As a busy social photographer, you’re always looking for tools that will help to lighten your workload and save you time. Our friends at Fundy help to save time with all your photo design needs.
With Fundy designer you can design albums and signing books, create wall art, design web collages and watermark images all in one software, but did you know they also do IPS?
Selling products to your clients face-to-face after a portrait session is a long-established method of taking orders and making money. Many photographers choose the in-person sales or IPS model as they believe it is part of giving their client a great customer experience. It will often result in better sales than online galleries as it’s much easier to sell wall art and albums in person when the customer can see the different products you offer.
Light Blue is the core of all of your photography businesses admin and there are substantial advantages to having all of your business information in one place. To help you to have the complete picture, Light Blue can import your in-person sales orders from Fundy, a great way to keep on top of your finances!
After an IPS session, recording your client’s order and linking it to their shoot record in Light Blue helps you to see how successful that session was as well as giving you the all-important bigger picture within your business.
“Recording you IPS sales has never been easier with the new integration between Fundy Designer and Light Blue.”
Andrew “Fundy” Funderburg Founder Fundy Software
In the guide below we’ll show you how to manage an IPS session in Fundy, then export the helpful information and bring it into Light Blue so that you can link everything together.
One of the great things about doing an IPS session is that you can show clients exactly how their images could look as a canvas or frame on the wall. There are a number of rooms built into the software, but you can also upload images of your client’s homes to show them exactly how their wall art could look in their own home.
Once you’ve decided on the size and framing you can add the framed print to your client’s order.
To view the items in your client order click on the image browser button.
Select the orders tab to show you what’s already been added to your client’s order. You can also add extra items to your order such as prints or cards.
Selecting ‘add print’ will bring up a dialogue box and allow you to select sizing and add notes to your order.
When you have finished adding items you will click on ‘view order’ to see the final selection.
You can then export this order by selecting ‘Export> Studio Management XML’.
Once you’ve exported your order from Fundy, you’ll want to import it as a sale in Light Blue. To do this, go to the Records menu, select Import, then ‘Sale From Fundy XML File’.
This will import the Fundy order into Light Blue as a sale. It’s really important to remember that you still need to turn the sale into an invoice, even if you’ve already taken payment for the sale from the customer. Turning the sale into an invoice flags it for inclusion in various reports in Light Blue. You will get a reminder to do this when you import the XML file.
You can choose whether to send the invoice to your customer. If you’ve already given them a copy of their Fundy order at the viewing session, you can uncheck the Print/Send box and Light Blue will simply create an invoice number for the sale.
You’ll also want to make sure that you link the sale to your shoot record. Click on the cog in the linked shoot record and choose ‘Link Shoot’.
Start typing the shoot name and it will appear in the drop down menu.
If the customer has already paid you for the order you can mark is as paid simply by clicking the “Add Payment” button on the sale record.
By importing your Fundy orders into Light Blue, you’ll always have a clear idea of your sales income, as all that information is in one place. We hope you find this helpful in streamlining your order system. We also have integrations from Shootproof and theimagefile which we will cover in future blog posts. We looked at our integration with ProSelect in this blog post.
We’d love to know if you are already using some of these integrations and how you find it helps you & your business!
tl;dr: Light Blue 8.2 is fully compatible with macOS Catalina and is a free update for all of our subscribers.
Apple have just released this year’s major macOS update, macOS Catalina. Catalina includes some really big changes behind the scenes, including dropping support for 32-bit apps and introducing new security and privacy measures.
Mandatory health warning: As with all major operating system updates, it is a very sensible idea to be cautious about updating all of your computers and mobile devices at the same time. If you rely on Light Blue to run your business, we would therefore recommend holding off from updating your operating system as soon as the latest version of macOS comes out. At the very least, if you absolutely must update on day one, make sure that you have at least one computer on the ‘old’ operating system until you’ve had a chance to test that all of the apps that you depend on are fully functional.
