Spectra/myStratus Desktop | Session Reference

PLEASE NOTE:
The majority of the contents in this guide apply to both StudioPlus Spectra AND myStratus Desktop.
In most cases, instructions referring to "Spectra" also apply to myStratus Desktop.

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Contents

Welcome
myStratus API and Zapier Integration
Lab Integration
- Getting Started with Lab Integration
- Enabling Lab Integration
- Production Statuses for Lab Integration
- Price List for Lab Integration
InspiredByYou.com 2.0
- Overview
- Features
- Existing Users - Upgrading Process
  - Transitioning to InspiredByYou 2
  - Additional Set-up
- New Users - Setting up InspiredByYou
- FAQ's: InspiredByYou.com 2.0
Getting Started
- Overview
- Getting Help
- myStratus
- Best Performance Practices
- Basic Setup How To's
Getting Around the Software
- Navigating Spectra Video
- Home Page Overview
- FAQ: How to read Today's Snapshot
- Customizing the Home Page
- Notification Center
- Company Shortcuts
- FAQ - Alphabetized List of All our FAQ's
Menus
- File Menu
- Go Menu
- Maintenance Menu
- Utilities Menu
- Tools Menu
- Reports Menu
- Help Menu
Accounting
- Accounting Overview
- Setting up the Accounting Link - NEW to 2021 - QuickBooks Online
- Using the Accounting Link
- End of Day Wizard
- Cash Reconciliation
- FAQ - Unlocking Posted Invoices
- FAQ - Reconciling with QuickBooks Desktop
Advanced Features (Tools)
- Filters
- Triggers
- Triggers - 2016 and Older
- Wizard Builder
Appointments & Sessions
- Scheduling Overview
- Help! Should I create an appointment or session?
- Using the Scheduling Wizard
- Appointments
- Sessions
Calendar
- Calendar Overview
- Calendar How To's
- Customizing the Calendar
Clients
- Clients Overview
- Client Reference
- Client Ribbon
- Clients Hub
- Client Wizard
- Client How To's
- Customizing Clients
- Client Maintenance
- Client Referral Programs
Communication
- Communication Overview
- Messages Hub
- Communication Wizard
- Managing Scheduled Communication Jobs
- Form Letter Builder
- HTML Email Builder
- FAQ - Header / Footers Printing on HTML Letters
- FAQ - HTML Emails vs. Email Form Letters
- FAQ: How to export SendGrid HTML Emails and use them in Stratus
- Communication Maintenance
- Email
- Phone Calls
Control Center
- The Control Center
- Control Center Logs
Credit Card Processing
- Credit Card Processing Overview
- TSYS (Cayan) Credit Card Processing (US)
- Genius Credit Card Terminals (US)
- eWAY Credit Card Processing (AU NZ)
- Global Payments Credit Card Processing (UK, EU, Canada)
Dashboard
- Dashboard Overview
- Dashboard Examples
- Performance Panels
- Dashboard Reports
- Reading your Dashboard
- Arranging your Dashboard
- FAQ: How to Delete a Dashboard Report
- Setting up Budgets
Data Management
- Spectra Database Utility
- myStratus Database Utility
- Internet Update Utility - Spectra 2014 or older
- Maintaining your Spectra Database
- Database Backup Best Practices
- Updates and Upgrades
- FAQ - Upgrading to Spectra SQL
- FAQ - myStratus Firewall
Digital Workflow
- Digital Workflow Overview
- Workflow Ribbon
- Workflow Hub
- Digital Workflow Reference Guide
- Digital Template Builder Overview
- Printing Workflow
- Workflow How To's
