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Timeline and Scheduling

Quick Reference​

Managing session dates, locations, and event timelines is crucial for staying organized and delivering great service. ShootPath centralizes all scheduling information in each job.

Key Features:

  • Session Date & Time - When the photo session happens
  • Location Tracking - Address and GPS coordinates for shoots
  • Timeline Management - Event schedule for weddings and complex shoots
  • Calendar Integration - Sync with Google Calendar or iCal
  • Rescheduling - Easily update dates if plans change

Where to Find It:

  • Job detail page → Overview tab (session date & location at top)
  • Calendar view → See all upcoming sessions in one calendar
  • Dashboard → "Upcoming This Week" widget shows imminent sessions

Common Actions:

  • Set or update session date
  • Add location details
  • View sessions in calendar
  • Reschedule a session
  • Add event timeline (for weddings)

Next Steps: Learn how to set session details, manage locations, and use the calendar view.

Detailed Guide​

Why Scheduling Matters​

Accurate session scheduling keeps you organized and ensures great client experiences:

For you:

  • Know exactly when and where you need to be
  • Avoid double-booking
  • Plan travel and equipment needs
  • Block editing time after sessions

For clients:

  • Clear expectations about when the session happens
  • Reminders about upcoming sessions
  • Easy rescheduling if needed
  • Professional, organized impression

Setting Session Details​

Every job has session information that should be filled in as soon as it's known.

Session Date​

The session date is when the actual photo shoot happens. Set it as early as possible, ideally during the quote or booking phase.

To set session date:

  1. Open the job
  2. Go to the Overview tab
  3. Find "Session Date" field
  4. Click to edit or click the calendar icon
  5. Select date from the calendar picker
  6. Save changes

When to set it:

  • Immediately if the client already has a date in mind
  • After consultation if you need to coordinate schedules
  • Before deposit for time-sensitive bookings (mini sessions, events)
Date Confirmed vs. Tentative

Add a note if the date is tentative: "Session date tentative, pending venue confirmation" so you remember to follow up!

Session Time​

Along with the date, specify the time of day:

  • Start time - When you'll arrive/begin shooting
  • End time (optional) - When you expect to wrap up

Examples:

  • Portrait session: 10:00 AM (1-hour session)
  • Wedding: 2:00 PM - 11:00 PM (9-hour coverage)
  • Event: 6:00 PM - 9:00 PM (3-hour event)

Why time matters:

  • You can plan your day (other sessions, meetings, etc.)
  • Client knows when to be ready
  • Second shooters know arrival time
  • ShootPath can send reminders at the right time

Session Duration​

For some job types, you'll specify duration:

  • Portraits - 30 minutes, 1 hour, 2 hours, etc.
  • Weddings - 6 hours, 8 hours, 10 hours, full day, etc.
  • Events - Based on event schedule

Duration helps with:

  • Pricing (if you charge by the hour or have packages based on time)
  • Equipment planning (battery life, memory cards)
  • Scheduling back-to-back sessions with buffer time

ShootPath can calculate end time automatically if you enter start time and duration.

Managing Locations​

Session location is where the shoot will take place. This could be:

  • Client's home
  • Studio
  • Outdoor location (park, beach, downtown)
  • Event venue (hotel, banquet hall, church)
  • Multiple locations (getting ready location + ceremony + reception)

Adding Location Information​

To add a location:

  1. Open the job
  2. Find "Location" field in the Overview tab
  3. Enter the location:
    • Simple: "Riverside Park" or "Client's home"
    • Full address: "123 Main St, Springfield, IL 62701"
    • Venue name + address: "Willow Creek Barn, 456 Country Rd, Millbrook"
  4. Optionally add GPS coordinates for precise navigation
  5. Save

What to include:

  • Venue name (if applicable)
  • Full street address
  • City, state, zip
  • Special instructions ("Enter through back door," "Parking in rear lot")
GPS Coordinates

If you add latitude and longitude, ShootPath can show a map link and provide directions. Useful for remote or hard-to-find locations!

Multiple Locations (Weddings)​

Wedding jobs often involve multiple locations:

  1. Getting ready location - Bride's hotel, home, etc.
  2. Ceremony location - Church, outdoor venue, etc.
  3. Reception location - Banquet hall, restaurant, etc.

