Scheduling Sessions

Learn how to add sessions to your calendar, block time off, manage availability, and prevent scheduling conflicts.

Quick Reference

Ways to Schedule:

• Add session date directly in a job
• Create blocked time from the calendar
• Schedule mini session events
• Import from external calendars

Session Components:

• Date and time
• Duration (e.g., 2 hours)
• Location/address
• Buffer time before/after
• Special notes or requirements

Blocked Time Uses:

• Vacation and personal days
• Editing blocks
• Travel days
• Recurring time off

Best Practices:

• Always include buffer time between sessions
• Block editing time after major shoots
• Review calendar weekly
• Confirm locations before sessions
• Communicate changes immediately

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Adding Sessions to Your Calendar

Scheduling a Job Session

The most common way to add sessions to your calendar is when you're working with a job.

From the Job Detail Page

Step-by-step:

1. Open the job from your Jobs list
2. Navigate to the Session Details section
3. Click Schedule Session or Add Session Date
4. A calendar picker opens

Select date and time: 5. Click the date on the calendar 6. Choose start time from the time picker 7. Set session duration (default is usually 2 hours) 8. The system calculates end time automatically

Add location: 9. Enter the session location or address 10. Add any specific meeting point details (e.g., "Meet at north entrance") 11. Optionally add GPS coordinates for exact locations

Set session type: 12. Choose session type if multiple sessions exist for this job:

• Main session
• Engagement shoot
• Consultation meeting
• Delivery appointment

Add notes: 13. Add any special requirements or reminders:

• "Client prefers natural light"
• "Bring backdrop and studio lights"
• "Scout location 30 min early"

Confirm buffer time: 14. Review the automatic buffer (e.g., 30 min before/after) 15. Adjust if needed for this specific session 16. Buffer prevents scheduling conflicts

Save: 17. Click Save or Schedule Session 18. The session immediately appears on your calendar 19. Job status updates to reflect scheduled session

What happens next:

• Calendar displays the session with appropriate color coding
• Workflow tasks may be triggered (e.g., "Send pre-session questionnaire")
• Client can see the session date in their portal
• Automatic reminders can be configured

Quick Scheduling from Calendar

You can also schedule sessions directly from the calendar view.

Step-by-step:

1. Open the Calendar from main navigation
2. Switch to Week or Day view for precise timing
3. Click an empty time slot on the desired date
4. A quick-add dialog appears

Choose session type: 5. Select "Job Session" from the dropdown 6. Choose which existing job this session is for 7. Or create a new job if this is a new booking

Set time and duration: 8. Confirm or adjust start time 9. Set duration 10. Review end time calculation

Add details: 11. Add location 12. Add any immediate notes 13. Confirm buffer time

Save: 14. Click Add to Calendar 15. Session appears immediately on the calendar and in the job

When to use this method: This is faster when you're actively scheduling while looking at your availability. It's perfect for phone conversations: "Let me check my calendar... I'm free Saturday at 2pm. Let me add you right now!"

Setting Session Duration

Accurate duration ensures your calendar reflects reality and prevents conflicts.

Common durations by session type:

Portrait sessions:

• Individual/headshot: 30 minutes - 1 hour
• Family portrait: 1-2 hours
• Senior portrait: 1.5-2 hours
• Newborn session: 2-3 hours (babies need breaks!)

Wedding sessions:

• Engagement shoot: 1-2 hours
• Bridal session: 2-3 hours
• Wedding day: 6-10 hours (ceremony + reception)
• Rehearsal dinner: 2-3 hours

Event photography:

• Corporate headshots: 3-4 hours (for multiple employees)
• Small event: 2-4 hours
• Conference: Full day (8+ hours)
• Product launch: 3-5 hours

Mini sessions:

• Single slot: 15-30 minutes
• Full event: 4-6 hours (includes all slots + setup/teardown)

Meetings:

• Initial consultation: 30 minutes - 1 hour
• Gallery viewing: 1-2 hours
• Album design review: 1-1.5 hours

Pro tip: Add 15-30 minutes to your estimated session time. Sessions almost always run slightly long. Better to finish early and have buffer time than run late into your next commitment.

Adding Session Locations

Accurate location information helps you plan travel, arrive on time, and communicate clearly with clients.

