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Glossary

A comprehensive reference of terms used throughout ShootPath. Each definition includes examples relevant to photography businesses and links to detailed documentation where applicable.

A​

Add-on​

An optional extra that clients can add to their selected package. Add-ons enhance or extend the base package without requiring a different package tier. Common examples include extra coverage hours, second shooter services, engagement sessions, additional albums, or drone photography. Unlike packages (where clients choose one), clients can select multiple add-ons.

Example: A wedding client chooses your "Signature Collection" package ($4,000) and adds "Second Photographer" ($800) and "Drone Coverage" ($400) as add-ons for a total of $5,200.

Related: Packages Overview, Add-Ons Guide, Creating Packages

API Key​

A unique authentication token that allows external applications or services to access your ShootPath account programmatically. API keys enable integrations with third-party tools, custom automation scripts, or mobile app access. Each key has specific permissions and can be revoked independently for security.

Example: You generate an API key to connect your accounting software to ShootPath so invoices sync automatically.

Related: Integrations Overview

Audit Log​

A chronological record of all significant actions taken in your ShootPath account. Audit logs track who did what and when, including logins, job edits, gallery uploads, settings changes, team member additions, and financial transactions. Essential for accountability, troubleshooting, and compliance.

Example: You notice a job's pricing changed unexpectedly. The audit log shows "Admin Sarah edited Job #2026-0042 pricing on Feb 3 at 2:15 PM."

Related: Roles and Permissions

B​

Balance​

The remaining amount owed on a job after the deposit or other payments have been made. Also called the "final payment" or "remaining balance." Clients typically pay the balance before or at the time of service delivery (session day or gallery delivery, depending on your payment schedule).

Example: A portrait session costs $800 total. Client pays $300 deposit to book. The balance of $500 is due before the session date.

Related: Understanding Payments, Invoices Overview

Blocked Time​

Calendar entries that prevent client bookings during specific periods. Used to block out personal time, holidays, travel days, editing time, or already-booked sessions. Blocked time appears on your calendar and prevents mini session bookings or availability inquiries during those periods.

Example: You block August 15-22 for your vacation so clients can't book mini sessions during that week.

Related: Calendar Management

Booking​

When a client commits to hiring you by accepting your quote. A booking creates a job in ShootPath and triggers the contract and payment workflow. Also refers to the confirmed reservation of a mini session event time slot.

Example: "Emma booked me for her June wedding!" means Emma accepted your quote and you now have a confirmed job.

Related: Understanding Jobs, Mini Sessions Overview

C​

Calendar​

The scheduling interface where you view and manage upcoming sessions, blocked time, and mini session events. Your calendar shows job dates, mini session availability, and team member schedules (if applicable). Can be synced with external calendars like Google Calendar or Apple Calendar via calendar feed.

Example: You check your calendar on Monday morning to see which sessions are scheduled for the week.

Related: Calendar Overview

Client​

An individual or couple who has inquired about, booked, or worked with you. In ShootPath, a client record contains contact information, communication history, associated leads and jobs, and past transaction data. Clients are distinct from leads—once a lead books you, their lead converts to a job, but the client record persists across all their interactions with your business.

Example: Sarah and Mike are a client—they booked you for their wedding in 2024 and just inquired about newborn photos for 2026.

Related: Clients Overview, Understanding Leads

Client Portal​

The personalized web interface where clients view quotes, sign contracts, make payments, complete questionnaires, and access their galleries. Each client receives a unique portal link (containing a portal token) that gives them secure access to their specific job information without requiring a login.

Example: After sending a quote, the client clicks the portal link in your email and sees their quote, package details, and "Accept Quote" button—all in a branded interface matching your business.

Related: Client Portal Overview

Contract​

A legal agreement between you and your client outlining the terms of service, deliverables, cancellation policy, usage rights, and other important conditions. In ShootPath, contracts are generated from contract templates and sent to clients for electronic signature after quote acceptance. Payment cannot be collected (by default) until the contract is signed.

Example: Your wedding contract template includes your cancellation policy, delivery timeline, usage rights for photos, and liability limitations. After a client accepts your quote, ShootPath generates a contract from this template with the client's name, wedding date, and specific details automatically filled in.

Related: Understanding Contracts, Contracts Overview

Contract Template​

A reusable document format containing standard terms and conditions for your photography services. Templates include placeholder variables (like client name, job date, pricing) that ShootPath automatically fills when generating a contract for a specific job. You can create different templates for different job types (wedding, portrait, commercial) or keep one universal template.

