Catskills Family Photographer
Calendly
Calendly is the scheduling software used by JCSP. It is much more than a calendar. Strategic planning and automation ensure your clients all get the same professional experience when they book a JCSP session using your Calendly link.
Creating a JCSP Event
Consistency in client experience is important to me, so I ask all my associates to follow this format when they create their own booking link in Calendly.
If you don't already have a Calendly account, now is the time to create one. I've checked out other scheduling software, and nothing is as comprehensive as Calendly. They are always adding new features and improving their user experience. They have free plans as well!
Once you have your account set up, your first step is to create an event. For us, an event is simply a type of session. You'll need to be able to create more than one kind of event if you offer more than one kind of session, which is the case for most of us. Each event will have its on parameters for scheduling.
You'll start by clicking the blue button that says "+ Create" and then selecting "Event Type".
Next, you'll want to select "One-on-One"
Next, fill in the event information as you see below. Copy and paste this information for the description:
$800 - Families, Couples & Seniors
$1250 - Extended Family Sessions
These are golden hour, lifestyle sessions. They take place 1-2 hours before the sun sets at a location we choose together. You can expect these sessions to be 30-90 minutes long, sometimes longer, but rarely shorter than this. We will do a mixed of posed and unposed shots. Immediate family only.
Your session will be shot by me, (insert your name), but coordinated, edited and delivered through an online gallery by Jill C. Smith Photography.
To book, there is a retainer of $350 for regular sessions and $500 for extended family sessions.. Your balance will be invoiced to you by Jill C. Smith Photography, due the day of your session.
Included: Session styling, wardrobe assistance, location scouting, up to two hours of shooting, an an online gallery of 35+ hand edited photos from your session, in both color and black and white, all yours to keep as high resolution digital files, print rights included.
Your next step is to set up your availability First, select "Indefinitely into the future". Make the duration "Custom" and 90 minutes. Then choose "Custom Hours". Clear the default times. This next part is as easy as going through each month and marking the days you are available. Here's the golden hour time slots you'll want for each month:
January: 2:30 - 4:00 pm July: 6:30 - 8:00 pm
February: 3:00 - 4:30 pm August: 6:00 - 7:30 pm
March 1-11: 4:00 - 5:30 pm September: 5:30 - 7:00
March 12-31: 5:00 - 6:30 pm October: 4:30 - 6:00 pm
April: 5:30 - 7:00 pm November 1-4: 4:30 - 6:00 pm
May: 6:00 - 7:30 pm November 5-30: 3:00-4:30 pm
June: 6:30 - 8:00 pm December: 2:30 - 4:00 pm
Finally, go down to "additional rules for your availability and click it. Show time in increments of 90 minutes and automatically lock in the time zone.
Next, you'll set up your client questionnaire. Do this by selecting the "Invitee Questions".
Here are the questions I'd like you to ask:
Next is a tool I've only begun implementing in the past few years; Workflows. In Calendly, a "workflow" is something that is triggered by a client booking. Because setting these up is a bit less intuitive than other back end stuff in Calendly, I've recorded this video walking you through it.
These are the workflows I'd like for you to have in place for all JCSP Calendly Events:
Email Additional Resources:
Have it sent from "hello@jillcsmithphotography.com
Send immediately upon booking. Email subject "Let's help you prepare!"
Email body:
"Thanks so much for booking a JCSP associate session! You'll be working with (your name here) on (session date) at (session time).
If you're having a hard time figuring out what to wear, check out this resource: https://www.jillcsmithphotography.com/whattowear
Please email (hello@jillcsmithphotography.com) or text (845-866-5924) Jill with any questions leading up to your session.
Thanks again for choosing Jill C. Smith Photography!
Text Host
Have it sent to my cell 845-866-5924 immediately upon booking.
Information to include:
Name, Email, Cell, If they'd like to add on hair and makeup and their privacy preferences.
You may also wish to include additional workflows to help remind and prepare you for sessions, but these are the only ones I'll require on my end.
Finally, you'll need to decide how you'll be paid. To avoid the headache of a 1099, clients pay you your flat rate directly. Through Calendly, you'll have three options; in person payment, PayPal or Stripe. You'll need to connect your Calendly account to whichever payment processor you prefer, or arrange for in person payment if you don't use either of those two platforms.
Your cancellation policy will depend on your own preferences and should match what your contract says.