- Digital Integrations
- Digital Maintenance
Hubs
- Hub Overview
- Customizing the Hubs
InSpiredByYou.com 1.0 (Spectra only)
- Setting up InSpiredByYou
- Synchronizing InSpiredByYou
- Using InSpiredByYou
- Tips for Managing InSpiredByYou
- Contracts - SPECTRA only - IBY 1.0
- Client Album Statuses
- FAQ - Finding InSpired Orders in Spectra
Invoices
- Invoicing Overview
- Invoicing Setup
- Invoices Hub
- Invoice Reference
- Invoice Ribbon
- Features of the Invoice Line Item Detail Screen
- Invoice Wizard
- Invoice How To's
- Invoice Maintenance
Mobile Devices
- MyStratus Mobile App (Stratus ONLY)
- Google Syncing
Online Booking (myStratus ONLY)
- Getting Started with Online Booking
- Online Booking Overview
- Online Booking Set Up
- Online Booking Set up - Session and Appointment Types
- Online Booking Set up - Time Slots
- Online Booking Set up - Additional Features
- Online Booking Promotions
- Online Booking for Organizations
- FAQs - Online Booking
Payments and Refunds
- Features of Payment and Refund Records
- Payment Wizard
- Payment How To's
Price List
- Price List Overview
- Price List Reference
- Price List Ribbons
- About Item Types
- Creating a Coupon or Promotion
- Creating a Package
- Inventory
- Advanced Pricing
- Unit Pricing
- Importing a Price List
- Price List View Options
- Price List Maintenance
Production
- Production Overview
- Production Hub
- Production Order Reference
- Production Order Ribbon
- Preproduction Order Reference
- Preproduction Order Ribbon
- Production How To's
- Production Maintenance
Reports
- Sales Tax Report
- Account Receivable Aging Report
- Customer Deposit Reconciliation Report
- Print Group of Invoices Report
- Order Status Report
- Pictorial Directory - Deprecated 2018
- Time Sheet
- Employee Commissions Report
- Inventory Quantity On-Hand
- Client Referral Report
- Lists and Labels
- Organization Reports
- Gift Certificate Reports
  - Gift Certificate Activity
  - Gift Certificates Outstanding
- Loyalty Rewards Reports
  - Loyalty Rewards Activity
  - Loyalty Rewards Outstanding
- Analysis Reports
- Custom Reports
- Dashboard Reports
- Saved Reports and Report Subscriptions - NEW 2020!
StudioPlus Finale
- StudioPlus Finale Overview
- Setting up Render Jobs
- Finale Ribbon
- Finale Settings
- Using Finale
- Tasks
Users and Security
- Audit Trail Logs
- Data Entry Validation
- GDPR Practices (EU)
- FAQ: How to add Allow Marketing flags
- Time Clock
- FAQ: How to fix overlapping Clock in's
- FAQs - Ex-Employees
- Setting up Users
- Setting up Departments
- Setting up Security
- Security Settings
Web Forms (myStratus ONLY)
- Introduction to Web Forms
- 1. Web Forms Preferences
- 2. Building Web Forms
- 3. Creating Web Forms for Clients
- 4. Accessing Web Forms
- Web Form Statuses
- Bulk Create Web Forms
Optional Add-Ons
- Perfectly Clear Plug-in
- myStratus Maps
- DataSafe (Spectra only) - Depreciated 2023
  - Getting Started with DataSafe
  - Troubleshooting DataSafe Setup
- StudioPlus Mail
- OnLocation - Depreciated 2023
  - Getting Started with OnLocation - Depreciated 2023
  - Tips for using OnLocation - Depreciated 2023
- SMS Text Messages
- How to flag many clients SMS texts boxes
Appendices
- End User License Agreement
- StudioPlus Mail TOU

