Home > Sessions and Appointments > Session Reference

Session Reference

A session record is used to store session information and to display additional information from other related records. Some of the session information stored here includes date, time, resources, photographer, assistant, and participating family members. All communication, task, appointment, and invoice information related to this session are listed on one of the detail tabs. New calls, messages, tasks, and invoices can be created for this session by clicking on the appropriate button on the ribbon. In addition, all uploaded images related to this session can also be accessed from this screen. See also: Session Ribbon

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 Enter a brief description about the session such as "Family Session."
Type Choose the session type from the drop-down list. You may define as many session types as you need. Session types are created under Maintenance > Session > Session Types. See also: Using Session Types
Session Date The date the session will take place.
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. Once of the choices on the list is "Outside Location." Outside locations can be set up in Stratus to store the address and phone number for locations you use regularly. See also: Setting up Outside Locations
Session Number The session number is a unique number that Stratus assigns to each session. You can change this number after Stratus has created it to another UNIQUE number. See also: Setting up the Session Numbering System
File Number Record any internal number that 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: Using Session Statuses
Booked By Name and Date Stratus will automatically record the user that booked the session and the date the session was created.
Reminder Check the Reminder box if you want Stratus 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 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. 

Participants Tab

This tab records any family members that will participate in the session.

Communications Tab

The Communications tab displays all phone calls, emails, text messages, and letters for this session, regardless of status. To view the complete details of a communication, double-click on the desired record. You can sort the list by any column.

Column Description
Due Date The date the communication is to be made.
Complete Date The date when the client was actually contacted.
Type The communication type can be a phone call, letter, email, or SMS text message.
User The user assigned the call, or who sent the letter, email, or text.
Call Type If the communication is a phone call, this field shows what type of call should be made (i.e., a reminder to schedule birthday pictures).
Description Shows the call description for a call or text, the email subject for an email, or the name of the form letter.

Tasks Tab

The Tasks tab lists all tasks – completed or not – related to this session. To view the complete details of the task, double-click on it in the list.

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 Stratus and used for tracking purposes.
Subject Contains a description of the task.
Status The current status of the task. See also: Using Task Statuses
Assign to User The user the task is assigned to.
Assign to Dept The department the task is assigned to. See also: Setting up Departments

Appointments Tab

The Appointments tab displays each appointment that is linked to the session. Create a session-linked appointment by clicking Appointment in the New group of the session 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.
Date Primary appointment date.
Type An appointment type would be something like "Wedding Consultation."
Description Tells you the reason for the appointment. It could be something like "Consult with Bill and Sue to finalize wedding details." This description is displayed on the calendar.

Invoices Tab

The Invoices tab lists all invoices generated for this session. To view the complete details for an invoice or to modify it, double-click on the entry. This tab is identical to the one found on the client record, with the exception that the invoices listed here are only for this particular session.

Column Description
View All Invoices View all invoices for this session.
View Session Invoices Only View invoices where this client is the main session client.
View Bill-To Invoices Only View all invoices billed to this client, even if they aren't the session client.
Invoice No. A unique number assigned by Stratus when the invoice is saved. It can be changed later to another unique number.
Date The date the invoice was created.
Type The invoice type can be one of the following:
  • Initial order
  • Session fee
  • Reorder
  • Credit memo
  • Estimate
Description The invoice description is used to better identify what the invoice is for.
Invoice Total Total dollar amount for the invoice.
Amount Paid The amount that has been paid toward the invoice.
Balance Due The amount still owed for the invoice.

Images Tab

The Images tab displays thumbnail images of any session images that have been imported. 

Notes Tab

Session notes - Add session notes to keep track of details about the session.

Status notes - Stratus automatically logs status notes as a read-only history of important changes made to the session. A new entry is automatically created when the session status changes, when the session date or time changes, and when the session is confirmed (and by which user).

See also

Was this information helpful?YesNo