Example: You create a "Wedding Photography Agreement" template that includes your standard terms. When a wedding client books, ShootPath uses this template and replaces \{CLIENT_NAME\} with "Sarah & Mike Johnson" and \{WEDDING_DATE\} with "June 15, 2026."

Related: Contract Templates, Template Variables

D​

Deposit​

The initial payment required to secure a booking. Also called a "retainer" (though technically different—see Retainer definition). Deposits are typically a percentage of the total price (e.g., 50%, 30%) or a fixed amount. Collected after contract signing to confirm the client's commitment.

Example: Your wedding package is $5,000. You require a $2,500 (50%) deposit to book, with the remaining $2,500 balance due two weeks before the wedding.

Related: Understanding Payments, Payment Schedules

Due Date​

The date by which a payment must be received. Due dates are set when creating quotes and determine when invoices become overdue. If multiple payments are due or overdue simultaneously, clients must pay all due amounts together (forced payment rule).

Example: Invoice #1 (deposit) has a due date of "immediately" (due when sent). Invoice #2 (balance) has a due date of "14 days before session date."

Related: Invoices Overview, Understanding Payments

E​

Email Template​

A reusable email message format that can be sent manually or automatically as part of a workflow. Templates include template variables that are automatically replaced with specific client, job, or business details. Common templates include booking confirmations, contract reminders, questionnaire invitations, gallery delivery notifications, and payment reminders.

Example: Your "Booking Confirmation" template says: "Hi {CLIENT_NAME}, We're so excited for your {JOB_TYPE} on {SESSION_DATE}!" ShootPath replaces the variables when sending to each specific client.

Related: Email Templates Overview, Workflow Email Automation

Event (Mini Session)​

A scheduled date, time, and location where you offer mini sessions to multiple clients in quick succession. Events have a set number of time slots (e.g., 10 slots of 20 minutes each), pricing, and booking capacity. Clients book individual time slots within the event.

Example: You create a "Fall Mini Sessions" event on October 15 from 9 AM to 1 PM at Oak Park. You offer 12 time slots (20 minutes each) at $199 per session. Clients book their preferred time slot online.

Related: Mini Sessions Overview, Creating Events

G​

An online collection of photos you've delivered to a client. Galleries can be password-protected, branded with your logo and colors, and configured with client download permissions, print ordering, watermarks, and expiration dates. Clients access their gallery via a unique link from the client portal.

Example: After editing Emma's family portrait session, you create a gallery titled "The Johnson Family Portraits" with 35 photos, upload it to ShootPath, and send Emma the gallery link so she can view, download, and order prints.

Related: Galleries Overview, Creating Galleries

A way to organize photos within a gallery into separate groups or categories. Collections help clients navigate large galleries by grouping images thematically (e.g., "Getting Ready," "Ceremony," "Reception" for a wedding gallery, or "Outfit 1," "Outfit 2" for a portrait session).

Example: Your wedding gallery for Sarah & Mike contains 600 photos organized into 8 collections: Getting Ready, First Look, Ceremony, Family Portraits, Couple Portraits, Cocktail Hour, Reception, and Send-Off.

Related: Gallery Collections

I​

Integration​

A connection between ShootPath and an external service or application. Integrations enable features like payment processing (Stripe), email sending (Gmail, SMTP), address autocomplete (Geoapify), and calendar syncing. Integrations are configured in Settings > Integrations.

Example: You connect your Gmail account to ShootPath so all client emails are sent from your @yourbusiness.com address rather than a generic ShootPath address.

Related: Integrations Overview

Invoice​

A billing document that requests payment for a specific amount. Invoices are generated automatically when you send a quote with a payment schedule, or manually for additional charges. Each invoice has a due date, payment status (unpaid, paid, overdue), and unique invoice number. Clients pay invoices through the client portal.

Example: When Sarah accepts your wedding quote, ShootPath generates two invoices: Invoice #2026-0042-1 for the $2,500 deposit (due immediately) and Invoice #2026-0042-2 for the $2,500 balance (due June 1, two weeks before the wedding).

Related: Invoices Overview, Understanding Payments

J​

Job​

An active photography project from booking through delivery. Jobs are created automatically when a client accepts a quote, or manually by you. A job contains the contract, invoices, workflow tasks, session details, client files, gallery, timeline, and all communication related to that specific booking.

Example: After Emma accepts your family portrait quote, ShootPath creates "Job #2026-0087 - Johnson Family Portraits" which includes her contract, payment invoices, workflow tasks (send questionnaire, conduct session, deliver gallery), and the eventual gallery you'll upload.

