Transitioning your already-booked shoots from other systems into Sprout Studio is simple! First, you'll need to make a decision about how you'll transition the package/order for each shoot you're transitioning.

You need to decide if: 

  1. You want the package for each shoot you're transitioning to be used later in Sprout for other shoots, or ... 
  2. You want to just add each shoot you're transitioning with a one-off custom package.

The main reason to go with option #1 is if the package, products and/or services are ones you still offer or that you offer regularly. If you want to track how many times you've sold a specific package, product or service for all of the past shoots you're transitioning, then you'll want to transition your shoots using method #1 below.

If you are ok to not have the historical tracking of packages, products and services and are ok with the quicker option of transitioning all your existing shoots with one-off custom packages, then you'll want to transition your shoots using method #2 below. 

Transitioning your shoot and track the package

As mentioned above, using this method will allow you to track the package and use it for analytics in the future. This method will take a bit longer than method #2 - approximately 5 minutes per shoot you transition. 

For each shoot you're transitioning, you'll need to first set up the package, then add the shoot and then move over the contract. 

Setting up the package

  1. Go to Settings > Pricing & Booking > Price Lists.
  2. Open the price list appropriate for the shoot you're adding (i.e. your Wedding Price List). 
  3. Add each product and service in the package for this shoot. 
  4. Create a new package and add those products and services into the package. 
  5. Set the package price. 

Adding the shoot

  1. Click the "Add Shoot" modal from the "Quick Add" menu in the top-left corner. 
  2. Enter the booking details (inquiry date, booking date and shoot date). This is useful to have for analytics so you can see trends in your business. Click the "Next" button.
  3. Enter your client's details. Click the "Next" button. 
  4. Click the "Add Order" button and add the package from the price list you just created. 
  5. Set up the payment schedule based on the payment schedule you previously had in your old system. Use the specific dates from your old system for each payment. 
  6. Add any payments you've already received by clicking the "Add a Payment" button. 
  7. Click the "Add Shoot" button. 

Adding the contract

  1. Click "Documents" on the left-hand side, and then click the "Add File" button. 
  2. Upload a PDF of your contract from your previous system. 
  3. Click the eyeball button in the top-right corner of the uploaded file. This makes the file visible to your client in their portal. 

Transitioning your shoot with a one-off package

Using this method is quicker (approximately 2.5 minutes per shoot you transition), but will not allow you to track the package in your analytics from all shoots you transition. 

For each shoot you're transitioning, you'll need to add the shoot, then add the order and the contract. 

Adding the shoot

  1. Click the "Add Shoot" modal from the "Quick Add" menu in the top-left corner. 
  2. Enter the booking details (inquiry date, booking date and shoot date). This is useful to have for analytics so you can see trends in your business. Click the "Next" button.
  3. Enter your client's details. Click the "Next" button. Then click the "Add Shoot" button.

Adding the order

  1. Click "Orders & Quotes" on the left-hand side, and then click the "Add Order" button. 
  2. Choose your price list and then click the "Add Item" button, choose the "Custom" option. 
  3. Name the custom item to be the name of the package your client booked, and set the price to be the price of their package. 
  4. Set up the payment schedule based on the payment schedule you previously had in your old system. Use the specific dates from your old system for each payment. 
  5. Add any payments you've already received by clicking the "Add a Payment" button. 
  6. Click the "Create" button. 

Adding the contract

  1. Click "Documents" on the left-hand side, and then click the "Add File" button. 
  2. Upload a PDF of your contract from your previous system. 
  3. Click the eyeball button in the top-right corner of the uploaded file. This makes the file visible to your client in their portal. 
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