatically insert the task within your workflow.
If you add an extra shoot in Workflows (Settings), You'll only have to complete the Task name and will have to update the schedule once the workflow has been assigned to a job.
To add an 'extra shoot' via the Studio Ninja Calendar:
Click on the Calendar tab.
Pick a date for the shoot.
Complete the task name and schedule.
Choose an active lead/job.
Save extra shoot.
When adding via Studio Ninja Calendar, you will notice that the extra shoot date is automatically applied however you will have to choose an active job to add the task into the workflow. Just enter the name and choose from the drop dropdown list.
After saving the task, it will appear on your Calendar as ‘EXTRA SHOOT (LEAD or JOB)’
Appointment tasks explained
Same with the extra shoot task, there are two ways to add an appointment in your workflows.
adding it within the lead/job or in Workflows (Settings).
via the Studio Ninja Calendar.
To add an 'appointment’ within the job:
Click on the ‘+’ sign or ‘Add new’ button above the workflow
Click appointment
Complete the task name and the schedule.
Tick the ‘Send appointment reminder to this client according to Email Templates’ box if you want to automatically send a reminder.
Save extra shoot
In the example below, I added a new appointment named ‘Meeting’ and scheduled it on Sept. 20th at 5pm – 6pm. I have ticked the ‘Send appointment reminder…..’ box to automatically send a reminder to my client according to how I’ve set it up in Email Templates (Settings).
To know more about how to set up the appointment reminder click here: Email Templates
After saving the appointment, the system will automatically insert the task according to the date.
Adding an appointment task in Workflows (Settings) is different, you'll only have to complete the Task name and will have to update the schedule once the workflow has been assigned to a job.
To add an ‘appointment' via the Studio Ninja Calendar:
Click on the Calendar tab.
Pick a date for the appointment.
Complete the task name and schedule.
Tick the ‘Add this appointment to the workflow of an active lead/job’ if you want to assign it to a job.
Tick the ‘Send appointment reminder to this client according to Email Templates’ box if you want to automatically send a reminder.
Save appointment.
When adding via Studio Ninja Calendar, you will notice that the appointment date is automatically applied and will have to the option to assign it to an active job. To add the task to a job, just enter the name and choose from the drop dropdown list.
You will easily notice the appointment task in your Calendar as it is the only entry that is labeled grey. Jobs are marked green and Leads are pink.
You can also drag 'n' drop, add, edit and remove workflow tasks from within each Job for additional customisation.
Note: The workflow automatically saves 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.