Portrait Session Workflow

Simple, repeatable, professional

Portrait sessions are your bread and butter. Whether it's families, seniors, headshots, or couples, the workflow follows the same pattern. Here's how to run it smoothly inside creavio.

Step 1: Lead comes in

A potential client inquires through your website contact form, your booking page, or a direct message. If they use your creavio contact form, their info automatically creates a lead in your CRM.

Step 2: Respond and book

Reply quickly with a friendly email through creavio. Share your availability and link to your booking page where they can choose a session type and schedule. Once they book, they receive an automatic confirmation email.

Step 3: Contract and payment

Send a simple portrait contract for e-signature. Follow it with an invoice for the session fee. For portrait sessions, most photographers collect full payment upfront or a 50% deposit at booking with the balance due at delivery.

Step 4: Pre-session preparation

Send a questionnaire or preparation email a few days before the session. Include tips on:

• What to wear and what to avoid.
• Location details and where to meet.
• What to bring (props, outfit changes, personal items).
• What to expect during the session.

creavio's reminder system sends an automatic heads-up one day before, so your client shows up prepared and on time.

Step 5: The session

Shoot day. Your calendar has all the details. The client's profile has their questionnaire answers and any notes you've made.

Step 6: Edit and deliver

Edit your selects and upload them to a collection in creavio. Use Auto-Cull if you shot a high volume. Set download permissions based on what's included in their package.

Share the collection link with a styled delivery email. Your client opens a beautiful gallery on any device.

Step 7: Invoice and follow up

If there's a remaining balance, send the final invoice. Once everything is settled, send a review request. Add a task to follow up in six months about booking their next session.

Automate the repeatable parts

Most of this workflow can be automated with creavio's workflow tools. Set up automations to send the contract after booking, the questionnaire after the contract is signed, and the review request after gallery delivery. You focus on shooting and editing. creavio handles the admin.

Frequently asked questions

How is a portrait workflow different?

Portrait sessions are typically faster to manage — shorter contracts, simpler pricing, and smaller galleries. This guide optimizes for speed and volume.

Can I use the same templates for portraits and weddings?

You can, but we recommend separate templates. Portrait and wedding clients have different expectations for terms, timelines, and deliverables.

How do I handle mini sessions?

Create a mini session service with its own pricing, contract template, and shorter booking window for efficient scheduling.