How to handle:

Option 1: Primary location in job + notes

  • Set primary location as ceremony venue (most important)
  • Add full timeline with all locations in notes or timeline feature

Option 2: Timeline feature (if available)

  • Add timeline entries with locations for each part of the day
  • See all locations in one view

Option 3: Custom fields or notes

  • Use notes section to list all locations: 
    Getting Ready: Hotel Royale, 123 Main St (10am-1pm)
    Ceremony: St. Mary's Church, 456 Oak Ave (2pm-3pm)
    Reception: Grand Ballroom, 789 Pine St (5pm-11pm)

Location Notes​

Add notes about the location:

  • Parking instructions - "Park in visitor lot, bring camera equipment through side entrance"
  • Access details - "Gate code: 1234, use intercom to buzz in"
  • Venue rules - "No flash during ceremony, reception allows flash"
  • Lighting considerations - "Venue is dark, bring extra lighting gear"
  • Contact info - "Venue coordinator: Jane Doe, 555-1234"

These notes help you (and any second shooters) arrive prepared!

Venue Scouting

For important jobs (especially weddings), visit the venue in advance if possible. Take notes on lighting, best photo spots, and logistics. Add these to the job notes!

Calendar Integration​

ShootPath can sync session dates to your external calendar (Google Calendar, Apple Calendar, Outlook, etc.).

How Calendar Sync Works​

One-way sync (ShootPath → Your Calendar):

  • Session dates from ShootPath jobs appear on your calendar
  • Updates in ShootPath sync to your calendar
  • You see availability when scheduling personal or other business appointments

Setup:

  1. Go to Settings > Integrations
  2. Find "Calendar" section
  3. Click "Connect Google Calendar" (or your calendar provider)
  4. Authorize ShootPath to access your calendar
  5. Choose which calendar to sync to (or create a new "ShootPath Sessions" calendar)
  6. Save settings

Now all job session dates will appear on your calendar automatically!

Calendar Entry Details:

Each synced event includes:

  • Title: Client name + Job type (e.g., "Johnson Family - Portrait Session")
  • Time: Session start and end time
  • Location: Session address (if entered)
  • Description: Link to job in ShootPath, notes
Separate Calendar

Create a separate "ShootPath Sessions" calendar so you can toggle visibility on/off in your main calendar view. Helpful for distinguishing work sessions from personal events!

Viewing Sessions in Calendar View​

ShootPath has a built-in calendar view showing all your sessions:

To access:

  1. Click Calendar in the main navigation
  2. View sessions by:
    • Month - See all sessions for the month
    • Week - See this week's schedule in detail
    • Day - Detailed timeline for a specific day

What you can do:

  • Click any session to open the job
  • See availability at a glance
  • Drag and drop to reschedule (if enabled)
  • Filter by job type
  • Color-coded by job type or status

Why use the calendar view:

  • Visual planning (see busy vs. open days)
  • Avoid double-booking
  • Plan equipment usage (can't do two sessions at once with one camera!)
  • See travel days (back-to-back sessions in different cities?)

Rescheduling Sessions​

Sometimes clients need to reschedule. Here's how to handle it:

Rescheduling Process​

In ShootPath:

  1. Open the job
  2. Click "Edit Session Date" or edit icon next to date
  3. Select new date and time
  4. Save changes
  5. Confirm the change with the client

Notification:

  • ShootPath updates the job and calendar
  • Optionally, send an email confirming the new date
  • If calendar sync is enabled, your external calendar updates too

Payment implications:

  • Check your reschedule policy (in your contract)
  • If you charge a reschedule fee, create an invoice
  • If the new date is much later, adjust payment due dates

Workflow implications:

  • Check workflow tasks with date-based triggers
  • If "Send Reminder 1 Week Before" was set, it will now trigger based on new date
Reschedule Policy

Have a clear reschedule policy in your contract! Common policies: free reschedule with 2+ weeks notice, $100 fee with less notice, forfeit deposit with less than 7 days notice.