We’ve just released Light Blue 8.2, which builds on the success of Light Blue 8 by adding new features, improving existing features, and squashing bugs.
Light Blue 8.2 is a free update for all of our subscribers. You can install the update by using the “Check For Updates” command in Light Blue (which is in the Light Blue menu on macOS, or in the Help menu on Windows) or by downloading the installer from your Light Blue account.
macOS Catalina compatibility
This update adds compatibility with macOS Catalina, which is expected to be released in October 2019. Please make sure that you install this update if you’re going to upgrade your Mac to macOS Catalina.
Online contract, forms, and online invoice translations
All of the text in our online contracts, forms, and online invoices can now be translated so that they can be presented in any language! We’ve provided French and German translations as part of Light Blue 8.2, but please get in touch if you’d like to find out more about adding other languages.
Home screen and activity improvements
Shoots displayed on the Home screen now include their location summary, so you can see where you’re going at a glance.
The task manager now includes totals next to its group headings.
The quick query totals for each of Light Blue’s main sections are displayed more quickly when you have large quantities of data.
Added a preference for displaying the time and date of all items in the Activity panel instead of just the date.
Email and text message improvements
We’ve made it much simpler to include images in your emails and email templates. When you’re adding an image to an email, we can now host that image for you to save you from needing to host the image yourself.
Improved the performance of our HTML editor when working with large quantities of text.
The “Insert Link” button in our HTML editor now allows you to add links to images as well as text.
Removed the ability to add multiple levels of indentation to ordered and unordered lists in emails, because they’re not a standard HTML feature and some email clients (especially Gmail) don’t display them properly.
When you’re replying to emails where the email address is of the form “Someone’s name <firstname.lastname@example.org>”, we now strip the name part out automatically. We can also handle email addresses of the form “Someone’s name [mailto:email@example.com]”
Added support for GroupHead: prefixes for contact mail-merge tags in workflow emails and text messages.
Fixed a problem where a manually created text message could be displayed with the wrong time until it’s sent.
Fixed a bug where the “Insert Link” button in our HTML editor could remove the first letter of the text you’re adding a link to.
Other client portal improvements
We’ve changed all references to “public forms” to “contact forms” because that’s what most photographers use them for!
When you receive a new lead from a contact form, we include the name of the lead in the subject line if you have a “main contact” control in your form.
The receipt email for online invoices now has more sensible headings when the invoice had previously been partially paid.
Worked around a problem where Gmail could fail to display the button text in our client portal emails in the correct colour.
Other improvements and bug fixes
When importing a price list from a CSV file, we now automatically handle currency symbols and preserve the order of the items in your price list.
You can now save and reload import orders when doing a “shoots and contacts” data import.
When you use the “Mark Founds Shoots As Completed” housekeeping command, you now have an option to change the status of enquiries as well as confirmed shoots.
The “Add contact” dialog now allows you to set the label for any new addresses that you’re adding.
The “Save New Product” button in the sale item editing dialog now allows you to save items with a negative or zero price, as well as items with a positive price.
Our Australian English localisation now refers to “State” instead of “County”.
The “Update Linked Contact’s Address” command now explains why you can’t update the linked contact’s address when there are no changes to save.
Fixed a crash that could occur on macOS when creating a reply to an email containing emoji.
Fixed a bug that could prevent the Contacts, Calendars, or Reminders permission dialogs from being displayed on macOS Mojave or newer.
Fixed a problem where the records list contextual menu in the Preferences window would never enable any of its items and the “Move Record to Trash” menu item was also disabled.
Fixed the title of the calendar note dialog on Windows.
Fixed a bug where background threads the load the contents of the Inbox and Outbox could persist after they’ve finished their job.
Fixed a problem where the “Skip This Version” button in the Windows version of our autoupdater wouldn’t remember that you’ve skipped that version when you quit and relaunch Light Blue.