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Home > Appointments & Sessions > Sessions > Session Reference
Session Reference

This reference topic provides a detailed look at each field and information tab available on a Spectra/myStratus session record. For information about the tools on the ribbon, refer to the Session Ribbon topic.

Detail Tabs

Detailed information about the session can be found on the tabs under the ribbon. Each tab holds corresponding information about the session.

Expand All

General Tab

Client Information

The main session client's information is displayed in the top portion of the General tab. This includes the client's name, contact information, client status, and a red call warning (if one exists). This information is read-only. To modify the client information, click View Client on the ribbon.

Session Information

Use this section to view or enter the session description, session type, session date, session start time, session end time, studio, photographer, assistant, and outside location (if any). Each field is described below.

Field	Description
Description	Brief description about the session such as "Family Session."
Type	Session types are listed in the drop-down list. You may define as many session types as you need, but just one session type can be chosen per session. Session types are created under Maintenance > Session > Session Types. See also: Session Types
Date	The date of the session.
Start Time	The time the session will begin. Type in the time or choose it from the drop-down list.
End Time	The time the session is scheduled to finish. Type in the type or choose it from the drop-down list.
Photographer	The name of the person taking the photographs. You can type this in or choose from the drop-down list. The session will appear on this user's calendar.
Assistant	The person (if anyone) who will be helping the photographer. You can type this in or choose from the drop-down list. The session will appear on this user's calendar.
Camera Room	The studio location or outside location (if any) where the session will take place. You can type this in or choose it from the drop-down list. The session will appear on the calendar for this resource. The selection is also stored with the session as the Resource. This field can be used in form letters, filters, the column chooser and more. Once of the choices on the list is "Outside Location." Outside locations can be set up in the software to store the address and phone number for locations you use regularly. See also: Outside Locations
Arrival Time/Drive Time	If an outside location is chosen, use these fields to record how long it will take to the location and when you are required to arrive. Use the Calendar tab in Company (Studio) Preferences to indicate how you want these times to be reflected on the calendar. See also: Company (Studio) Preferences - Calendar
Session Number	The session number is a unique number the software assigns to each session. You can change this number to another UNIQUE number. You can change when and how the software assigns session numbers on the Sessions tab in Company (Studio) Preferences. See also: Company (Studio) Preferences - Sessions
File Number	Used to record any internal number your studio uses to track sessions.
Session Status and Due Date	The current status of the session and the date it is due to advance to the next status. See also: Session Statuses
Booked By Name and Date	The software automatically records the user that booked the session and the date the session was created.
Reminder	Check the Reminder box if you want the software to display a reminder on the screen before the session starts. Select the number of minutes before the session starts that you want the reminder to appear.
Confirmed	Check the Confirmed box if this session has been confirmed with the client. Doing so will give you the option to display the word "Confirmed" on the calendar next to this session. Sessions can also be confirmed by email with the StudioPlus Mail service. See Confirmation Emails for more information. The software will automatically record the Date Confirmed, which can then be used in form letters, filters, the column chooser, and more.
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. Note: 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	This option allows you to select multiple times/dates, photographers, resources, and other combinations for more advanced scheduling. Maybe you have a session that spans two days or a wedding where you need to record the date and time for the pre-ceremony locations and the ceremony locations. Once you check this box, a new Calendar tab will appear right after the General tab. See the Calendar tab section below for more information. See also: Advanced Scheduling

Calendar Tab

Organization Tab

Note: This tab is only visible for session types with an "Organization" session style. See also: Session Types

View or enter organization information on this tab. If the client has information on their Organization tab, this information will automatically be transferred here. See also: Session Types

Field	Description
Name	The organization is selected from the list of organizations you've set up in Spectra/myStratus. All remaining organization-related fields will fill in automatically. Click View to see all the information for the selected organization. To add or modify an organization, go to Maintenance > Client > Organizations and complete the information for that organization. See also: Organizations
Phone and Address	This information is read-only. To modify the information, go to Maintenance > Client > Organizations. See also: Organizations
Deadlines	This information is read-only. To modify the information, go to Maintenance > Client > Organizations. See also: Organizations
Yearbook Status	To help track yearbook selections, create yearbook statuses in Maintenance > Session > Yearbook Statuses. See also: Yearbook Statuses
Student ID	The student ID can be used in the naming process for yearbook images and can also be used to search for duplicate records within an organization. The student ID number is shown here but can only be modified on the Organization tab on the client record.
Parent's Name and Phone	Track the name(s) and phone number of the student's parents, if applicable.
Graduation Year	If this is a senior, choose the year they will be graduating from the drop-down list. The list should include the last ten years and ten years into the future.
Notes	This information is read-only. To modify the information, go to Maintenance > Client > Organizations. See also: Organizations
Yearbook Image	Select the yearbook image using the drop-down list. You can also select the yearbook image(s) on the Images tab or on the Digital Workflow screen by right-clicking an image and selecting "Make This Image the Main (or Secondary) Yearbook Image." Note: The session must be an organization style session in order for this option to appear.
Chosen By	Indicates who selected the yearbook pose – the student, the school, the parent, or the studio. If the pose was selected in Spectra/myStratus, this field will default to "studio." If selected on InSpiredByYou.com, it will default to "student."
Chosen Date	The date the yearbook pose was selected.
Retouch	Click Retouch and the software will copy the hi-res image into the retouched folder and then open that image in your imaging software for editing.
Prepare	Click Prepare and the software will open either the retouched or the hi-res image in a new composite window. Here the image can be resized and positioned. Click OK to have the software render out a new final image according to the organization's specifications and save it in the new yearbook images folder for this organization. See also: Organizations

Social Event Tab

Note: This tab is only visible for session types with a "Social Event" session style. See also: Session Types

Use this tab to track specific information related to weddings and other social events. See also: Session Types

Field	Description
Event Contact Details	Store contact information for up to three people.
No. in Bridal Party	Record the number of people in the bridal party.
Number of Guests	Record the number of expected guests.
Payments	Record when the payments are due and when they are paid. Note: These payment information fields have no tie to an invoice or actual payments recorded on an invoice. They are here so they can be used in form letters and session confirmations.
Photographer Fee	For your information only.
Event Suppliers	Choose a supplier type from the drop-down list and then choose a specific supplier. See also: Social Event Suppliers and Social Event Supplier Types

Custom Tab

Promotions Tab

Participants Tab

Communication Tab

This tab lists all communications related to the session. Double-click on a communication to view the details.

