There are two ways to schedule a session in the software - 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. For step-by-step instructions for using the Scheduling Wizard, see Scheduling a Session with the Scheduling Wizard.

Creating a Session from a Client

1. Open a client and click Session in the New group of the ribbon. Depending on your user settings, you will either see a new blank session or the Session Wizard. The Session Wizard is very similar to the Scheduling Wizard and won't be covered in this topic. It can be disabled on the General tab in User Preferences. See also: User Preferences

2. Take a look at the new session record. 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, Attachments, Action, and Online) to see more tools. See also: Session Ribbon

   • 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 promotions, communication, tasks, appointments, invoices, production orders, images, online accounts, or notes related to the session. For a detailed description of each field and tab on a session record, refer to the Session Reference topic.
     
     

3. 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 View Client on the ribbon. Make any necessary changes on the client's record and then click Save & Close.

4. 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: 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.

   • Assistant - Choose an assistant (if any). The session will also appear on the assistant's 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.

   • Session Number - The session number is a unique number that the software assigns to each session. After the session number is assigned, you can change it to another number as long as it remains UNIQUE.

   • Session Status - When a new session is created, the default status will be "Session Pending." Choose a different status if necessary. See also: 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 - The software will automatically record the user that booked the session and the date the session was created.

5. 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.

   • Use Advanced Calendar Options - Use the advanced calendar options to scheduled multiple times, locations, photographers, etc. for a single session. Check the box to reveal a new Calendar tab with additional scheduling options. See also: Advanced Scheduling

6. Update the Participants tab, selecting any family members that will be involved in the session.

7. Additional things you may want to do when booking a session:

   • Type in additional notes about the session on the Notes tab.

   • Print a session confirmation and/or a photographer confirmation using the Print button on the ribbon. See also: Printing a Session Confirmation and Printing a Photographer Confirmation

   • Send an email or text message to the client confirming their session. Printing or Emailing a Session Confirmation

   • 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.

8. Click Save & Close when finished.