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Scheduling a Session
There are two ways to schedule a session in Stratus - by using the Scheduling Wizard or by creating a new session right from a client record. In this topic you'll see how to create a new session from an existing client. See also: Scheduling a Session with the Scheduling Wizard
Open a client and click Session in the New group of the ribbon. See also: Client Ribbon
Take a look at the session. You will see the following areas:
Session Ribbon - The ribbon is where you'll find tools for working with your session. Click on the tabs across the top (Home, Communication, and Action) to see more tools. For a complete description of each tool on the ribbon, see the Session Ribbon reference topic.
Detail Tabs - There are several detail tabs right below the ribbon. When creating a new session, you'll focus on the General tab and the Participants tab. The other tabs will automatically display details for any communication, tasks, appointments, invoices, images, or notes related to the session.
Review the Client Information displayed in the top portion of the General tab.
To make changes to the client information, open the client by clicking Client in the View group of the ribbon. Make any necessary changes on the client's record and then click Save & Close. Click Refresh on the session ribbon to update the displayed client information.
Fill in the following Session Information on the General tab.
Description - Provide a brief description of what the session is for. The session description will be displayed on the calendar, the Sessions tab of the client record, as well as on the Sessions hub.
Type - Choose the session type from the drop-down list. The session type will determine calendar color, default duration, and price list. You can choose from any of the session types you've created. See also: Using Session Types
Session Date - Verify the session date. If necessary, change it by entering a different date or clicking the calendar icon.
Start Time - Choose the start time for the session.
End Time - Adjust the end time of the session, if necessary.
Photographer - Choose the main photographer for the session. The session will appear on the photographer's calendar. See also: Adding Users to the Calendar
Assistant - Choose an assistant (if any). The session will also appear on the assistant's calendar. See also: Adding Users to the Calendar
Camera Room - Select the location (if any) where the session will take place. You can type in a location or choose one from the list of resources. If you're tracking a schedule for this resource, the session will appear on the resource's calendar. See also: Adding Resources to the Calendar
Session Number - The session number is a unique number that Stratus assigns to each
session. After Stratus has assigned a session number, you can change it to
another number as long as it remains UNIQUE. See also: Setting up the Session Numbering System
Session Status - When a new session is created, the default status will be "Session Pending." Choose a different status if necessary. See also: Using Session Statuses
Status Due Date - The status due date will be calculated using the default duration. You can manually change this to another date.
Booked By/Booked On - Stratus will automatically record the user that booked the session and the date the session was created.
Though optional, you may also want to consider using the following fields to help organize and track your sessions:
File Number - Record any internal number that your studio uses to track sessions.
Reminder - Check this box if you want Stratus to display a reminder on the screen before the session starts. Enter how many minutes ahead of time the reminder should appear.
Confirmed - Check the Confirmed box if this
session has been confirmed with the client. Doing so will show the word
"Confirmed" on the calendar next to this session.
No Show - Check the No Show box if the client did not show up for their session. These sessions will be flagged in the system for future reference.
Redo - Check the Redo box if this session is a retake for a previous session.
On Hold - Check the On Hold box if this session is on hold. These sessions will not appear on the calendar.
Cancelled - Check the Cancelled box if this
session has been cancelled. These sessions will not appear on the
calendar so you can book other sessions in that time slot.
Update the Participants tab, selecting any family members that will be involved in the session.
Additional things you may want to do when booking a session:
Type in some additional notes about the session on the Notes tab.
Email or print a session confirmation. Open the Communication tab of the ribbon to send an email. Use the Print button to create a PDF to print or save. See also:
and/or a photographer confirmation using the Print button on the ribbon. See also: Creating a Session Confirmation, Creating a Photographer Confirmation
Send an email or text message to the client confirming their session. See also: Communicating with a Client
Create an invoice for the session fees using the Session Invoice button on the ribbon. See also: Creating a Session Invoice
Create a task or schedule a phone call to follow up with the client before their session. See also: Creating a Task, Communicating with a Client
Click Save & Close when finished.