Types of location information:

Full street address:

• Best for outdoor locations, parks, venues
• Enables GPS navigation
• Can be shared with assistants or second shooters
• Example: "1234 Oak Street, Denver, CO 80202"

Venue name:

• For known venues, hotels, parks
• Example: "Red Rocks Amphitheatre"
• ShootPath may auto-complete known venues

General area:

• For TBD locations or flexible planning
• Example: "Downtown Denver area" or "Client's home (address TBD)"

Studio:

• Your own studio
• Can save as default location for studio sessions
• Example: "My Studio" (address saved in settings)

Meeting point:

• Specific spot within a larger venue
• Example: "Washington Park - North pavilion near playground"

Virtual:

• For video consultations
• Include meeting link or platform details
• Example: "Zoom consultation (link sent separately)"

Best practices:

Always include:

• Full address when possible
• Parking information if complicated
• Meeting point if location is large
• Backup contact method (phone number)

Add notes for:

• Access restrictions (gated community code, building access)
• Parking instructions ("Park in visitor lot behind building")
• Special equipment needed ("Venue has stairs only, no elevator")
• Scouting reminders ("Scout sunset direction day before")

Google Maps integration: Some ShootPath views can link directly to Google Maps from the address field, making it one-click to get directions on session day.

Session Status and Updates

Track where each session stands.

Session statuses:

Scheduled:

• Session is on the calendar
• Date/time confirmed with client
• Everything is good to go

Tentative:

• Date proposed but not confirmed
• Holding the spot but not finalized
• Shows as hatched/striped on calendar
• Prevents double-booking but signals uncertainty

Rescheduled:

• Session was moved from original date
• Previous date cleared from calendar
• New date now shows as scheduled
• Timeline logs the change

Completed:

• Session happened successfully
• Can mark complete from calendar or job
• Triggers workflow progression (e.g., to "Editing" stage)
• Session still shows on calendar (in past) but visually distinct

Canceled:

• Session won't happen
• Removed from calendar
• Job status might change (canceled, lost)
• Timeline logs the cancellation

Updating status:

• Click session on calendar
• Choose "Mark as Complete" or "Cancel Session"
• Or update from the job's Session Details section
• Status syncs automatically between calendar and job

Blocking Time on Your Calendar

Blocked time prevents client bookings and helps you manage non-session commitments.

Types of Blocked Time

Personal Time Off

Use for:

• Vacation days
• Personal appointments
• Family events
• Sick days
• Mental health days

How to add:

1. Open calendar
2. Click the date (or date range)
3. Select Block Time from the menu
4. Choose Personal Time category
5. Set all-day or specific hours
6. Add optional note (e.g., "Family vacation in Hawaii")
7. Mark as Private if you don't want team members to see details

Example: You're taking a week off for vacation June 10-17. Block the entire week so:

• You won't accidentally schedule sessions
• Mini session slots show as unavailable
• Team knows you're not working
• Clients see these dates as unavailable if they try to self-schedule

Editing and Post-Production Time

Use for:

• Dedicated editing days
• Gallery creation
• Album design
• Photo selection and culling

How to add:

1. Open calendar in Week view
2. Click the time block you want to dedicate to editing
3. Select Block Time
4. Choose Editing category
5. Set specific hours (e.g., 9am-5pm Tuesday)
6. Add note about what you're editing (optional)

Strategic editing blocks:

After major shoots:

• Block 2-3 days immediately after a wedding
• Block 1 day after a large event
• Protects time you need to deliver on schedule

Weekly recurring blocks:

• Every Tuesday = Editing day
• Wednesday mornings = Culling and selection
• Ensures consistent progress on all jobs

Seasonal patterns:

• January-February (slow shooting season): More editing time
• May-October (wedding season): Less editing time, more delivery time

Why this matters: If you don't block editing time, you'll keep scheduling sessions until you're drowning in backlog. Blocking editing time forces you to balance shooting and delivery.

Administrative and Business Time

Use for:

• Bookkeeping and finances
• Marketing and social media planning
• Website updates
• Professional development
• Business planning sessions

How to add:

1. Recurring blocks work well for admin time
2. For example: First Monday of every month = 9am-12pm = Financial review
3. Or: Friday afternoons = Marketing and social media

Why block admin time: If you don't schedule it, it doesn't happen. Blocked admin time ensures you actually work on your business, not just in your business.

