Lead Workflows
Quick Reference
Lead workflows automate your follow-up process so you never forget to check in with a potential client. Think of workflows as your personal assistant that reminds you exactly what to do and when to do it.
What Lead Workflows Do:
- Automatically remind you to follow up at the right time
- Suggest what to say in each follow-up email
- Track where each lead is in your sales process
- Ensure consistent communication with every inquiry
Default Lead Workflow:
- Day 0 - Lead created → Send initial response with questions
- Day 1 - No response → Send quote based on their needs
- Day 3 - Quote sent → Follow up: "Any questions?"
- Day 7 - Still pending → Follow up: "Just checking in!"
- Day 10 - Still pending → Follow up: "Quote expires soon"
- Day 14 - Still pending → Final check-in, then mark lost if no response
Customizing by Job Type:
- Wedding leads - Longer follow-up sequence (couples need more time)
- Portrait leads - Shorter sequence (families decide faster)
- Commercial leads - More formal communication style
- Mini session leads - Urgent follow-up (time-sensitive promotions)
Pro Tip: Let workflows handle the reminders, but personalize every message you actually send. Automation is for timing, not for sounding like a robot!
Detailed Guide
What Are Lead Workflows?
Imagine you have 20 active leads at various stages. Some you quoted yesterday, some you quoted a week ago, some you haven't even responded to yet. How do you keep track of who needs what and when?
That's where lead workflows come in. They're like a checklist for each lead that tells you:
- What stage they're at
- What you need to do next
- When you need to do it
- What to say (suggested templates)
Without workflows: You rely on memory, sticky notes, or hoping you notice when it's been too long since you followed up. Leads slip through the cracks.
With workflows: ShootPath automatically reminds you: "Hey, you quoted Sarah 5 days ago and haven't followed up yet. Here's a template to send her!"
How Lead Workflows Work
When you create a new lead, ShootPath assigns it a workflow based on the job type. As you work with the lead, the workflow tracks your progress and prompts you for next steps.
The Workflow Stages:
Stage 1: Initial Response (Day 0-1)
- Trigger: Lead created
- Your task: Respond to their inquiry within 24 hours
- What to say: Thank them, ask qualifying questions (budget, timeline, style)
- Completion: Lead status remains "New" until you send a quote
Stage 2: Quote Sent (Day 1-3)
- Trigger: You send the quote
- Your task: Give them 2-3 days to review without bothering them
- What happens: Lead status automatically changes to "Quoted"
- Completion: Wait for client response or move to next stage
Stage 3: First Follow-Up (Day 3-5)
- Trigger: 3 days after quote sent with no response
- Your task: Send a friendly check-in
- What to say: "Did you have a chance to review the quote? Any questions?"
- Completion: Mark this task done in ShootPath
Stage 4: Second Follow-Up (Day 7-10)
- Trigger: 7 days after quote sent with no response
- Your task: Send another follow-up with added value or urgency
- What to say: "I was thinking about your vision for {detail}. Also, FYI my {season} dates are filling up!"
- Completion: Mark task done
Stage 5: Final Follow-Up (Day 14)
- Trigger: 14 days after quote sent with no response
- Your task: Send final check-in and prepare to close out the lead
- What to say: "No pressure at all! If you went another direction, I totally understand. But if you're still interested, I'd love to work with you!"
- Completion: If still no response, mark lead as lost
Stage 6: Won or Lost
- Won: Client accepts quote → Lead converts to job → Workflow ends
- Lost: No response after 14 days → Mark lost → Workflow ends
Why Workflows Improve Your Conversion Rate
Consistency is the secret weapon of high-converting photographers. Workflows ensure you:
Never Miss a Follow-Up How many times have you thought "Oh no, I quoted that person 10 days ago and forgot to follow up"? Workflows prevent this.
Follow Up at Optimal Times The 3-5-7-10-14 day pattern is based on what works for photographers. Not too pushy, not too passive.
Stay Professional When workflows remind you to follow up, you come across as organized and on top of things - exactly the kind of person someone wants to trust with their important photos.
Free Up Mental Energy Instead of trying to remember who needs what, you just check your workflow tasks each day. Less stress, more bookings.
Track What Works Over time, you'll see patterns: "Most clients who book decide by day 7" or "My day 3 follow-up has the best response rate." Use this data to refine your process.
Customizing Workflows by Job Type
Different types of photography clients have different decision timelines. Your workflow should reflect this.
Wedding Lead Workflow
Why it's different: Weddings are big decisions with high costs. Couples often need to discuss together, compare multiple photographers, and align with their overall budget. They need more time and more touchpoints.
Recommended Timeline:
- Day 0: Initial response
- Day 1-2: Send quote
- Day 5: First follow-up
- Day 10: Second follow-up (share recent wedding work or testimonial)
- Day 15: Third follow-up (mention availability filling up)
- Day 21: Final follow-up
- Day 30: Mark lost if no response
Communication Style:
- Warm and personal
- Emphasize your experience with weddings
- Share testimonials from other couples
- Offer to jump on a call to discuss their vision
Example Day 10 Follow-Up:
Hi Emma & Jake,
I hope wedding planning is going well! I just finished editing another fall wedding at {venue} and it reminded me of what you mentioned about your vision.