Cancellations vs. Reschedules​

Reschedule - Client wants to change date but still wants the session

  • Update session date
  • Keep job active (status: production)
  • Adjust payment due dates if needed

Cancellation - Client no longer wants the session

  • Mark job as cancelled
  • Handle refunds according to your policy
  • Update workflow to reflect cancellation

Timeline Management (Weddings)​

Wedding jobs often need detailed timelines showing the entire day's schedule. This helps you plan coverage and ensures you're in the right place at the right time.

Creating a Wedding Timeline​

A typical wedding timeline includes:

Getting Ready Phase:

  • 10:00 AM - Bride getting ready begins
  • 11:00 AM - Hair and makeup complete
  • 12:00 PM - Bride puts on dress
  • 12:30 PM - Detail shots (dress, shoes, jewelry, rings)
  • 1:00 PM - Groom getting ready

Pre-Ceremony:

  • 1:30 PM - First look (if applicable)
  • 2:00 PM - Bridal party photos
  • 2:30 PM - Family formals (bride's side)

Ceremony:

  • 3:00 PM - Guests begin arriving
  • 3:30 PM - Ceremony starts
  • 4:00 PM - Ceremony ends, recessional

Post-Ceremony:

  • 4:15 PM - Family formals (groom's side)
  • 4:45 PM - Couple portraits (golden hour)

Reception:

  • 5:30 PM - Cocktail hour
  • 6:30 PM - Grand entrance
  • 7:00 PM - First dance
  • 7:15 PM - Toasts
  • 7:45 PM - Dinner
  • 8:30 PM - Cake cutting
  • 9:00 PM - Open dancing
  • 10:30 PM - Bouquet and garter toss
  • 11:00 PM - Exit/send-off

How to add timeline to job:

Option 1: Notes Section

  • Add the full timeline to job notes
  • Format it clearly (use line breaks, timestamps)

Option 2: Timeline Feature (if available)

  • Use ShootPath's timeline builder
  • Add each event with time and location
  • See visual representation of the day

Option 3: Upload Timeline Document

  • Client provides a timeline (Word doc, PDF)
  • Upload to job files for reference
Coordinate with Planner

If the couple has a wedding planner or coordinator, get the timeline from them! It's usually more detailed and accurate than what the couple provides directly.

Timeline Best Practices​

Request early - Ask for the timeline 2-4 weeks before the wedding

Build in buffer - Events always run late. Plan for 15-30 minute delays

Identify key moments - Highlight "must-capture" moments (vows, first kiss, first dance, cake cutting, exit)

Coordinate with videographer - If there's a videographer, make sure you're not blocking each other during key moments

Print it out - Have a physical copy on wedding day (phones die!)

Share with second shooter - If you have a second shooter, they need the timeline too

Update in real-time - If things shift during the day, mentally adjust your plan

Session Reminders​

ShootPath can send automatic reminders to clients about upcoming sessions:

Reminder schedule:

  • 1 week before - "Your session is coming up next week!"
  • 1 day before - "Your session is tomorrow at 10 AM!"

What reminders include:

  • Session date and time
  • Location and directions
  • What to bring or wear
  • Link to questionnaire (if not yet completed)
  • Photographer contact info (in case of emergency)

To configure reminders:

  1. Go to Settings > Workflows
  2. Find "Send Session Reminder" task in your workflow
  3. Set trigger to "7 days before session date"
  4. Create email template for the reminder
  5. Save

Now all jobs with that workflow will send reminders automatically!

Custom Reminder Content

Customize reminder emails by job type. Wedding reminders might say "bring your rings for detail shots," while family portrait reminders say "coordinate outfits with family."

Tracking Past Sessions​

After a session happens, mark it in the workflow:

  1. Open the job
  2. Go to Workflow tab
  3. Find "Conduct Photo Session" task (or similar)
  4. Mark as complete
  5. Optionally add notes: "Session went great! Got amazing sunset shots."

This updates the job status and triggers next steps (like editing).

Why mark sessions complete:

  • Keeps workflow progressing
  • Triggers post-session tasks (editing, gallery delivery)
  • Shows in reports as session completed
  • Provides historical record

Multi-Day Events​

Some jobs span multiple days (wedding weekends, multi-day conferences). How to handle:

Option 1: Multiple sessions in one job

  • Add primary session date (main event day)
  • Use notes or timeline for additional days
  • Track all coverage under one job

Option 2: Separate jobs for each day

  • Create separate job for rehearsal dinner, welcome party, wedding day, brunch
  • Link them (via notes or client relationship)
  • Bill separately or together

Option 3: Session records

  • Use session tracking (if available) to log multiple sessions
  • Each session has its own date, location, duration

Choose what makes sense for your workflow and billing structure.

