Client Questionnaires
Quick Reference
Questionnaires are forms you send to clients to gather important information before a shoot. Clients fill them out in the portal and you receive their responses automatically.
What Are Questionnaires?
- Customizable forms for collecting client information
- Sent via portal link to clients
- Filled out in the browser (mobile-friendly)
- Responses saved automatically
- You review answers in your admin dashboard
Common Uses:
- Wedding timeline and details
- Family session preferences
- Newborn session prep information
- Event shot lists
- Location and styling preferences
- Special requests or concerns
The Process:
- You assign a questionnaire to a job
- Client receives email with portal link
- Client fills out form in portal
- Submits responses
- You receive notification and can review answers
Next Steps: Learn about portal access or quote acceptance.
Detailed Guide
What Are Questionnaires?
Questionnaires are structured forms that help you gather important information from clients before their photo session. Think of them as professional intake forms - instead of sending a long email with questions or trying to remember everything during a phone call, you send a questionnaire that clients fill out at their convenience.
Why questionnaires matter:
- Save time - No back-and-forth emails asking for details
- Get organized - All information in one place
- Look professional - Shows you're thorough and prepared
- Avoid surprises - Learn about special requests or concerns ahead of time
- Plan better - Use their answers to prepare shot lists, timelines, and equipment needs
Real-world example: You're shooting a wedding and need to know:
- Names of family members for formal portraits
- Timeline of the day (getting ready, ceremony, reception)
- Must-have shots (first kiss, cake cutting, special dances)
- Family dynamics (divorced parents, estranged relatives)
- Special traditions or cultural elements
A questionnaire captures all of this systematically, so you show up prepared!
Types of Questionnaires
Different photography services need different information:
Wedding Questionnaires
Timeline Questions:
- What time is hair/makeup starting?
- When does the ceremony begin?
- When is the reception?
- When is sunset (for golden hour portraits)?
People Questions:
- Who's in the wedding party?
- Names of parents, grandparents, siblings?
- Any family members who can't be in photos together?
- Special guests to capture?
Shot List Questions:
- Must-have moments?
- Special traditions or cultural elements?
- Important details (rings, dress, flowers, venue)?
- Any specific poses or styles you want?
Logistics Questions:
- Venue addresses and contacts?
- Backup plan for rain?
- Restrictions (no flash, specific ceremony rules)?
- Parking and load-in information?
Family Portrait Questionnaires
Family Details:
- Names and ages of everyone being photographed?
- Any pets included?
- Outfit coordination (colors, styles)?
- Family dynamics or special needs?
Preference Questions:
- Indoor or outdoor location?
- Formal or candid style?
- Any props or special items?
- Poses or groupings you want?
Practical Questions:
- Best time of day for kids' moods?
- Accessibility needs?
- Preferred weather conditions?
Newborn Questionnaires
Baby Information:
- Baby's name, age, birth date?
- Feeding and sleeping schedule?
- Any health concerns or sensitivities?
- Preferred colors or themes?
Preparation Questions:
- Do you have props/outfits or should I provide?
- Siblings who'll be included?
- Parents in some photos?
- Comfort level with posed vs lifestyle shots?
Logistics:
- Home session or studio?
- Preferred temperature (babies like it warm!)?
- Space for setup?
- Pets to manage?
Event Questionnaires
Event Details:
- What type of event (corporate, birthday, anniversary)?
- Timeline and schedule?
- Key moments to capture?
- VIPs or special guests?
Coverage Questions:
- Candid or posed (or both)?
- Group photos needed?
- Specific people or activities?
- Any restrictions (privacy, no photos of certain people)?
Deliverables:
- When do you need photos?
- Any specific use cases (print, social media, marketing)?
- Color or black and white?
The Client Experience
Let's walk through what your client sees when filling out a questionnaire.
Receiving the Questionnaire Email
After you assign a questionnaire to their job, they receive:
Subject: We need some information for your October 15th Wedding
Hi Luna!
As we prepare for your wedding photography, I need to gather some
details to make sure we capture everything that's important to you.
[Fill Out Questionnaire]
This should take about 10-15 minutes to complete. You can save and
come back to it later if needed!
Looking forward to your big day!
Sarah
Email includes:
- Clear subject line stating what's needed
- Context about why you need this information
- Time estimate (helps clients plan when to do it)
- Reassurance they can pause and return
Landing on the Questionnaire Page
When clicking the portal link, clients see:
Header:
- Your business logo
- "Questionnaire for Luna Garcia"
- Job details (Wedding - October 15, 2024)
- Progress indicator ("1 of 5 sections")
Introduction:
Wedding Details Questionnaire
Help us prepare for your perfect day! Please answer the following
questions so we can plan our coverage and make sure we capture
everything that matters to you.