Related: Understanding Jobs, Jobs Overview

Job Type​

A category of photography service you offer, such as "Wedding," "Portrait," "Event," "Headshot," or "Commercial." Job types determine which workflow, contract template, and available packages/add-ons are used. Each job type can have its own pricing, workflow, and settings.

Example: You create three job types in ShootPath: "Wedding Photography," "Family Portraits," and "Senior Portraits." Each has its own workflow (weddings have more steps), contract template (different terms), and available packages.

Related: Jobs Overview

Job Workflow​

The series of stages and tasks that guide a job from booking to completion. Each job type has its own workflow. Job workflows typically include stages like Contract Pending, Deposit Pending, Pre-Session Prep, Session Complete, Editing, Gallery Delivered, and Final Payment. Workflows automate emails, create tasks, and track progress.

Example: Your portrait job workflow has 7 stages: Contract Pending → Deposit Pending → Pre-Session Prep → Session Day → Editing → Gallery Delivered → Complete. As you mark each stage complete, ShootPath automatically advances to the next stage and sends relevant emails to the client.

Related: Workflows Overview, Default Workflows

L​

Lead​

A potential client who has expressed interest in your services but hasn't booked yet. Leads are the starting point of your client journey. When you send a quote to a lead and they accept, the lead is marked "Won" and automatically converts to a job.

Example: Emma fills out your website contact form asking about family portraits. You create a lead for Emma in ShootPath, gather her session details, and send her a quote. If she accepts, the lead converts to a job.

Related: Understanding Leads, Creating a Lead, Leads Overview

Lead Source​

Where a lead came from or how they found you. Tracking lead sources helps you understand which marketing channels are most effective. Common sources include website contact form, Instagram, referral, Google search, wedding venue, Facebook, or bridal show.

Example: You track that 40% of your wedding leads come from Instagram, 30% from venue referrals, and 20% from Google search. You decide to invest more in Instagram marketing based on this data.

Related: Leads Overview

Lead Workflow​

The series of stages and tasks that guide a lead from initial inquiry to booking (or being marked lost). Lead workflows typically include stages like New Inquiry, Quoted, Follow-Up, and Won/Lost. Workflows automate quote emails, follow-up reminders, and conversion tracking.

Example: Your lead workflow: New Inquiry (respond within 24 hours) → Quoted (send pricing) → Follow-Up (check in after 3 days) → Follow-Up #2 (reminder after 7 days) → Won (they book!) or Lost (they decline or go with another photographer).

Related: Workflows Overview, Default Workflows

M​

Mini Session​

A short, high-volume photography offering with limited time and deliverables, sold at a lower price point than full sessions. Mini sessions are organized into events where multiple clients book time slots on the same day at the same location. Popular for seasonal offerings like fall, spring, holiday cards, or back-to-school photos.

Example: You offer "Spring Mini Sessions" on April 20 at Riverside Park. Each session is 20 minutes long, includes 10 edited digital photos, and costs $199. You book 15 families throughout the day from 9 AM to 2 PM.

Related: Mini Sessions Overview, Creating Events

Model Release​

A legal document (sometimes called "photo release" or "usage rights agreement") that grants the photographer permission to use photos of a person for specific purposes like marketing, portfolio, social media, or commercial licensing. Model releases protect photographers from liability when using client photos publicly.

Example: Your contract includes a model release clause giving you permission to use wedding photos on your website, social media, and advertising (with the couple's names blurred if requested).

Related: Contracts Overview

P​

Package​

A predefined bundle of photography services offered at a set price. Packages define your base service offerings and appear as options when sending quotes. Each package includes a name, base price, description, deliverables list, and optional duration. Clients choose one package, then optionally add add-ons.

Example: Your wedding packages: "Essential Collection" ($2,500 - 6 hours, 300 photos), "Signature Collection" ($4,000 - 8 hours, 500 photos, engagement session), and "Premium Collection" ($6,000 - 10 hours, 800 photos, engagement session, second shooter, album).

Related: Packages Overview, Creating Packages

Payment Schedule​

The structure of when and how much clients pay. Common schedules include 50/50 (50% deposit, 50% balance), retainer + balance (fixed deposit, remainder before delivery), full upfront (100% to book), or custom multi-payment schedules (e.g., for weddings: retainer at booking, payment before engagement session, final payment before wedding).

Example: You set up a payment schedule for wedding clients: $1,000 retainer due immediately, $2,000 due before engagement session, $2,000 due two weeks before the wedding.

Related: Understanding Payments, Invoices Overview

Portal Token​

A unique, secure identifier embedded in client portal URLs. Portal tokens give clients access to their specific job information (quotes, contracts, invoices, galleries) without requiring a username or password. Each job has its own portal token, and tokens can be regenerated if security is compromised.