Multi-Day Workflow

For multi-day events, adjust your workflow to include all days. Add tasks like "Rehearsal Dinner Coverage," "Wedding Day Coverage," "Day-After Brunch Coverage."

Availability Management​

Knowing when you're available for new bookings is critical. ShootPath helps by:

Calendar View - See all booked sessions visually

Availability Checking - When creating a quote, check your calendar to ensure you're available

Buffer Days - Some job types (weddings) benefit from buffer days before/after (for prep and recovery)

Blocking Time - Block out dates you're unavailable (vacation, personal events)

To block unavailable dates:

  1. Go to Calendar view
  2. Click on the date(s) to block
  3. Select "Block Date" or "Add Unavailable"
  4. Add reason (optional): "Vacation," "Personal event," "Workshop"
  5. Save

Blocked dates appear differently on the calendar and prevent double-booking.

Dashboard Integration​

Your dashboard shows upcoming sessions at a glance:

"Upcoming This Week" Widget:

  • Shows all sessions in the next 7 days
  • Displays client name, job type, date, and time
  • Click to open job details
  • Color-coded by proximity (tomorrow is red, next week is green)

"Sessions This Month" Count:

  • Number of sessions scheduled this month
  • Helps you gauge workload

Check your dashboard daily to stay on top of what's coming up!

Tips for Effective Scheduling​

Confirm dates ASAP - The sooner you lock in dates, the better. Don't leave dates "tentative" for weeks.

Send reminders - Even if clients have it on their calendar, a reminder 1 week and 1 day before helps prevent no-shows.

Account for travel time - If a session is 30 minutes away, block travel time before and after. Don't schedule another session immediately back-to-back.

Build in editing time - After a session, you need time to edit. Don't over-book sessions without accounting for editing backlog.

Use buffer days for weddings - Book a wedding on Saturday? Block Friday (prep day) and Sunday (recovery day) so you're not exhausted for another job.

Coordinate with other vendors - For weddings, communicate with planners, videographers, venues. Make sure everyone is aligned on timing.

Have backup plans - Weather backup for outdoor sessions. Alternate location if venue falls through.

Check weather forecasts - Week before outdoor sessions, check weather. If it looks bad, offer to reschedule proactively.

Sync with personal calendar - Don't double-book work and personal obligations. Calendar integration helps with this!

Common Scheduling Scenarios​

Scenario: Client requests a specific date that's already booked

  1. Check your calendar to confirm conflict
  2. Offer alternate dates close to their requested date
  3. If they're flexible, show your availability for that week/month
  4. If they're not flexible and it's a high-value booking, consider rescheduling the existing booking (if that client is flexible)

Scenario: Client needs to reschedule due to emergency

  1. Be understanding and flexible
  2. Update session date in ShootPath
  3. Waive reschedule fee if your policy allows for emergencies
  4. Confirm new date via email
  5. Update calendar and workflow

Scenario: Two sessions scheduled same day (morning and evening)

  1. Confirm you have enough time between them
  2. Check locations (if 2 hours apart, that's tight!)
  3. Prep equipment the night before
  4. Plan for quick turnaround (grab food between sessions)
  5. Bring backup batteries and memory cards

Scenario: Wedding timeline shifts day-of

  1. Stay calm and flexible
  2. Adjust your mental plan (you can't update ShootPath in real-time on wedding day)
  3. Prioritize must-capture moments
  4. Communicate with second shooter if adjustments affect their coverage
  5. After the wedding, update notes with actual timeline (helpful for future reference)

What's Next?​

Now that you understand scheduling and timelines, explore related topics:

Managing Jobs - See how scheduling fits into overall job management

Job Workflows - Configure reminder tasks that trigger based on session dates

Job Files - Upload timeline documents and client questionnaires

Or jump to related sections:

Calendar - Learn more about calendar features and integrations

Clients - Manage client contact information and preferences

Questions? Use the help widget in ShootPath or contact support for help with scheduling!