Travel Days

Use for:

• Days traveling to distant locations for multi-day shoots
• Destination wedding travel
• Workshop or conference travel
• Any day you're unavailable due to travel

How to add:

1. Block the full day or specific hours
2. Choose Travel category
3. Add destination in notes
4. Include flight numbers or departure times if helpful

Example: You're shooting a destination wedding in Mexico. Block:

• Thursday (travel day to Mexico)
• Friday (rehearsal dinner)
• Saturday (wedding day)
• Sunday (travel day home)

Even though the wedding is only Saturday, blocking all four days prevents accidentally scheduling something Friday or Sunday when you're actually traveling.

Recurring Blocked Time

For time off that repeats on a regular schedule.

Common recurring patterns:

Weekly:

• Every Sunday (your standard day off)
• Every Wednesday afternoon (editing time)
• Every Friday morning (admin time)

Monthly:

• First Monday (financial review)
• Last Friday (team planning meeting)
• 15th of every month (quarterly estimated taxes)

Annual:

• Your birthday
• Major holidays
• Annual vacation (same week every year)

How to set up recurring blocks:

1. Add the blocked time as usual
2. Check the Repeat checkbox
3. Choose frequency: weekly, monthly, yearly
4. Set end condition:
   • Repeat forever
   • End after X occurrences
   • End on specific date

Example - Block every Sunday:

1. Click any Sunday on the calendar
2. Block time: All day
3. Category: Personal
4. Repeat: Weekly
5. End: Never (or end date far in future)

Now every Sunday shows as blocked. Clients can't book mini session slots on Sundays, and you won't accidentally schedule sessions on your day off.

Managing Blocked Time

View all blocked time: Filter your calendar to show only blocked time. This helps you review:

• How much time you're actually blocking
• Whether blocks are still relevant
• If you need to add more (or remove unnecessary blocks)

Edit existing blocks: Click any blocked time on the calendar and choose Edit. You can:

• Change the date or time
• Update the category
• Modify the notes
• Change recurrence settings
• Delete the block

Delete outdated blocks: If you blocked time for something that's no longer relevant (e.g., "Tentative client hold"), delete it to free up the calendar.

Temporarily override blocks: If you need to schedule a session during normally-blocked time (e.g., a high-value client wants your typical day off), you can:

1. Delete or skip that instance of the recurring block
2. Schedule the session
3. The recurring block continues for future weeks

Team visibility: Configure whether team members see your personal blocked time or just see "Unavailable" without details.

Buffer Time Management

Buffer time is the secret to sustainable scheduling and happy, on-time you.

What is Buffer Time?

Buffer time is the gap between sessions that gives you space for:

• Travel to the next location
• Equipment teardown and setup
• Bathroom breaks and meals
• Unexpected delays (traffic, previous session running late)
• Mental transition between clients

Without buffer time: 10am session ends → 10am next session starts → You're late, stressed, and unprofessional

With buffer time: 10am session ends → 30-60 min buffer → 11am next session starts → You arrive early, relaxed, and prepared

Default Buffer Settings

Set your typical buffer time in Settings > Calendar > Buffer Time.

Recommended defaults:

Standard buffer (local sessions):

• 30 minutes for sessions in the same area
• Covers: pack up (10 min) + drive (10 min) + setup (10 min)

Extended buffer (different areas):

• 60 minutes for sessions across town or in different cities
• Covers: pack up (10 min) + longer drive (30 min) + setup and scout (20 min)

Minimal buffer (same location):

• 15 minutes for back-to-back mini sessions at same location
• Covers: reset between clients, but no travel

Wedding/all-day buffer:

• Block the full day, regardless of ceremony time
• Weddings are unpredictable and emotionally intensive
• You need before/after time for prep and decompression

How default buffers work: When you schedule a session, ShootPath automatically enforces your default buffer:

• If your 10am-12pm session has a 30-min buffer, the system won't let you book the next session before 12:30pm
• You can override this per-session if needed

Per-Session Buffer Adjustments

Sometimes you need more or less buffer than usual.

When to increase buffer:

Unfamiliar location: Add 15-30 minutes for scouting and finding the spot.

High-stakes session: Add 30 minutes before to mentally prepare (weddings, important corporate shoots).