Example: The client portal URL looks like https://yourshootpath.com/portal/abc123def456/quote. The abc123def456 part is the portal token that identifies which client and job this link belongs to.

Related: Client Portal Overview

Promo Code​

A discount code that clients can enter during checkout to receive a price reduction. Promo codes can offer percentage discounts (e.g., 10% off), fixed amount discounts (e.g., $50 off), or special pricing for mini session events. Useful for marketing campaigns, referral incentives, or seasonal promotions.

Example: You run a spring promotion offering $25 off mini sessions. You create promo code "SPRING25" and share it on Instagram. Clients enter the code when booking to receive the discount.

Related: Mini Sessions Overview

Q​

Questionnaire​

A set of questions sent to clients to gather important details about their session. Questionnaires help you prepare for shoots by learning about client preferences, family dynamics, wardrobe choices, timeline details, special requests, and vision. Clients complete questionnaires through the client portal.

Example: Your family portrait questionnaire asks: "How many people will be photographed? What are the children's ages? What's your style preference (classic, candid, playful)? Any specific shots you want? What will you wear? Any family members who don't like being photographed?"

Related: Questionnaires Overview

Quote​

A pricing proposal sent to a lead or client outlining the cost, packages, add-ons, deliverables, and payment schedule for a potential booking. Quotes are sent via email and include a link to the client portal where clients can review details and accept the quote to book you. When a quote is accepted, it converts to a job and generates a contract and invoices.

Example: Emma inquires about family portraits. You send her a quote with three package options: Mini Session ($199), Standard Session ($499), and Extended Session ($799). Emma reviews the quote in her client portal, selects the Standard Session, and clicks "Accept Quote" to book you.

Related: Sending a Quote, Quotes Overview

R​

Retainer​

A non-refundable initial payment that secures a photographer's services and date. While often used interchangeably with "deposit," a retainer is technically a payment for booking your time (and compensates you if the client cancels), whereas a deposit is a down payment toward the total cost. In practice, many photographers use the term "retainer" to emphasize the non-refundable nature.

Example: Your contract states: "A $1,000 retainer is required to reserve your wedding date. This retainer is non-refundable if you cancel but will be credited toward your total package price."

Related: Understanding Payments, Invoices Overview

Revenue​

The total income generated by your photography business. In ShootPath, revenue is tracked across all paid invoices and can be viewed in financial reports filtered by date range, job type, or other criteria. Revenue metrics help you understand business performance, track growth, and make pricing decisions.

Example: Your dashboard shows $45,000 in revenue year-to-date: $30,000 from weddings, $10,000 from portraits, and $5,000 from mini sessions.

Related: Reports Overview

S​

Session​

The actual photo shoot—the time you spend photographing your client. Also called "coverage" for events/weddings. Session duration varies by job type: mini sessions might be 20 minutes, portrait sessions 45-90 minutes, and wedding coverage 6-10+ hours.

Example: "The Johnson family's portrait session is scheduled for Saturday, June 15 at 10 AM at Riverside Park."

Related: Understanding Jobs

SMTP​

Simple Mail Transfer Protocol—the technology used to send emails. If you want to send client emails from your own email address (like hello@yourphotography.com) rather than through ShootPath's email system, you'll configure SMTP in Settings > Integrations > Email. This requires your email provider's SMTP server details, username, and password or app-specific password.

Example: You configure Gmail SMTP in ShootPath using smtp.gmail.com as the server and your Gmail app password. Now all client emails send from yourname@gmail.com instead of a ShootPath email address.

Related: Integrations Overview

Stripe​

A payment processing platform integrated with ShootPath that enables you to accept credit card and ACH payments from clients. Stripe handles the secure payment processing, fraud detection, and fund transfers to your bank account. You configure your Stripe account in Settings > Integrations > Payment Processing.

Example: After signing the contract, a client receives an invoice link. They click it, enter their credit card details in the Stripe payment form, and pay their $800 deposit. Stripe processes the payment and transfers the funds (minus fees) to your bank account within a few days.

Related: Integrations Overview

Sub-issue​

In GitHub project management, a sub-issue is a smaller, child task that belongs to a larger parent issue (typically an epic or feature). Sub-issues help break down complex features into manageable pieces of work. While not a ShootPath term, this concept is used in ShootPath's development and project management documentation.

Example: Epic: "Implement Gallery Feature" might have sub-issues like "Design gallery layout," "Implement photo upload," "Add client download feature," and "Create sharing interface."

Related: This is a development/project management term, not a client-facing ShootPath feature.