Field	Description
Due Date	The date the communication is to be made.
Complete Date	The date the communication was actually completed.
Type	The communication can be a phone call, letter, email, or SMS text message.
User	The user who is assigned to make the call or the user that sent the letter, email, or text.
Call Type	When the communication is a phone call, the call type indicates what type of call should be made (i.e., "Customer Service," "Session Follow-Up," etc.). See also: Phone Call Types
Description	Shows the description that was typed into the call record, the name of the letter, or the subject line of an email.
Direction	Indicates whether the communication was outgoing or incoming.

Tasks Tab

This tab lists all tasks related to the session. Double-click on a task to view the details.

Column	Description
Urgent	This column will contain a symbol if the task has been marked as urgent.
Due Date	The date the task should be completed by.
Task Number	A unique number assigned by the software and used for tracking purposes.
Subject	Contains a description of the task.
Status	The current status of the task. See also: Task Statuses
Assign to User	The user the task is assigned to.
Assign to Dept	The department the task is assigned to. See also: Departments

Appointments Tab

This tab lists all appointments – past and present – linked to the session. Double-click on an appointment to view the details. You can create a session-linked appointment by clicking the Appointment button in the New group of the ribbon. Note: Appointments that are not created from a session cannot be linked to a session.

Column	Description
N and C	These read-only columns display the status of the "No Show" (N) and "Cancelled" (C) options for the appointment.
Appointment Date	Primary appointment date.
Type	An appointment type would be something like "wedding consultation." See also: Appointment Types
Description	An appointment description tells you the reason for the appointment. It could be something like "Wedding consultation with Bill and Sue to finalize session time." This description is displayed on the calendar.

Invoices Tab

This tab lists all invoices related to the session. To view the complete details for an invoice or to modify it, double-click on the entry.

Column	Description
View Options	The options at the top of this tab can be used to choose which invoices you want to see: All Invoices - View all invoices for this session, whether they are being billed to the session client or the bill-to client. Session Invoices Only - View just those invoices where the client being billed is the main session client. Bill-To Invoices Only - View just the invoices where the client being billed is not the main session client.
Invoice Number	The invoice number is a unique number assigned by the software when the invoice is saved.
Invoice Date	The date the invoice was created.
Type	Indicates one of the following invoice types: Initial Order Session Fee Reorder Credit Memo Estimate
Description	The description is used to help you identify what the invoice is for.
Invoice Total	The total dollar amount of the invoice.
Amount Paid	Shows how much has been paid toward the invoice.
Balance Due	The amount still owed for the invoice.

Production Tab

This tab lists all production and preproduction orders related to the session. Double-click on a production order to view the details.

Column	Description
View Options	The options at the top of this tab can be used to choose whether you want to see Production Orders or Preproduction Orders.
Invoice Number	Displays the number of the invoice associated with the production order. Note: Preproduction orders are generated from a session and will not have an associated invoice.
Invoice Date	Shows the original date of the associated invoice.
Order Number and Date	Shows the PO number and date it was created.
Vendor	The specific vendor chosen to fulfill the PO. See also: Vendors
Due Date	The date the order is due back from the vendor.
Status	Indicates where the PO is in the workflow cycle. See also: Production Statuses and Preproduction Statuses

Images Tab

Online Tab

The Online tab is used to quickly reference a session's Online Booking, InSpiredByYou.com, and HoldMyMemories.com information. This is also where information about any client albums and/or Animoto videos attached to the session is displayed. See also: Online Booking (myStratus ONLY), Using InSpiredByYou, and Hold My Memories Integration

HoldMyMemories

Start Date - Date the client first signed up with HoldMyMemories.com.
User Name - Client's online user name for their personal HoldMyMemories.com site.
Website - The URL of the client's personal HoldMyMemories site.

Online Booking (myStratus ONLY)

Booked Online - Indicates if the session was booked through your online booking site.
Booking Reference Number - Booking number given to the client during the online booking process.

InSpiredByYou

Start Date - Date the session was uploaded to InSpiredByYou.com.
Expire Date - Date the online session is set to expire.
Event Type - Displays the type of online event chosen for this session -- Public, Private, or None. An Event Code and Event Description box will also be displayed for public and private events.

Notes Tab