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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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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
Step 1: New Users Basic Setup
Step 2: Online Portal Preferences
Step 3: InspiredByYou.com Preferences
Step 4: Shipping Methods
Step 5: InspiredByYou Price List
Step 6: Syncing Sessions to show online
Product Tier Shipping Method
Checklist for Setting up InspiredByYou
Digital Delivery
FAQ's: InspiredByYou.com 2.0
How can I change a client's Online User Name and Password?
How can I sell Unit Based Items on InspiredByYou?
How do I setup the InspiredByYou Control Center if my Session Statuses are by Session Type?
How can I setup contracts for clients?
How can I limit the number of poses a client can order?
How can clients manage their account?
How can I sell and redeem a gift card?
How do I offer a Promotion?
How do students select a Yearbook Pose?
Why don't clients have the Yearbook Pose selection?
Why do my images not show up in InspiredByYou.com
How can I sell Composite Templates Online?
Getting Started
Overview
Getting Help
myStratus
Installing myStratus Desktop
Setup Guide - High Volume
Using the Software - High Volume
FAQ - High Volume
Setup Guide - Portraits
Using the Software - Portrait
FAQ - Portrait
Setup Guide - Schools
Using the Software - School
FAQ - School
Best Performance Practices
Database Utility Settings
Slow Speed when opening Clients or Sessions
Stratus Time Out messages
Calendar goes blank after saving
FAQ: Fixes for common messages
Error when Printing
System out of memory - Part 1
System out of memory - Part 2
Basic Setup How To's
Changing your Company Information
Importing your Company Logo
Preferences Wizard
Quick Reference
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
Maintenance Menu Overview
Preferences
Preferences Overview
Company (Studio) Preferences
Company (Studio) Preferences - General Info
Company (Studio) Preferences - Accounting
Company (Studio) Preferences - Appointments
Company (Studio) Preferences - Attachments
Company (Studio) Preferences - Audit Logging
Company (Studio) Preferences - Automatic Updates
Company (Studio) Preferences - Calendar
Company (Studio) Preferences - Clients
Company (Studio) Preferences - Credit Cards Overview
Company Preferences - eWAY Credit Cards (AU NZ)
Company Preferences - TSYS Credit Cards (US)
Company Preferences - Global Payments Credit Cards (UK, EU, Canada)
Company (Studio) Preferences - Digital
Company (Studio) Preferences - Email
Company (Studio) Preferences - Integration
Company (Studio) Preferences - Invoicing
Company (Studio) Preferences - Miscellaneous
Company (Studio) Preferences - Organizations
Company (Studio) Preferences - Phone Calls
Company (Studio) Preferences - Production
Company (Studio) Preferences - Reports
Company (Studio) Preferences - Scheduling
Company (Studio) Preferences - Sessions
Company (Studio) Preferences - Slideshow
Printing Preferences
User Preferences
Workstation Preferences
Workstation Preferences Overview
Workstation Preferences - Integration
Workstation Preferences - Email
Workstation Preferences - Credit Cards
Workstation Preferences - Digital
Workstation Preferences - Miscellaneous
Dymo Label Printing
FAQ: Why is my Dymo 550 not working after a Windows Update on Windows 10 or 11?
CD and DVD Burning from Spectra
InSpired Preferences
Firewall Preferences (myStratus ONLY)
Online Booking Preferences (myStratus ONLY)
Referral Program Preferences (myStratus ONLY)
Web Forms Preferences (myStratus ONLY)
General (Studio) Maintenance
Appointment Maintenance
Client Maintenance
Communication Maintenance
Digital Maintenance
Invoice Maintenance
Price List Maintenance
Production Maintenance
Report Maintenance - NEW 2020
Session Maintenance
Task Maintenance
Web Form Maintenance
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
What is the Filter Builder?
Using the Filter Builder
Advanced Filters
FAQ - Filters for Labels by Grad Year/Organization
Triggers
Triggers
Trigger Types
Processing Triggers
Triggers - 2016 and Older
What are Triggers?
Appointment Triggers
Client Status Triggers
Invoice Status Triggers
Production Status Triggers
Preproduction Status Triggers
Session Status Triggers
Session Type Triggers
Task Status Triggers
Task Type Triggers
Wizard Builder
Appointments & Sessions
Scheduling Overview
Help! Should I create an appointment or session?