In the background activity window, if you’re doing a large sync and a temporary error turns the sync status text red, it’s now changed back to black as soon as the error is cleared.
We’re going to be carrying out some scheduled maintenance on our website servers this weekend, which is going to lead to some unavoidable downtime for our account management pages and support resources such as our knowledgebase and video tutorials.
However, Light Blue’s online services will be unaffected and you will be able to carry on using all of Light Blue’s features while this takes place.
We’ll be carrying out these updates early on Saturday morning (UK time) to minimise any disruption.
Photographing newborns is a rewarding experience. You get to share in the magic of their first few weeks on Earth and capture those moments for the proud parents.
But get ready to expect the unexpected.
We’re not just talking about the kind of surprises only a tiny baby can provide during a shoot. They also have their own unique way of testing your organisational skills before they’re even born.
Babies will arrive in this world on the day of their choosing. It doesn’t matter whether you’ve carefully planned your diary to photograph them on September 20th if they decide to stay inside Mum’s tummy until the 22nd.
They’ll definitely set some challenges to your diary and to-do list, especially when you’re booking sessions well in advance of baby’s due date.
So how do you strike the balance between being prepared and professional, while still being flexible enough to accommodate last-minute schedule changes?
Here we explore how using Light Blue can help you stay organised while remaining understanding and unobtrusive towards your clients.
How Are Newborn Shoots Different?
Ideally, you’ll want to arrange the shoot for within 14 days of a baby being born. The client will give you their due date which you can work around to book a provisional date. But with only around 25% of babies arriving precisely on time, this date will more than likely have to shift.
So the task here is to establish processes which make it as stress-free as possible, for you and your client, to adapt to this uncertainty.
Here’s where Light Blue’s clever functionality comes to the rescue, no matter what day baby is planning to arrive.
Adapting the Shoot Record
The shoot record is your go-to information centre for each and every job you do. When it comes to managing a newborn shoot, it has some handy features to help stay extra-organised:
Calendar – when you first take the booking, you can add a provisional date for the shoot to your Light Blue calendar. If you need to reschedule because baby arrives early or late, simply move the booking to a new date and all the tasks associated with that shoot will shift date automatically. Managing your diary is instantly easier.
Custom fields – these can be added to a shoot record to cover specific detail such as contacts, figures, notes and, in the case of newborn photography, Mum’s due date.
Custom fields can be created in your preferences.
This can be allocated its own workflow, for example to send an automatic email one month before to check in with the client.
The job of ticking all the boxes connected with a specific booking demands plenty of organisation. Light Blue’s workflow tool looks after the logistics for you.
It enables you to create lists of all the essential tasks connected with an important date, creating specific workflows for shoots and viewing sessions. A standard shoot workflow will include reminders to confirm the date, send the contract, collect the deposit, check equipment, and the names of those attending.
For newborn photography, a workflow specific to the due date is a great way to manage its inherent unpredictability. It allows you to tackle that ever-changing session slot and will also establish rapport with the client while they’re waiting for their little one to arrive.
Simply click next to the custom field showing the due date and allocate a unique workflow, reassured that if the proposed shoot date changes, all the task dates will change too. Everything will be scheduled at the right time: nothing to remember and no chance of forgetting anything vital.
Workflow tasks based around the due date can be made fully bespoke using offset dates and automated templates:
-30 days: email with tips about what to pack in a hospital bag
-20 days: email with advice on how to make the most of the shoot
-7 days: check-in to see how they are and reschedule if baby has arrived early
-3 days: a second check-in on any news
+3 days: a reassuring message to say you’re thinking of them
+7 days: to suggest moving the shoot date forward by ten days
As the big day approaches, a dedicated workflow makes this nurturing campaign structured, while remaining friendly and reducing stress for all. You’ll know what’s happening with your diary while the client will keep you forefront of mind without feeling hassled.