This should take about 10-15 minutes. You can save your progress
and come back anytime!
The form:
- Clean, organized layout
- Questions grouped into logical sections
- Clear labels and instructions
- Helpful placeholder text
Filling Out Questions
Questionnaires can include various field types:
Text Input (Short Answer):
What time does your ceremony begin?
[______________________]
Text Area (Long Answer):
Describe your vision for the shoot:
[ ]
[ ]
[ ]
[ ]
Multiple Choice:
Preferred photo style:
○ Candid and natural
○ Posed and formal
○ Mix of both
Checkboxes (Select Multiple):
Which family groupings do you want?
☐ Bride's immediate family
☐ Groom's immediate family
☐ Both sets of parents
☐ Siblings with spouses
☐ Extended family (grandparents, aunts, uncles)
☐ Full family photo (everyone!)
Dropdown (Select One):
How many people in your wedding party?
[Select number ▼]
Date/Time Fields:
When should we arrive for getting-ready photos?
[MM/DD/YYYY] [HH:MM AM/PM]
File Upload:
Upload a venue floor plan or mood board:
[Choose File] No file chosen
Why different field types matter: They help you collect information in the format you need, making responses easier to review and use!
Saving Progress
If a client needs to stop mid-questionnaire:
- Answers are auto-saved as they type
- They can close the browser and come back later
- Portal link takes them back to where they left off
- Progress indicator shows what's complete
Mobile experience: Forms adapt perfectly to phone screens with:
- Large touch-friendly fields
- Appropriate keyboards (numeric for numbers, email for email fields)
- Swipe-friendly navigation
- Auto-zoom on fields to prevent tiny text
Submitting Responses
When finished, client clicks "Submit Questionnaire"
Confirmation appears:
✓ Questionnaire Submitted!
Thank you! We've received your responses and will review them as we
prepare for your session.
If you need to make changes, just reach out and we can reopen the
questionnaire for you.
[Back to Job Details]
Behind the scenes:
- Responses are saved to the job
- You receive notification
- Client gets confirmation email
- Questionnaire status changes to "Completed"
What You See as the Photographer
When a client submits a questionnaire, here's what you get:
Notification
Dashboard Activity:
📋 Luna Garcia completed Wedding Details Questionnaire
Wedding — October 15, 2024
8 minutes ago
Email Notification:
Subject: Luna Garcia Completed Your Questionnaire
Luna Garcia has submitted responses to your Wedding Details
Questionnaire for their October 15th wedding.
[View Responses]
Review their answers to prepare for the shoot!
Viewing Responses
In the job details page, questionnaire section shows:
Overview:
- Questionnaire name
- Status: Completed ✓
- Submitted: [Date and time]
- "View Responses" button
Response View:
Wedding Details Questionnaire — Luna Garcia
Submitted: June 20, 2024 at 2:34 PM
TIMELINE
What time does your ceremony begin? → 4:00 PM
What time is the reception? → 6:00 PM
FAMILY PORTRAITS
Names of parents:
Bride's parents: Maria and Carlos Garcia
Groom's parents: Susan and John Thompson
Must-have family groupings:
✓ Bride's immediate family
✓ Groom's immediate family
✓ Both sets of parents
✓ Full family photo (everyone!)
SPECIAL REQUESTS
Any must-have shots or special moments?
→ "We're doing a first look! Please capture John's reaction when
he sees me. Also, my grandmother is 92 and this might be one of
her last big events - I want lots of photos with her."
[Print Responses] [Export to PDF] [Email to Client]
Clean, organized display makes it easy to review and reference during planning!
Using Responses
You can:
- Print responses to bring to the shoot
- Export to PDF for your records
- Email to client as confirmation
- Copy/paste into shot lists or timelines
- Reference in planning conversations
Example use: Based on Luna's responses, you know:
- Arrive by 3:00 PM for first look at 3:30 PM
- Ceremony at 4:00 PM - be ready for key moments
- Grandmother is special - prioritize photos with her
- Full family photo needed - allocate 15 minutes after ceremony
You show up prepared instead of scrambling to figure things out on the day!