Using the Scheduling Wizard
Scheduling Wizard
Creating a Linked Appointment
Creating an Unlinked Appointment
Scheduling a Session with the Scheduling Wizard
Appointments
Features of Appointment Records
Appointments Hub
Managing Appointments
Appointment Maintenance
Appointment Statuses
Appointment Types
Outside Locations
Sessions
Sessions Hub
Session Reference
Session Ribbon
Session Wizard
Session How To's
Scheduling a Session
Finding a Session
Deleting a Session
Copying a Session
Printing or Emailing a Session Confirmation
Printing a Photographer Confirmation
Setting Up Conflict Notifications
Resolving Scheduling Conflicts
Using Session Types
Using Session Statuses
Tracking Statuses on a Session
Setting up the Session Numbering System
Using Outside Locations
Using Session Promotions
Adding Participants
Rescheduling a Session
Using Session Reminders
Confirming a Session
Session Clients for Reference
Bulk Scheduling
Advanced Scheduling
FAQ: How to handle headshots for corporate accounts
FAQ: How to send a Session Confirmation to a Bill-To Client
FAQ - Tracking Revenue by Promotion
Session Maintenance
Scheduling Time Slots
Session Promotions
Session Statuses
Session Status Results
Session Types
Social Event Suppliers
Social Event Supplier Types
Yearbook Statuses
Calendar
Calendar Overview
Calendar How To's
Rescheduling an Event
Deleting an Event
Changing the Calendar View
Viewing Multiple Schedules
Viewing Multiple Days
Adding Resources to the Calendar
Adding Users to the Calendar
Adding Departments to Calendar
Displaying Sunrise and Sunset Times
Printing the Calendar
Google Syncing
Customizing the Calendar
Changing Event Descriptions
Changing the Colors
Days of the Work Week
Holidays and Special Events
Open and Close Hours
Session and Appointment Descriptions
Clients
Clients Overview
Client Reference
Client Ribbon
Clients Hub
Client Wizard
Client How To's
Creating a Client
Creating a Client from a Family Member
Client's Summary: YTD totals explained
Deleting a Single Client
Deleting a Group of Clients
Exporting Clients
Finding a Client
Importing Clients
Handling Duplicate Clients
Communicating with a Client
Merging Two Clients
Attaching a File
Net Promoter Scores (NPS) (myStratus Only)
Using Client Groups
Adding Clients to a Group
Removing Clients from a Group
Using Lead Sources
Using Client Status Triggers
Using Client Status Due Date
Loyalty Rewards
What is a Loyalty Reward?
Implementing a Loyalty Program
Adding Family Members
Finding a Family Member
Adding Clients to a Marketing Plan
Choosing the Client Image
Setting up the Client Number System
Printing a Client Profile
Printing a Client List
Tracking Referrals
FAQ - How to track sports teams
FAQ - Membership Plans
Customizing Clients
Custom Labels and Lists
Hiding Client Tabs
Start with Client's First/Last Name
Client Maintenance
Client Groups
Client Statuses
Client Status Reasons
Family Member Relationships
Lead Sources
Marketing Plans
Organizations
Phone Number Labels
Zip Codes
Client Referral Programs
What is a Client Referral Program?
Referral Program Preferences (myStratus ONLY)
Client Referral Programs
Using Referral Programs
Referral Program Examples
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
Communication Outcomes
Communication Results
Email Boxes
Email Categories
Email Signatures
Email Statuses
Email Types
Phone Call Types
Email
Features of Email Messages
Setting up Email
Sending Email
FAQ - Setting up Gmail: Outgoing and Incoming (not G-Suite)
FAQ - Setting up Outlook 365 for Incoming
FAQ - Email Block Lists
FAQ - Email ISP Limits
FAQ - Exporting Email Addresses
Phone Calls
Calls Hub
Features of Phone Call Records
Phone Call How To's
Finding Calls
Creating a Group of 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)
EMV Certified Processing (US)
Genius Countertop Terminal (US)
Genius Handheld Terminal (US)
Genius Mini Terminal (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
Printing Video
Printing Workflow Overview
Setting up the Printing Workflow
Designing Print Layouts
Printing an Order In House
Workflow How To's
Setting up Digital Workflow
Modifying the Digital Workflow for Your Studio
Stage 1 - Capturing Images
Group Capture
Bulk Image Importer
Bulk Image Import using QR Codes
Fail Safe for QR Codes
Stage 2 - Sales Presentation
Cropping Images
Chroma Key
Adjusting Images in Spectra and myStratus
Designing Composite Templates
Using Composite Templates
Local Image Caching
Stage 3 - Retouching Images
FAQ - Linking with Photoshop™ or Other Imaging Software
Stage 4 - Producing Images
Rendering Images
Stage 5 - Uploading Images to Web
Electronic Delivery
Syncing Images to Stratus Drive
Stage 6 - Archiving Images
Stage 7 - Deleting Images
High School Senior Workflow
Yearbook Workflow and CDs
Digital Integrations
Express Digital Integration
Fujifilm MS Job Maker
Lightroom Integration
ProSelect Integration
Digital Maintenance
Composite Template Quick Picks
Image Colorizations
Image Sizes
Lightroom Metadata Presets