Complex equipment: Add 30-45 minutes if you're bringing extensive lighting, backdrops, or specialty gear.

Difficult parking/access: Add 15-30 minutes for downtown locations, gated communities, or large venues where parking is far from the shoot location.

When to reduce buffer:

Same location: Back-to-back mini sessions at your studio or one park location can use 10-15 min buffer instead of 30.

Short sessions: Quick 30-minute headshot sessions might only need 15-min buffer.

Assistant handling setup: If your assistant sets up while you're finishing the previous session, you can reduce buffer time.

How to adjust: When scheduling a session, override the default buffer field:

• Change from 30 min to 60 min
• Or reduce from 30 min to 15 min
• The adjustment applies only to this session

Preventing Scheduling Conflicts

ShootPath prevents you from creating conflicts, but you still need to be aware.

Automatic conflict prevention: The system checks:

• Is there already a session at this time?
• Is there blocked time at this time?
• Is there adequate buffer after the previous session?
• Is there adequate buffer before the next session?

If conflict detected: You'll see a warning: "This time conflicts with [existing event]. Choose a different time or override."

When to override:

• You're scheduling an assistant-led session and you're personally available
• It's the same session (you're updating details, not double-booking)
• You're intentionally scheduling non-overlapping parts of a large event

When NOT to override:

• You're trying to squeeze in "just one more" session
• You're ignoring your buffer time to maximize bookings
• You haven't actually resolved the conflict

Manual conflict checks: Even with system safeguards, review your calendar weekly:

• Look for back-to-back sessions with no gaps
• Check that travel time is realistic
• Verify you haven't accidentally overridden a conflict

The Reality of Running Late

Even with perfect planning, sessions run late. Here's how to handle it.

Communicate proactively: If your current session is running late and will affect your next client:

1. Message or call the next client ASAP
2. Explain: "Hi Sarah! My current session is running about 20 minutes late. I'll be there by 2:20 instead of 2:00. So sorry for the delay!"
3. Most clients understand and appreciate the heads-up

Build "real world" buffers: If your sessions often run 15 minutes over, increase your default buffer by 15 minutes. Better to occasionally finish early than always run late.

Track patterns: If you notice you're always running late on certain session types (e.g., newborn sessions always go long), adjust those session durations or buffers permanently.

Learn to wrap up: Part of professional session management is managing time during the shoot. Give yourself a 10-minute warning: "We've got about 10 minutes left, let's make sure we get [important shots]."

Avoiding Double-Bookings

Double-booking is stressful for you and unfair to clients. Here's how to prevent it.

System Safeguards

ShootPath prevents double-booking automatically:

• Can't schedule overlapping sessions
• Can't schedule during blocked time (unless you override)
• Can't schedule without adequate buffer time
• Warns if mini session slot conflicts with job session

These safeguards protect you 99% of the time.

Manual Double-Booking Risks

Where double-bookings still happen:

External calendar not syncing: If you use Google Calendar or iCal integration and it's not syncing properly, you might book something in ShootPath that conflicts with an external event.

Tentative holds: You tell a client "I'll hold that date for you" but forget to block it on the calendar. Then you book someone else.

Team member scheduling: If multiple people have calendar access, coordination is critical. Use role-based permissions and communicate about tentative holds.

Manual entry errors: Accidentally clicking the wrong date or time when scheduling.

Best Practices to Prevent Double-Booking

Always check the calendar BEFORE confirming with clients:

• Lead inquires about May 15
• BEFORE saying "Yes, May 15 is available," open your calendar and visually confirm
• Check not just May 15, but also May 14 and 16 (in case of travel or buffer issues)
• Then confidently say "Yes, I have May 15 at 2pm available. Let me hold that for you."

Block tentative dates immediately:

• Client says "I'll confirm by end of week"
• Block the time RIGHT NOW as tentative
• Add note: "Tentative hold for Sarah - confirm by Friday"
• If they don't confirm, delete the block
• If they confirm, convert to scheduled session

Sync external calendars:

• Enable Google Calendar or iCal integration
• Set sync frequency to real-time or hourly (not daily)
• Periodically verify sync is working
• If sync breaks, manually compare calendars weekly

Use calendar colors to spot conflicts:

• If two events overlap, you'll see colors overlapping
• Visual scan catches issues that automated systems miss

Review calendar weekly:

• Every Sunday or Monday, review the upcoming 2-4 weeks
• Look for any weirdness: overlaps, missing buffers, unclear sessions
• Resolve issues BEFORE they become problems

What to Do If You Double-Book

It happens. Here's how to handle it professionally.