T​

Task​

An action item within a workflow that guides you through your process. Tasks can be workflow-generated (created automatically at each stage) or manual (added by you). Tasks include a description, status (not started, in progress, complete), optional due date, and quick action buttons (like "Send Email").

Example: Your portrait job workflow creates these tasks: "Send booking confirmation," "Send questionnaire," "Confirm session details," "Conduct session," "Edit photos," "Create gallery," "Deliver gallery," and "Send thank you."

Related: Workflows Overview, Workflow Tasks

Team Member​

A user account in your ShootPath account beyond the owner. Team members can be photographers, assistants, studio managers, or administrators. Each team member has a role that determines their permissions and what they can see and do in ShootPath.

Example: You add Rachel (studio manager) as an Admin, Alex and Jordan (second shooters) as Photographers, and Emma (virtual assistant) as an Assistant. Each sees different features and data based on their role.

Related: Team Overview, Roles and Permissions, Team Members

Template Variable​

A placeholder in email templates or contract templates that gets automatically replaced with specific information when the template is used. Template variables are enclosed in curly braces like \{CLIENT_NAME\}, \{SESSION_DATE\}, or \{TOTAL_PRICE\}. Variables make templates reusable across different clients and jobs.

Example: Your booking confirmation email template says: "Hi {CLIENT_NAME}, we're confirmed for {SESSION_DATE} at {SESSION_LOCATION}!" When sent to the Johnsons, ShootPath replaces this with: "Hi Emma Johnson, we're confirmed for June 15, 2026 at Riverside Park!"

Related: Template Variables, Email Templates

Time Slot​

A bookable time within a mini session event. Each time slot has a start time, duration, and availability status (available, booked, blocked). Clients select and book available time slots when registering for mini session events.

Example: Your Fall Mini Session event on October 15 has 12 time slots: 9:00 AM, 9:30 AM, 10:00 AM, 10:30 AM, etc. Each slot is 20 minutes long. Clients pick their preferred time when booking.

Related: Mini Sessions Overview, Creating Events

Two-Factor Authentication (2FA)​

An additional security layer requiring a second verification method beyond your password when logging in. With 2FA enabled, you enter your password, then enter a temporary code from an authenticator app on your phone. Strongly recommended for all users, and required for Owner and Admin roles.

Example: You enable 2FA using Google Authenticator. Now when you log into ShootPath, you enter your password, then open the app and enter the 6-digit code it generates. This prevents unauthorized access even if someone steals your password.

Related: Account Setup

U​

User Role​

The permission level assigned to each team member in ShootPath. There are four roles: Owner (full access, including billing), Admin (manages operations, no billing access), Photographer (manages assigned jobs only), and Assistant (support tasks, read-mostly access). Roles determine what features and data each team member can access.

Example: You're the Owner, your studio manager Rachel is an Admin, your second shooter Alex is a Photographer (sees only assigned wedding jobs), and your virtual assistant Emma is an Assistant (can upload galleries and send emails but can't edit pricing).

Related: Roles and Permissions, Team Members

W​

Watermark​

A logo, text, or graphic overlaid on photos to protect your work from unauthorized use or to promote your brand. In ShootPath, you can configure watermark settings (image, position, opacity, size) that automatically apply to gallery photos. Watermarks typically appear in online previews but not in client downloads (configurable).

Example: You upload your business logo as a watermark set to appear in the bottom-right corner at 50% opacity. When clients view their gallery online, they see your logo on each photo, but when they download the high-resolution files, the watermark is removed.

Related: Gallery Settings

Workflow​

An automated sequence of stages, tasks, emails, and actions that guide a lead or job through your business process. Workflows ensure consistency, automate repetitive tasks, and prevent you from forgetting important steps. ShootPath has two types of workflows: lead workflows (inquiry to booking) and job workflows (booking to delivery).

Example: Your wedding job workflow: Contract Pending → Deposit Pending → Engagement Session Planning → Pre-Wedding Prep → Wedding Day → Editing → Gallery Delivered → Final Payment → Complete. Each stage triggers automatic emails, creates tasks, and moves you toward job completion.

Related: Workflows Overview, Default Workflows, Customizing Workflows

Workflow Stage​

A distinct phase within a workflow representing a key milestone. Each stage has specific tasks, emails, and completion criteria. When a stage is complete, the workflow automatically advances to the next stage.

Example: In your portrait job workflow, "Pre-Session Prep" is a stage that includes these tasks: "Send questionnaire," "Confirm session details," and "Finalize location and time." Once all tasks are complete, the workflow moves to the "Session Day" stage.

Related: Workflows Overview, Workflow Tasks

Need Help?​

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