Lightroom Metadata Preset Details
Render Jobs
Render Printer Pools
Render Printers
Render Profiles
Render Reprint Reasons
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
Creating an Invoice
Creating a Session Invoice
Creating a Client Invoice
Importing Invoices
Creating an Estimate
Changing an Estimate to an Invoice
Discounting an Invoice
Using Coupons
Finding an Invoice
Deleting an Invoice
Duplicating an Invoice Line
Copying an Invoice
Printing or Emailing an Invoice
Printing an Image Detail Sheet
Quick Sale Invoices
Gift Certificates
TSYS (Cayan) Gift Cards
Employee Commissions
Avalara Tax Integration
UPS Integration
Online Payments (myStratus Only)
FAQ: How to move an invoice from one client to another
FAQ - Deposits vs. Credit Balances
FAQ - Sales Tax Reporting
FAQ - Printing a Client Statement
FAQ - Tracking the Costs of an Invoice
FAQ - Transferring a Credit Balance
FAQ - Using Third-Party Coupons (Groupon)
FAQ - Writing Off Invoices
Invoice Maintenance
Invoice Classifications
Invoice Credit Reasons
Invoice Statuses
Invoice Terms
Payment Methods
Sales Tax
Mobile Devices
MyStratus Mobile App (Stratus ONLY)
Getting Started with the Mobile App
Mobile App and iPhone
Navigating the Mobile App
Clients on the Mobile App
Scheduling with the Mobile App
Processing Credit Cards in the Mobile App
Communicating with the Mobile App
Time Clock with the Mobile App
Tasks on the Mobile App
Authorizing and Deactivating Mobile Devices
Troubleshooting the Mobile App
Google Syncing
Google Sync Video
Setting up Google Sync
Gmail Contacts - DISCONTINUED BY GOOGLE
Troubleshooting Google Sync Setup
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
Creating a Payment
Printing a Receipt
Finding a Payment or Refund
Creating a Refund
Deleting a Payment or Refund
Payment Plans
Customer Deposits
Refunding a Customer Deposit
FAQ - Documenting a Returned Check
Client Payment Methods
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
Inventory Adjustments
Item Enhancements
Item Options
Item Tags
Product Lines
Production
Production Overview
Production Hub
Production Order Reference
Production Order Ribbon
Preproduction Order Reference
Preproduction Order Ribbon
Production How To's
Managing Preproduction Orders
Creating a Production Order
Creating a Reorder
Printing a Work Order
Printing a Purchase Order
Finding a Production Order
Deleting a Production Order
Changing the Status of a Production Order
Automating Production Orders
Barcoding
Sending Images to a Lab
Production Maintenance
Production Order Types
Production Statuses
Preproduction Statuses
Reorder Reasons
Vendors
Vendor Products
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
Client Lists and Labels
Session Lists and Labels
Invoice Lists
Payment Lists
Payments Pending List
Price List Reports
Organization Reports
Organization Lists
Organization Session List
Organization Session List (Not Photographed)
Organization Session Summary
Yearbook Approval Report
Gift Certificate Reports
Gift Certificate Activity
Gift Certificates Outstanding
Loyalty Rewards Reports
Loyalty Rewards Activity
Loyalty Rewards Outstanding
Analysis Reports
Composite Template Sales Report
Profit Analysis
Sales Analysis
Product Sales Analysis
Session Trends
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
Tasks Overview
Tasks Hub
Features of the Task Record
Creating a Task
Finding a Task
Assigning a Task
Linking a Task
Managing Tasks
Task Maintenance
Task Statuses
Task Types
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
StudioPlus Mail Overview
StudioPlus Mail Definitions
Setting up StudioPlus Mail
Managing StudioPlus Mail
Confirmation Emails
Customizing Unsubscribe Links
Email Validation - New to myStratus 2021 (Gold Plan only)
Domain Authentication
Using the SendGrid Portal
FAQ - Setting up SendGrid Domain Verification for Gmail and Yahoo Compliance
OnLocation - Depreciated 2023
Getting Started with OnLocation - Depreciated 2023
Tips for using OnLocation - Depreciated 2023
SMS Text Messages
Getting Started with SMS Text Messaging
Features of SMS Text Messages
Sending SMS Texts
Creating SMS Text Templates
Managing Your Messaging Plan
How to flag many clients SMS texts boxes
Appendices
End User License Agreement
StudioPlus Mail TOU
:
Bookmark
Print
Edit Page
Publish Draft
Delete Draft
Compare Draft
Edit Header
Home
>
Calendar
>
Customizing the Calendar
>
Changing Event Descriptions
Changing Event Descriptions
NOTE: This feature is available in the
Professional
and
Enterprise
versions of both Spectra and myStratus Desktop.
Add your own descriptions for use on the
Calendar
tab when you use
Advanced
Scheduling
. See also:
Advanced Scheduling
Go to
Maintenance > Appointment > Calendar Event Descriptions.
See also
Changing the Colors
Days of the Work Week
Holidays and Special Events
Open and Close Hours
Session and Appointment Descriptions
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StudioPlus Software
All Rights Reserved.
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