Creating and Managing Questionnaires
As the photographer, you create questionnaire templates:
Building a Questionnaire Template
In Settings > Questionnaires:
- Click "New Questionnaire"
- Name it (e.g., "Wedding Timeline & Shot List")
- Add sections to organize questions
- Add questions with appropriate field types
- Mark required vs optional fields
- Add help text or instructions
- Save template
Example structure:
Section 1: Timeline
- What time should we arrive?
- Ceremony start time?
- Reception start time?
- When do you need to leave?
Section 2: People
- Names of wedding party members?
- Parents' names?
- Family portrait groupings?
Section 3: Must-Have Shots
- Special moments to capture?
- Important details (dress, rings, flowers)?
- Any surprises or special elements?
Section 4: Logistics
- Venue address and contact?
- Parking information?
- Any venue restrictions?
Design tips:
- Keep questions clear and specific
- Use sections to break up long forms
- Only ask what you actually need to know
- Add example answers to clarify unclear questions
- Make critical questions required, others optional
Assigning to Jobs
To send a questionnaire:
- Open the job
- Go to Questionnaires section
- Select questionnaire template
- Click "Send to Client"
- Client receives email with portal link
You can:
- Send multiple questionnaires per job
- Send at different stages (one after booking, another closer to shoot)
- Resend if client didn't complete it
- Edit responses if client requests changes
Following Up on Incomplete Questionnaires
If a client doesn't fill out the questionnaire:
Job dashboard shows:
- Status: "Sent, Not Completed"
- Sent: [Date]
- Last viewed: [Date] (if they opened but didn't finish)
Follow-up message:
Hey Luna!
Quick reminder about the wedding questionnaire I sent over. I know
planning is hectic, but I'd love to get those details so I can prepare
properly for October 15th!
It should only take 10-15 minutes. Let me know if you have any
questions or need help accessing the form!
[Link to Questionnaire]
Thanks!
Sarah
Follow up again 1-2 weeks before shoot:
Hi Luna!
Your wedding is coming up in two weeks! I still need those questionnaire
responses to make sure I'm prepared for all the important moments.
Can you please fill it out by this weekend? I want to make sure we
capture everything that matters to you!
Let me know if there's anything I can do to help!
Sarah
Most clients just forgot - a friendly reminder usually gets it done!
Common Questionnaire Patterns
Pre-Shoot Questionnaire (Sent After Booking)
Purpose: Gather basic information early
Typical questions:
- Contact information confirmation
- Preferred communication method
- Initial preferences (style, location)
- Any concerns or questions
When to send: Within a week of booking
Why it's useful: Gets basic info while client is engaged and excited
Timeline Questionnaire (Wedding Specific)
Purpose: Understand the flow of the wedding day
Typical questions:
- Detailed timeline (getting ready through reception)
- When and where for each event
- Travel time between locations
- Key moments and when they happen
When to send: 4-6 weeks before wedding
Why it's useful: Helps you plan coverage and allocate time appropriately
Shot List Questionnaire (Sent Closer to Shoot)
Purpose: Capture must-have moments and people
Typical questions:
- Family groupings and names
- Must-have shots
- Special traditions or moments
- Things to avoid or be sensitive about
When to send: 2-4 weeks before shoot
Why it's useful: Fresh in client's mind, less likely to forget important details
Post-Shoot Questionnaire (Feedback)
Purpose: Gather feedback on the experience
Typical questions:
- How was your experience?
- Did we capture everything you hoped for?
- Anything we could improve?
- Would you recommend us?
When to send: After gallery delivery
Why it's useful: Improves your service and generates testimonials
Best Practices for Questionnaires
Keep Them Reasonable Length
Don't overwhelm clients:
- 10-20 questions is usually enough
- Break long forms into multiple sections
- Only ask essential questions
- Consider sending multiple shorter forms instead of one long one
Balance thoroughness with client effort - you want information, but you don't want to burden them!
Ask Clear, Specific Questions
Good questions:
- "What time does your ceremony begin?" (specific, easy to answer)
- "Names of your immediate family members?" (clear scope)
- "Are there any family members who should not be photographed together?" (addresses sensitive issue directly)
Bad questions:
- "Tell me about your wedding" (too vague, overwhelming)
- "What do you want?" (not specific enough)
- "Describe your aesthetic vibe" (confusing language)
Clear questions get useful answers!
Make Critical Fields Required
Mark as required:
- Contact information
- Event date and time
- Location addresses
- Key timeline elements
Leave as optional:
- Preference questions
- Open-ended feedback
- Nice-to-know but not essential details
Why: Required fields ensure you get the information you NEED, while optional fields gather bonus details without creating barriers to submission.
