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Portrait Workflow Course – Module 5: Enquiry Workflow

In this Module, the template workflow we’re going to work our way through and customise is the “Enquiry” workflow.

NB. Remember at this stage in the course we’re concentrating on one type of shoot only; your chosen common shoot type from Module 2, and customising the workflows to that. Adapting them to create workflows for your other shoot types will be covered in Module 9.

👉 If you’ve not already customised the “Shoot Date” Workflow please go back to Module 3 and do that first.

When a potential client first gets in touch with you enquiring about a shoot you may have a set of steps you want to follow to try and move them towards actually booking a shoot with you. Or indeed for you to realise they’re not going to!

In the template we’ve provided, we’ve included a couple of tasks and one automated email.

Importantly we’ve started the workflow with a manual task for you to respond to the enquiry. This means you’re able to tailor it to them; perhaps to either answer specific questions they have or indeed to let them know that the service they’re looking for is not something you offer.

Three days after that there’s another task; a follow-up phone call with the client. And then finally, there’s an automated email ten days after the initial enquiry.

Reviewing the automated email

  • In the Preference pane, click on “Workflows” in the “Business Setup” category.
  • Choose the “-Sample Portrait 01 Enquiry” workflow.
  • Click on the step “-Sample Portrait Enquiry Follow-up” (the last step in the workflow) and double-click it.
  • In the pop-up window, you’ll see the name of the email template and the Offset timings.
  • If required, change the Offset timings.
  • Click on “Open Template” and you’ll be taken to the template.
  • Review the subject line, message wording and mail-merge tags.
  • Add any links, images or attachments; a brochure or FAQs could be a good addition here.

Managing outstanding tasks

Your client could well confirm their shoot before you’ve completed all the tasks in the workflow. Great news!
And even better, when you then change the status of the shoot from “Enquiry” to “Confirmed”, Light Blue will give you the option to cancel any outstanding tasks in the workflow; it wouldn’t make sense for an automated message to go out asking them if they wanted to book their shoot when they already have!

Viewing Session Workflows

Now we’ve got the “Enquiry” Workflow customised it’s time to look at the next ones; the “Viewing/IPS Viewing Date” & “Viewing/IPS Confirmation” Workflows which we’ll cover in Module 6.
👉 When you’re ready, here’s the link to Module 6.

And if you want to skip ahead (or indeed jump back!) to other modules in the course here are the links for each of them:
Module 1: Downloading and installing the templates
Module 2: Template overview
Module 3: Shoot Date Workflow
Module 4: Confirmation Workflow
Module 6: Viewing Session Workflows
Module 7: Production Collection Workflows
Module 8: How the Workflows actually work
Module 9: Adapting for other Shoot Types

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