A job is one of the most fundamental elements in ShootQ. A job will either be a lead (potential booking) or a booked job. It will contain all of the different things related to the job including date/time, location, contacts, invoices, contracts, notes, and more. Let's take an in-depth look at the various sections in a job.
The Jobs tab will contain all of your jobs (leads, booked, and archived). You can toggle between your active and inactive jobs by clicking "View Archived Jobs" and "View Jobs" in the upper left. The different columns - like Job Name, Main Event Date, Type - allow you to sort your list. There is also a search bar to find a specific job. The "New Job" button will allow you to create a new lead which can then be turned into a booked job.
If you ever need to know something about a job or take an action with it, just find your job in your list and click on it to see the Job Profile.
The top portion of a Job Profile will show the most important basic information. You can see the Job Date, Location, Primary Contact, Type, and Assigned Personnel. The "Edit" button will allow you to change the Primary Contact and their Role, and the Job Name and Type.
If you click on the Primary Contact's name you can edit their contact information. This will also update it in the contact profile under the Contacts tab.
The location and and the job date are determined by the main event on the job. This is located under the Events tab. Updating the main event will update the these fields in the job location section. We'll take a further look into Events next.
Jobs contain Events. These can be shoots, events, appointments, meetings, or sub-shoots of the main job. Some jobs may have only one event (like a portrait session). Other jobs will have multiple events like a wedding that has a consultation, engagement session, wedding day, and viewing appointment.
Events can be added by clicking the "plus" icon on the job timeline. Then just add the event information like event name, location, type, and date/time. You can also add a description of the event (or feel free to add notes about the event into this section). Anything you enter into these fields is auto-saved.
Only one event can be the main event. Updating the main event's date and location will update it these fields in the job information section.
To edit an event, just click on it in the job timeline. You can also delete an event from the timeline as well.
Events also have timelines where you can add sub-events. For example, a Wedding Day event might have a timeline consisting of Getting Ready Photos, Wedding Ceremony, Family Photos, Cocktail Hour, and Reception.
Events are a great way to organize your Job. To learn more about them, check out this help center article: Adding Events to Jobs
The Documents tab will contain your proposals, contracts, and questionnaires.
For your leads, you can build a proposal and send it to your clients in this section. In a proposal the client can select a package, see their payment schedule, enter or update their contact information, sign a contract, and make a payment if necessary. Sending a proposal to a client is how you turn a lead into a booked job.
You can always view a proposal's status (Draft, Sent, Accepted). If the proposal hasn't been accepted, you can always edit, archive (cancel), or resend it.
A contract is the legal document that is part of a proposal. When a client signs a contract, you can countersign it in this section by clicking on the name. If they haven't signed it, you can always edit the contract if necessary. The contract's status will one of the following:
- Draft (not sent to client yet)
- Sent (emailed to client but not yet signed)
- Pending (client has signed but the studio has not)
- Signed (both parties have signed the contract)
Questionnaires are a great way to gather up more information from your clients. You can create your questionnaire templates in the Settings tab. Then you can select a template and email the questionnaire to your client in this section. When a client responds to a questionnaire, ShootQ will notify you so you can view their answers. You can also edit, archive (cancel), preview, or edit a questionnaire in this area.
All of a job's invoices will be located in this section. Your invoice list will show all invoices, there amounts and remaining balances, due dates and issue dates, and finally their statuses.
To view the actual invoice just click on it. This will allow you to see the full invoice with the payment schedule, and payment history. If necessary you can apply a manual payment to the invoice to record a payment. If your clients are paying via an integrated merchant account, those payments will automatically be marked paid for you.
Contacts & Emails
You can view all the emails you have sent to the client or other people related to the job in the Emails section. Just click on an email to see it's full text. You can also send a new email from this section as well.
Contacts are people who are related to the job. This can include your clients, vendors, referrers, or anyone else. Each person can also have a role on the job so that you can easily identify who they are.
There is only one primary contact the job. This is the person with whom you will be mainly communicating. Click "See All Job Contacts" to change the primary contact.
If a client was sent a proposal, you can preview their Booking Site. If a client has signed the contract in the proposal you can preview their Client Site, too.
Notes & Activity
Feel free to record any important information about the client or the job in the Notes area. The notes are internal and can only be viewed by the studio. The client will not see them.
The activity feed will show you a history of the actions taken on a job. For example, it will tell you such things as when a contract was signed, a payment was received, a questionnaire was sent, etc.
Finally, there are quick actions you taken on a job, namely sending an email, creating a contract, and sending a questionnaire. You don't have to navigate to these sections to do these things - instead just select them in this drop down menu.