An unbooked client in Sprout Studio is called a Lead. A booked client is called a Shoot. When you first get an inquiry through your Contact Form in Sprout Studio, it automatically creates a lead. You can also add a lead manually by clicking “Add Lead” from the the "Quick Add" button on the top bar of Sprout Studio.
When a client is a Lead, they may still be negotiating packages, discussing details and interviewing other photographers. Once they’re ready to book you, they are ready to pay, sign a contract and become an actual client.
Watch this video to understand the basic lead-to-shoot workflow in Sprout Studio:
You can book a lead into a shoot through Sprout Studio in 2 ways:
- By sending them a step-by-step booking proposal, allowing them to choose a package, sign a contract and make a payment
- By manually booking them as a shoot.
This article covers option #1 - booking a shoot through a booking proposal.
Booking a shoot through a booking proposal
A Booking Proposal is a guided, step-by-step process of booking you. You customize the details and send your client a link, where they’ll have a unique URL to visit. In the booking proposal, they can choose a package, provide their personal details, sign a contract, and make a payment.
Customizing a booking proposal
Go to the "Booking Proposal" page (on the left-hand menu bar) while viewing a lead to customize that lead's booking proposal. Here, you can customize:
- Available packages - You must first choose a price list, and then you can add packages for your client to choose from by clicking the “Add Package” button. If you’d rather not give them a choice, you can add only 1 package which will be selected by default.
- Available a-la-carte items - Once you’ve selected a price list, you can specify any available a-la-carte items that your client can optionally choose to be added onto their package. You can also specify a discount for these items if applicable.
- Payments already received - If you’ve already received payments from this client, you can add them here, and it will be applied to their payment schedule once they choose their package.
- Payment schedule - You can choose the payment schedule (otherwise known as a payment plan) for your client by choosing the “Payment Schedule” toggle. Once you do, you can click the “Add Payment Schedule” button to add a template payment schedule or create a new one. If you’d rather keep the default “Single Payment” option, which is one lump sum payment due at the time of booking, you can choose the “Single Payment” option.
- Tax - You can choose what tax will be calculated on top of the package they choose. Your default tax specified in Settings > Pricing & Booking > Payments & Taxes will be chosen by default. The tax can be distributed on each invoice, evenly, or added to the final invoice. You can specify how you’d like your taxes calculated in Settings > Pricing & Booking > Payments & Taxes.
- Contract - You can optionally choose to require a contract to be signed within the booking proposal. Enable the “Require Contract” toggle, and choose from one of your template contracts (and optionally customize it for this booking proposal) or create a new contract just for this booking proposal.
Tweaking the "flow" of a booking proposal
You can tweak the "flow" of a booking proposal and make it look and feel exactly how you’d like through the following customizations:
- Expiry date of the booking proposal. After the expiry date, the booking proposal will no longer be available for viewing.
- Welcome and thank-you message that are shown as the first and last step of the booking proposal. You can use one of your template messages (and optionally customize it just for this booking proposal) or create a new message for this booking proposal.
- Questionnaire - You can optionally add a questionnaire as a step in the booking proposal for your client to fill out. You can use one of your template questionnaires (and optionally edit it just for this booing proposal) or create a new questionnaire for this booking proposal.
Sending a booking proposal
Click the “Publish + Email” button to send a booking proposal. This will publish the booking proposal (making the URL available to be visited) and open the "Compose Email" modal. The email will automatically populate the “To” field with the primary client’s email address, and the email you specified in Settings > Templates > Emails for “Default Booking Proposal Email” will be chosen. If you do not have a “Default Booking Proposal Email” chosen, the link to the booking proposal will be populated in the email body.
Viewing and copying the link to the booking proposal
You can view the link to the booking proposal by clicking the “View Link” button beside the link field. You can copy the link to the booking proposal by clicking the “Copy Link” button within the Link field.
If you’d like to send the booking proposal to your client outside of Sprout Studio, you can click the down-arrow button beside the “Publish + Email” button and click “Publish”. This will publish the booking proposal (making the URL available to be visited) but not open the "Compose Email" modal. You can then copy and paste the booking proposal link and send it to your client however you’d like.
The booking proposal workflow
If you have a contract in the booking proposal, once your client signs it, you’ll be required to sign it as the photographer. Once you do, it will convert the lead into a shoot with a signed contract. Once this happens, the following options you specified in the Booking Proposal will be acted upon:
- Email link to shoot - this will email your client a link to their client portal and login details for this Shoot.
- Apply workflow - this will apply the Shoot Workflow that you specify.
If you do not have a contract, once your client finishes the booking proposal, the lead will be converted into a shoot. Once this happens, the same options you specified in the Booking Proposal (above) will be implemented.
What you'll get after a booking proposal is complete
If you have all of the notifications turned on in Settings > Account & Branding > Users, you’ll receive the following notifications:
- If you had a questionnaire in the booking proposal, once the client fills out the questionnaire in the booking proposal, you’ll receive a notification.
- Once the client finishes the booking proposal, you’ll receive a notification.
- If you had a deposit or retainer due upon booking, once your client pays, you’ll receive a notification.
What your client will get after a booking proposal is complete
If you have all of your automatic emails turned on in Settings > Communication > Automatic Emails, your client will receive the following emails:
- If you had a questionnaire in the booking proposal, once the client fills out the questionnaire in the booking proposal, they’ll receive an email confirmation.
- Once the client finishes the booking proposal, they’ll receive an email confirmation.
- If you had a deposit or retainer due upon booking, once your client pays, they’ll receive a receipt.
- If you enabled “Email link to Shoot” in the booking proposal, your client would receive an email with client portal and login details for the Shoot. If this is the first time they’re logging in, they’ll be asked to create a password when they visit the page.