Making the Most of Forms
Gathering client details is straightforward when you use our forms. From the initial enquiry to pre-shoot, you can install forms on your website via Light Blue. All the crucial detail will be sent back to the system so it’s right at your fingertips.
You can easily create a contact form specifically for newborn shoot enquiries. You can add a field for the expected due date which will help the planning process at the earliest possible opportunity. This can will be imported into a new shoot record which will then contain the key facts.
When the client fills in the form you send an automatic thank you reply to your potential new client.
Once you have imported their details you can apply your normal enquiry workflow.
While you have all the important information about mum and dad, don’t forget about baby.
You can create a pre-shoot form for their parents to complete to gather the new arrival’s name and date of birth. If you don’t already have an address, you can ask for it now by simply adding another field. Or maybe you’d like to know the names of anyone else who’ll be at the shoot, such as grandparents or even pets.
When this questionnaire is sent back to you, a notification will appear to check your Light Blue inbox. You can then add it to the shoot record and you’ll have all the information you need, including when to send baby their first birthday card.
Using Queries to Generate More Business
When a client books a newborn shoot, it’s part of your job to tempt them to arrange more sessions as their baby grows into a smiley small person. This can be a date-juggling admin headache if you don’t have the right systems in place.
Light Blue offers two ways to ease this. You can add a task to the newborn shoot record, triggering an automated email +300 days after the initial session. This will prompt the client to think about booking a first birthday shoot.
Or you can tap into the functionality of the software’s query tool. This helps you keep track of all the crucial dates so you can nurture and follow-up at the appropriate time.
For instance, you can search for newborn shoots you did ten months ago, find all the information you need about the clients, and propose the idea of photos to celebrate baby turning one.
Queries can be fully customised to show the most relevant information in easy-to-view columns. And once you’ve set up a query you know will be used regularly, you can save it to appear in the query list. Next time, in just one click, you’ll have every necessary detail within seconds.
You can also use the query tool to check whether clients have booked a viewing session or not: helpful when reminding those new parents whose lives have become a bit of a blur. Simple specify your search criteria in the drop-down boxes and the software will delve into the data for you. Armed with the information, you can then efficiently follow up.
If you need help with finding information in your own database, the Light Blue team can also design bespoke queries for you to suit the exact nature of your photography business!
Managing Bump to Baby Packages
For those clients who want to document baby’s journey through life from even before they’re born, multiple shoots charting bump to first birthday are popular.
Light Blue simplifies managing the process, giving a clear overview of them all regardless of how the sessions are booked:
When the client takes a modular approach, i.e. they book a maternity shoot, then a newborn shoot later, then decide they’d like photos at 3-6 months and finally for baby’s first birthday. In these cases, you can use a different shoot record for each shoot while also linking them together so they’re part of one client journey. Simply click on the linked records tab and they’ll all be presented to you together.
When the client books a whole bump to baby package in advance with a fee agreed and contract signed. Here, you can create a single shoot record and add the date of each session within it. As Light Blue doesn’t limit you to one date per record, you’ll have all the relevant information in one place. Individual workflows can then be added to each session date for ultimate clarity.
Be consistent in your approach here and you’ll always have easy access to a client’s series of shoots.
Throughout the whole newborn photography lifecycle, Light Blue will keep you organised and the customer informed. From initial enquiry to viewing session and final online payment, it keeps track of every important step.
The result? Happy clients and less admin work for you while you concentrate on producing stunning photographs of beautiful newborns.
Discover more about how Light Blue can transform managing your newborn shoots.
Over the next few weeks, Apple are going to be releasing major upgrades to macOS and iOS.
iOS 13 is going to be released on 19 September. We have already updated our iOS app to support iOS 13, so please ensure that you use the App Store to update to version 4.6.2 of our app before you update any devices to iOS 13.
macOS Catalina is going to be released in October. We are currently beta testing Light Blue 8.2, which includes an important change that fixes a printing-related problem with macOS Catalina (as well as exciting new features for all of our subscribers!). We will be releasing Light Blue 8.2 before Apple release macOS Catalina, but if you’d like to join our list of beta testers so that you can start using Light Blue 8.2 straight away then get in touch!