Step 1: Confirm the conflict

• Check both sessions' details
• Verify dates, times, and durations
• Confirm it's an actual conflict (not just same day with adequate buffer)

Step 2: Determine priority Which session takes precedence?

• First to officially book (accepted quote, signed contract)
• Higher-value job (if deciding between $500 portrait and $5,000 wedding)
• Relationship priority (longtime client vs. new inquiry)

Step 3: Contact the client you need to reschedule

• Call or message ASAP (don't wait)
• Be honest: "I made a scheduling error and need to move your session."
• Offer 2-3 alternative dates that work well
• Apologize and take responsibility

Example message:

"Hi Sarah, I need to reach out about your session on May 15. I made an error in my calendar and have a conflict that day. I'm so sorry for the inconvenience. I have availability on May 14 at 2pm or May 22 at 10am. Would either of those work for you? Again, I apologize for needing to reschedule."

Step 4: Make it right

• Be flexible about the reschedule (let them choose)
• Consider offering a discount, free add-on, or extra time as an apology
• Follow up after the rescheduled session to ensure they're happy

Step 5: Prevent it from happening again

• Identify what caused the double-booking
• Implement a new safeguard
• Update your process documentation

Most clients will understand if you handle it professionally and quickly. The key is catching it early and communicating proactively.

Rescheduling Sessions

Sometimes sessions need to move. Here's how to handle reschedules smoothly.

Client-Requested Reschedules

Common reasons:

• Weather (rain on an outdoor session day)
• Illness (client or photographer)
• Unexpected conflict (work emergency, family issue)
• Cold feet (wants more time to prepare)

How to handle:

1. Client contacts you requesting reschedule
2. Open the job or calendar event
3. Click Reschedule
4. Show your available dates
5. Let client choose new date
6. Confirm new date/time
7. Update the calendar

System actions:

• Original date cleared from calendar
• New date added to calendar
• Job timeline logs: "Session rescheduled from May 15 to May 22"
• Optional: Automated email to client confirming new date
• Workflow tasks may adjust (e.g., "Send reminder 1 week before session" now triggers based on new date)

Reschedule policy: Have a clear policy:

• How many reschedules are allowed? (e.g., one free reschedule, fee for additional)
• How much notice required? (e.g., 48 hours notice required)
• What happens to deposit? (non-refundable but transfers to new date)

Document your policy in contracts so expectations are clear.

Photographer-Initiated Reschedules

Common reasons:

• You're sick
• Equipment failure
• Double-booking error
• Family emergency
• Weather (you decide conditions aren't safe)

How to handle:

1. Contact client ASAP (phone call preferred over text/email for urgency)
2. Explain situation honestly
3. Apologize and take responsibility
4. Offer 2-3 specific alternative dates
5. Be flexible about their choice
6. Consider offering something extra (discount, extended session time)

In ShootPath:

1. Open the session
2. Click Reschedule
3. Choose new date with client's approval
4. Add note explaining the reschedule
5. Send confirmation email

Minimize photographer reschedules:

• Don't overbook yourself
• Maintain backup equipment
• Check weather 48 hours before outdoor sessions
• Communicate with client before making the call (e.g., "Weather looks questionable, let's make a decision tomorrow morning")

Multiple Reschedules

When a session gets rescheduled multiple times:

Track reschedule history: ShootPath logs every reschedule in the job timeline:

• Original date: May 15
• First reschedule: May 22 (due to weather)
• Second reschedule: June 5 (client conflict)

Set boundaries: After 2-3 reschedules, consider:

• Charging a reschedule fee
• Requiring client to commit to final date
• Discussing whether this job is a good fit

Red flags:

• Client reschedules repeatedly with vague reasons
• Client reschedules within your notice period multiple times
• Pattern suggests client may not be serious

Most reschedules are legitimate (weather, illness), but chronic rescheduling can signal problems.

