Overview of the Táve Studio Manager workflow

Táve Studio Manager is rather versatile, allowing you to use it in whatever way you find best for your needs.  This tutorial is meant to highlight the workflow that we design around.

We’ll review some of the basic terminology used in Táve Studio Manager and then proceed through the process of entering a lead, adding events and quotes, booking the job, and then working through completion of the job.


Táve Studio Manager is rather
versatile, allowing you to use it in whatever way you find best for
your needs. 

This tutorial is meant to highlight the workflow that we
design around.  

Before we begin

Let’s review our terminology and core features of Táve Studio Manager:

  • Contacts: Contacts are essentially address book entries.  You’ll
    never see them referred to as contacts in the application, but instead
    by the different types of contacts you can have.  Each type of contact
    has a different role to play in your business, they are:
    • Clients: The most important contact you have, these contacts have jobs associated with them and therefore account balances, revenue, and other information.  When we refer to a “lead”, we’re saying the client has an unbooked job (the real “lead”). 
    • Subjects: You can add as many subjects to a job as you wish.  These subjects can be actual “subjects” or just important people that you’d like to keep track of for future reference.
    • Vendor Contacts: You can keep a list of contacts for a vendor.  The owner of a florist or the principal of a school are perfect examples of vendor contacts.
    • Employees: The final contact type is an employee of your studio, each employee has their own login and can be managed by administrators in the Settings section.
  • Jobs: Like jobs themselves, the Job Editor, is the centerpiece of the Táve Studio Manager workflow.  A job holds its own set of photo sessions, meetings, calls, conversation logs, tasks, quotes, orders, credits, payments, and other details.   A job encompasses anything you’re doing to acquire or complete a job. 
  • Events: Events are best thought of as calendar entries, something that will take time on your calendar and can have a location or any number of attendees.  A job doesn’t take up any time on the calendar, but the events (such as a photo session or meeting) for that job do.  Like contacts, there are a few different types of events:
    • Photography Session / Coverage: A session is any calendar event where there’s a camera involved.  For a portrait session there will likely only be one photo session attached to a job, but if you need to re-shoot, go ahead and add that session to the same job so you can track just how much time the completed job takes.  For a wedding or other event, you may well create a few sessions such as getting ready, ceremony, reception sessions or even sessions on different days such as an engagement shoot or bridal session.
    • Meetings & Calls: These events are self explanitory.  Schedule them in advance or create them as they happen with the Job Editor’s “Start Unscheduled Conversation” link.
    • Unavailable Time: Useful to block out time on your calendar before you know the exact schedule, blacking out workshop or tradeshow dates, or simply to prevent over-booking near a big job.
  • Quotes: You can add products, discounts, taxes, payment terms, and notes to a quote.  When a client accepts a quote, the job becomes “Booked”.  Any default work or tasks added to a product will now appear in the job, deliverables are created, and you become free to change the job phase at will.
  • Sales Order: The booked quote becomes a sales order once accepted.  You can no longer modify it, though you can copy it to a new quote and void the order if need be.
  • Invoice: Once a quote is booked, the job then has an outstanding balance for which you can accept payments or redeem credit toward.  An invoice is a request or notice for the client to pay a portion of the outstanding balance.  Once “Client Access” is enabled, you’ll be able to ask your clients to pay these invoices online.
  • Assets: Items you upload to a client or job, such as price lists, contracts, or mugshots.
  • Vendors & Venues: Vendors are companies or people you work with, while venues (a type of vendor) represents a place you work.   You can quickly add them to any job to keep track of who you’ve worked with and where, useful for future outreach to the vendor.
  • Products: These are the items you sell.  Another versatile part of Táve Studio Manager, you can approach products in many ways.  You can start by simply creating “manual entry line items” on your quotes and selecting to turn them into products, quickly add some high-level one-liner products, and then expand them with configurable options, default work and tasks, and various pricing as you go.    Or, to make the most of it, take the time to fully configure your products from the start.  It’s up to you, both approaches work. 

If you just read through this list of important terminology above, you already have a strong grasp of the system.  But lets walk through the process of working a lead from start to finish.

The Workflow

A lead is a prospective job, created either by the client themselves by completing your integrated contact form or by completing the yellow Quick Lead form on your Táve Studio Manager homepage.   If the lead was created with your contact form, a “New Lead” module will appear on your homepage until you view the job.

Both forms actually create a client record and a job record, since a client without a job is little more than an address book entry.  
How you proceed depends a lot on how you work with your clients.  If you call them or send an email, log it in the magenta colored “Conversation Log” module in the Job Editor so you or your coworkers can reference it later.
Once you speak with the client, you’ll often find yourself filling out information about them and their job.  The system is designed to be fast so you can enter in the information while you speak with them (if you’d prefer to just take some notes and do it later, just use the call log or create a new internal note).
You’ll definitely want to fill out as much of the green Job Details module as you can, as it will help you understand your business better later even if they end up not booking you.
Once you’re ready to create a quote for them, click on the “New Quote” button in the orange financials module.   Here you can add pre-configured packages, individual customizable products, or create new manual entry items on the fly.  You can print the quote to send it to the client (sending by email is coming soon. Until then, we suggest saving as PDF when you print the quote and emailing that).  
Once the client has decided to book, just book the quote they selected with the book icon in the Job Editor or the “Client Accepted; Book it!” button on the quote page.
Booking a quote triggers a chain of events inside Táve Studio Manager.  First, the client and job both get set to booked, meaning you are now free to move between the various job phases (processing, fulfillment, etc).  Second, the quoted amount becomes payable.  If you set a retainer for the quote you’ll be given a quick link to record the retainer payment.  The deliverables are added to the profile and any default work and tasks are created.  The main photography session is also changed from tentative to scheduled.
It’s worth noting that if you have a photo of a contact, you can upload it to their client or subject profile.  The mugshot is helpful when you’re booking clients months in advance and they show up when you hover your mouse over their names in the job editor or if you view them in the iPhone Access application.   You can also upload files such as price lists or their contract using the Attachments box.
Click on a sales order whenever you’re ready to create an invoice for an open balance.   You can accept payment at any time, even splitting one payment between multiple invoices.  If you give your clients product or other credit, use the “Add Credit” link in the job editor and then later redeem it to track how much available credit they have for the job.
As the events and task due dates approach, they’ll appear on your homepage.   If they’re late, a red warning module will appear on your homepage alerting you to the issue.   With any event, task, or deliverable, just click on the green check mark to mark it as complete or the red x to delete it.
Eventually, you’ll work the job from start to finish and you’ll be able to mark it as completed on the job editor.   If the client comes back for another job, instead of creating a new client record, just create a new job as a lead using the client editor.  That way you can track your complete relationship with them over time as well as the total revenue brought in from them.
This just scratches the surface of what you can do with Táve Studio Manager.
2 replies
  1. D3
    D3 says:

    Thanks so much Adrian for working on tave. It’s been so great to see this wonderful product mature from our early Beta days to what see today.
    This application has been such a blessing for our studio and our workflow.
    Keep up teh great work !

Comments are closed.