As with all major operating system updates, it is a very sensible idea to be cautious about updating all of your computers and mobile devices at the same time. Although our testing of Light Blue 8.2 and version 4.6.2 of our iOS app has been positive so far, there is every chance that Apple could change something that breaks compatibility or that we’ve missed something because we can’t test every conceivable combination of devices and settings.
If you rely on Light Blue to run your business, we would therefore recommend holding off from updating your operating system as soon as the latest versions of macOS and iOS come out. At the very least, if you absolutely must update on day one, make sure that you have at least one computer and iOS device on the ‘old’ operating system until you’ve had a chance to test that all of the features that you depend on are fully functional.
Also, please note that our testing has been has been focussed on the latest versions of our desktop and mobile app. The vast majority of our customers are already using Light Blue 8 and version 4 of our iOS app, and if you’re using older version of either the desktop or mobile app then please update to the latest version to ensure that you’re able to take advantage of all of the new features and bug fixes that we’ve been adding. You can update the desktop app by using the ‘Check for updates’ command (in the ‘Light Blue’ menu if you’re on a Mac, or in the ‘Help’ menu if you’re using it on Windows), and you can update the iOS app via the App Store.
Selling products to your clients face to face after a portrait session is a long-established method of taking orders and making money. In-person sales (IPS) sessions wained a little with the surge in popularity of online web gallery systems, but their popularity is on the rise again. Many photographers choose the IPS model as they believe it is part of giving their client a great customer experience. It will often result in better sales than online galleries as it’s much easier to sell wall art and albums in person when the customer can see the different products you offer.
There are lots of specialist software that can help with IPS sessions. Many even offer the ability to upload room views and frame mouldings that can help clients to imagine exactly how a finished image could look in their own home. One of the most popular is ProSelect.
Light Blue is the core of all of your photography businesses admin and there are substantial advantages to having all of your business information in one place. To help you to have the complete picture, Light Blue can import your in-person sales orders in from ProSelect, a great way to keep on top of your finances!
“Importing the order from ProSelect means I have all the details (which I may not bother to re-type if they have ordered a lot of items and I’m busy). It’s great for reference later and saves going back to ProSelect for the detail. The client gets a printout of the ProSelect order as a receipt on the day, and a copy of the LB invoice when they collect their order.”
The first thing you’ll need to do is export your order from ProSelect. There are two ways you can do that. If you’re already in the order there’s a button at the bottom that says ‘Export order’.
In the export dialogue, make sure you select ‘Export to Standard XML’, select the folder you want to export to then select ‘Export Now’.
You can also export orders from the Orders section in the main menu.
Once you’ve exported your order you’ll want to add it as a sale in Light Blue. To do this, go to the Records menu, select Import, then Sale from ProSelect XML File.
This will import the ProSelect order into Light Blue as a sale. Its really important to remember that you still need to create an invoice number, even if you’ve already taken payment for the sale from the customer. Creating an invoice for the sale flags the invoice for inclusion in various reports in Light Blue.
You can choose whether to send the invoice to your customer. If you’ve already given them a copy of their ProSelect order at the viewing session, you can uncheck the Print/Send box and Light blue will simply create an invoice number for the sale.
If the customer has also already paid you for the order you can add the payment, selecting the Paid in Date and the Method of payment. This means the sale will not show as Awaiting payment or Overdue.
By importing your ProSelect orders into Light Blue you’ll always have a really clear idea of your sales income, as all that information is in one place. We hope you find this helpful in streamlining your order system. We also have integrations from Fundy, Shootproof, and theimagefile which we will cover in future blog posts.
We’d love to know if you are already using some of these integrations and how you find it helps you & your business.