Add Helpful Instructions
Include:
- Explanations for complex questions
- Example answers to clarify unclear questions
- Context about why you're asking
- Reassurance about sensitive questions
Example:
Are there any family members who should not be photographed together?
(This helps us plan groupings to avoid awkward situations. Your answer
is confidential and helps us be sensitive to family dynamics.)
Thoughtful instructions lead to better, more complete answers!
Time Your Questionnaires Appropriately
Too early:
- Clients don't know details yet
- Answers become outdated
- Have to follow up again later anyway
Too late:
- Creates stress ("why are they just asking this now?")
- Not enough time to plan based on responses
- Client might be too busy to respond
Just right:
- 2-6 weeks before shoot for most questionnaires
- Earlier for basic info (right after booking)
- Later for specific details (timeline, shot list)
Timing matters!
Follow Up on Incomplete Forms
If client doesn't submit:
- Send friendly reminder after 3-5 days
- Offer help if they're confused
- Emphasize importance without being pushy
- Consider calling if it's urgent
Most clients want to help - they just need a nudge!
Use Responses Actively
Don't just collect information - use it:
- Create shot lists based on must-haves
- Build timeline based on their schedule
- Prepare for specific family dynamics
- Pack appropriate gear for location
Clients notice when you reference their questionnaire answers - it shows you actually read and care about their responses!
Common Questions About Questionnaires
"When should I send questionnaires?"
Timing guide:
- After booking: Basic information and preferences
- 6-8 weeks before: Initial planning (locations, style)
- 3-4 weeks before: Timeline and logistics
- 1-2 weeks before: Final details and shot list
- After delivery: Feedback and testimonials
Spread questionnaires out so clients aren't overwhelmed!
"Can clients edit responses after submitting?"
By default, no - once submitted, responses are locked. However:
- You can "reopen" the questionnaire for editing
- Client makes changes and resubmits
- You see updated responses
Why lock submissions? Prevents accidental changes and maintains record of what was originally said. But you can always allow edits if needed!
"What if a client skips optional questions?"
That's fine! Optional means optional. If you need that information:
- Follow up with a specific question via email or text
- Ask during your pre-shoot consultation call
- Make it required in future questionnaires if it's actually essential
Don't make everything required just because you want to know - respect client's time!
"Can I reuse the same questionnaire for multiple clients?"
Yes! That's the point of templates. You create a questionnaire once and:
- Assign it to as many jobs as needed
- Reuse for similar job types (all weddings use same wedding questionnaire)
- Update the template and future clients get the updated version
Templates save time and ensure consistency!
"Should I create separate questionnaires for different job types?"
Absolutely! Wedding questionnaires ask very different questions than family portrait questionnaires.
Create templates for:
- Weddings
- Family portraits
- Newborn sessions
- Events
- Engagement sessions
- Headshots
- etc.
Tailored questionnaires show you're a specialist in that type of photography!
"What if clients have questions while filling out the form?"
Include contact info:
- Add help text: "Questions? Email sarah@example.com or text 555-1234"
- Encourage clients to reach out
- Respond quickly to questions
Most questions are about:
- "I'm not sure what you mean by..."
- "Do you need exact times or estimates?"
- "Should I include extended family?"
Quick clarifications help clients complete forms accurately!
Tips for Great Questionnaire Design
Start with why: Begin questionnaires with a brief explanation of why you're asking for this information. "These questions help me prepare for your session and make sure we capture everything that's important to you!"
Group related questions: Use sections to organize questions logically (Timeline, People, Preferences, Logistics). This makes forms less overwhelming.
Use appropriate field types: Don't make everything a text box! Use multiple choice, checkboxes, and dropdowns where appropriate to make answering easier.
Test before sending: Fill out your own questionnaire as if you're a client. Is anything confusing? Too long? Unclear?
Review and iterate: After several clients use a questionnaire, look for patterns:
- Do people skip certain questions? (Maybe unclear or unnecessary)
- Do you get similar clarification questions? (Add instructions)
- Are responses useful? (If not, change the question)
Make it mobile-friendly: Most clients will fill out questionnaires on their phones. Test on mobile to ensure good experience!
What's Next?
Now that you understand questionnaires, explore other portal features:
Portal Access - Learn about portal tokens and security
Quote Acceptance - See how clients accept quotes
Contract Signing - Understand digital contract signing
Payments - Learn about payment processing
Questions? Look for the help links throughout ShootPath, or reach out to support if you need a hand!