Weather-Related Reschedules

Outdoor session challenges:

Monitor weather:

• Check forecast 5-7 days before
• Check again 48 hours before
• Check morning of session

When to reschedule:

• Heavy rain forecast
• Extreme cold or heat
• High winds (difficult for portraits, dangerous with equipment)
• Severe weather warnings

When to proceed:

• Light rain possibility (bring umbrellas, have backup plan)
• Overcast (great for portraits!)
• Mild temperature (clients can layer clothing)

Communication: Message clients 48 hours before if weather looks questionable:

"Hi Sarah! The forecast shows possible rain on Saturday. Let's check the radar Friday morning and make a call then. If we need to reschedule, I have Sunday at 3pm or next Saturday available as backups."

Have a backup plan:

• Alternative location (covered area, indoors)
• Alternative date (pre-identified before session day)
• Clear reschedule policy in contract

Calendar and Workflow Integration

Your calendar and automated workflows work together seamlessly.

Workflow Triggers Based on Calendar

Sessions trigger workflow actions:

X days before session:

• 7 days before: Send "getting excited!" reminder email
• 3 days before: Send "confirm location and time" email
• 1 day before: Send "see you tomorrow!" email

Session completion:

• Mark session complete → Workflow moves to "Editing" stage
• Creates task: "Edit photos (due in 2 weeks)"
• Sends email: "Session was wonderful! Gallery coming soon"

Post-session timing:

• 1 week after session: Task reminder to check editing progress
• 2 weeks after session: Task due for gallery delivery
• 1 day after gallery delivery: Send "Your gallery is ready!" email

Missed sessions:

• If session date passes and not marked complete
• System flags: "Did this session happen?"
• Prevents jobs from falling through the cracks

Automating Reminders

Set up automatic reminders: Go to Settings > Workflows > [Job Type Workflow] and configure:

Pre-session reminders:

• Timing: 1 week before, 1 day before
• Content: Location, time, what to bring/wear
• Sent automatically when session is scheduled

Post-session follow-ups:

• Timing: Day after session, 1 week after
• Content: Thank you, timeline for delivery
• Sent automatically when session is marked complete

Benefits:

• Clients feel taken care of
• Reduces "where are we meeting?" questions
• Sets expectations for delivery timeline
• You don't have to remember to send them

Calendar-Based Tasks

Workflows create tasks based on calendar dates:

Before session:

• "Scout location" (3 days before)
• "Prepare equipment" (1 day before)
• "Confirm client is still available" (2 days before)

Day of session:

• "Review session notes and client preferences"
• Task appears in your daily task list

After session:

• "Upload photos to backup" (same day)
• "Begin editing" (next day or specified date)

Tasks keep you on track without micromanaging your calendar.

Best Practices Summary

Weekly calendar review: Every Sunday or Monday, review:

• Upcoming sessions (locations, times, special needs)
• Editing blocks (do you have enough time to deliver?)
• Buffer time (any back-to-back concerns?)
• Blocked time (anything to add or remove?)

Always include buffer time: 30-60 minutes between sessions is non-negotiable. Protect your sanity and professionalism.

Block editing time: Schedule editing like you schedule sessions. It's actual work that needs calendar space.

Communicate changes immediately: Reschedule? Weather concern? Notify clients ASAP. Fast communication builds trust.

Sync external calendars: If you use Google Calendar or iCal, ensure sync is working and check it weekly.

Use color coding strategically: Consistent colors help you spot patterns and balance your workload visually.

Check before confirming: Always look at your calendar before telling a client you're available. Visual confirmation prevents errors.

Have a reschedule policy: Document your policy in contracts so everyone knows the rules.

Trust the system: ShootPath prevents conflicts automatically. Trust the safeguards, but still review manually.

Plan for real life: Sessions run late, traffic happens, weather changes. Build in realistic buffers and don't overschedule.

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What's Next?

Master your calendar with these related articles:

Calendar Overview - Understand calendar view modes, color coding, and navigation

Calendar Integrations - Sync with Google Calendar, iCal, and other external calendars

Client Booking - Enable clients to self-schedule mini sessions based on your availability

Related topics:

Jobs - Timeline & Scheduling - Learn how session dates integrate with job management

Mini Sessions - Schedule multi-client booking events with time slots

Workflows - Automate reminders and tasks based on calendar dates

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Questions? Look for the help links throughout ShootPath, or use the support widget if you need assistance!