In any photography business, you’re going to have things that you need to get done in order to deliver great service and pictures to your clients. Running a small business means that you’ve got to do everything from responding to new enquiries through to handing over finished products to your client, and all of the steps in between!
Light Blue helps you to make sure that you’re keeping on top of your to-do list with tasks. Tasks are reminders for the things that you need to get done, and once you’ve set them up then you can concentrate on other things until Light Blue shows you that you need to start thinking about them again.
One of the first things that we recommend to customers when they are setting up Light Blue is that you create some workflows. A workflow is a series of tasks, emails, text messages, and appointments that walks you through all of the steps that you want this type of shoot to go through. You can keep it really simple with just a few key milestones, or you can get more detailed and even include automated messages that will be sent out to your clients.
If you’re not familiar with setting up workflows, this is a really handy tutorial: Setting up workflows
The tasks you create as part of your workflows can be viewed in the activity panel of the shoot:
The Task Manager on the home screen gives you a handy overview of tasks from all of your shoots:
You can create your own customised view of the Task Manager by grouping by Due Date, Categories, Staff member, or Linked Record. e.g. if you choose to group by Categories you can see all the image editing that you need to do.
The Task Manager also lets you filter by Due Date. This is a really handy way to not get overwhelmed by your to-do list, because you can choose just to view the tasks you need to do today.
While workflows are great for creating tasks that you do regularly, sometimes you may have one-off tasks you want to do. For example, creating a new wedding brochure. It’s not a task that would be linked to a shoot but it’s still something important that you want to remember to do. You can create tasks from the Task Manager.
To create a task in the Task Manager, you click on the green + button at the top.
For each task, you can choose a due date, assign member of staff, link a record, and select an optional category.
By adding all the things you need to do both with shoots and the other areas of your business, you get a clear idea of your workload. Light Blue helps you stay on top of all of those tasks, without them getting out of hand.
For a full run-through of task management within Light Blue, we have this handy webinar.
Lynne Kennedy is based in the far north-west of Scotland, next to the Isle of Skye, where she specialises in photographing elopements and small weddings. The majority of her shoots are on Skye but she occasionally travels a little further afield to another island or remote part of the mainland. She’s been photographing weddings since 2007.
“I wish I’d started using Light Blue years ago. It really would have made such a difference but I’m just glad I am (almost) utilising it fully now and feel so much more organised in my business. “
“I was using Excel spreadsheets and a paper diary! Until my friend Suzanne Black visited and said she wasn’t leaving until she taught me the basics. Since then, I have never looked back!”
So what is it that Lynne loves about Light Blue?
“I am pretty bad at time management and even though Light Blue has helped me so much since I started using it, I still don’t know what I’ve done with the time! But I love how organised I am now – I feel much more on top of my business and a lot more disciplined about sending out correspondence to clients and making sure I get paid.”
“It’s really handy to be able to send a text to enquiring customers to say I’ve emailed them my information because my emails tend to go in the junk all the time.”
Lynne can be out of the office a lot with her shoots, so finds Light Blue’s iOS app very handy because she can use it even when she doesn’t have phone signal.
“It’s worth having as sometimes you might be out of the office for a few days and not otherwise have access to that information.”
She will happily tell people that she is not the most “techy” person and says she has found the support from Light Blue a great help.
“I’ve spoken to Ian a couple of times and he is really incredible and helpful. I realised I’d been doing something wrong with my invoicing and he was very kind and patient and explained it so thoroughly for me. I feel now that no matter what it is I can’t figure out, even if I think it’s not worth bothering him, I really should, rather than trying to work it out myself, because he can point me in the right direction much more quickly.”
We asked Lynne what other tools have helped her business.
“I love Todoist and that is definitely an app that is worth the money and I’ve been using it every day to keep on top of projects and things I don’t use Light Blue for. Also, QuickBooks is fantastic and my next project is to learn how to integrate that with Light Blue.”
“Once you start using Light Blue, you’ll not be able to understand how you managed without it.”