Have you had a chance to review the quote I sent over? I'd love to answer any questions you might have about packages or the process.
I know you're juggling a lot of decisions - happy to hop on a quick call if that's easier!
Can't wait to hear from you!
Portrait Lead Workflow (Families, Seniors, etc.)
Why it's different: Portrait sessions are lower cost and simpler decisions. Families decide faster because it's usually one decision-maker (not a couple), and the booking isn't months out.
Recommended Timeline:
- Day 0: Initial response
- Day 1: Send quote
- Day 3: First follow-up
- Day 7: Second follow-up
- Day 10: Final follow-up
- Day 14: Mark lost if no response
Communication Style:
- Friendly and casual
- Emphasize fun, easy process
- Show family-friendly approach
- Mention specific dates available
Example Day 3 Follow-Up:
Hi Sarah,
Just wanted to check if you had a chance to look at the quote for your family portraits!
I have a few Saturday mornings open in {month} that would be perfect for golden hour photos with the kids. Those tend to book up fast!
Let me know if you have any questions or want to grab one of those spots!
Commercial Lead Workflow
Why it's different: Commercial clients (businesses, real estate, products) have different priorities. They care about turnaround time, licensing, and ROI more than emotional connection.
Recommended Timeline:
- Day 0: Initial response
- Day 1-2: Send quote with detailed deliverables and usage rights
- Day 5: First follow-up
- Day 10: Second follow-up (reference their business goals)
- Day 14: Final follow-up
- Day 21: Mark lost if no response
Communication Style:
- Professional and business-focused
- Emphasize deliverables, timeline, and ROI
- Reference your commercial portfolio
- Be clear about licensing and usage rights
Example Day 5 Follow-Up:
Hi {Name},
Following up on the commercial photography quote I sent over for your {product launch/real estate listings/etc.}.
I wanted to highlight that my turnaround is {X business days}, and all images include full commercial usage rights - I know timing is critical for your {launch/listing/etc.}.
Happy to discuss any questions about deliverables or licensing. Let me know if you'd like to move forward!
Mini Session Lead Workflow
Why it's different: Mini sessions are time-sensitive promotions. Spots fill up fast, and the date is fixed. Urgency is real and immediate.
Recommended Timeline:
- Day 0: Immediate response (within hours if possible)
- Day 1: If no response, send reminder with urgency
- Day 2: Mention spots filling up
- Day 3: Final reminder
- Day 4: Mark lost and move on (event date is close)
Communication Style:
- Urgent but friendly
- Clear about limited spots and firm date
- Easy booking process
- Emphasize time-sensitive nature
Example Day 1 Follow-Up:
Hi {Name},
Just wanted to make sure you saw my message about fall mini sessions on {date}!
I have {X} spots left, and they're booking up fast. If you want to reserve yours, just let me know and I'll send over the booking link!
Spots are first-come, first-served, so grab yours before they're gone!
Setting Up Your Lead Workflow
Here's how to configure workflows in ShootPath:
Step 1: Review Default Workflow ShootPath comes with a default lead workflow that works for most photographers. Review it:
- Settings → Workflows → Lead Workflow
- Check the timeline and tasks
- See if it matches your communication style
Step 2: Customize Timing Adjust the day triggers based on your preference:
- Conservative approach: Day 5, 10, 15, 20 follow-ups
- Aggressive approach: Day 2, 4, 7, 10 follow-ups
- Balanced (recommended): Day 3, 7, 10, 14 follow-ups
Step 3: Customize Email Templates For each workflow stage, write your own template:
- Use your voice (don't sound like a robot)
- Include placeholders for personalization: {ClientName}, {JobType}, etc.
- Reference specific details when possible
Step 4: Set Up Job Type Variations Create different workflows for different job types:
- Wedding leads: Longer timeline
- Portrait leads: Standard timeline
- Commercial leads: Professional tone
- Mini sessions: Urgent timeline
Step 5: Assign Workflows to Job Types In Settings → Job Types, specify which workflow to use:
- Wedding → Wedding Lead Workflow
- Portrait → Portrait Lead Workflow
- Commercial → Commercial Lead Workflow
- Mini Session → Mini Session Lead Workflow
Using Workflows Day-to-Day
Once workflows are set up, here's your daily routine:
Morning Workflow Check (5 minutes)
- Open the Leads page
- Look for workflow task notifications (ShootPath shows these automatically)
- Note which leads need follow-ups today
Example:
- "Sarah Johnson - Day 3 follow-up due"
- "Mike Roberts - Day 7 follow-up due"
- "Emma Garcia - Day 14 final check-in due"
Execute Your Follow-Ups (10-15 minutes)
- Click each lead to open the workflow task
- Use the template as a starting point
- Personalize with specific details about their inquiry
- Send the follow-up email
- Mark the workflow task as complete in ShootPath
Review Weekly (15 minutes) Once a week, review your workflow performance:
- Are leads responding better to day 3 or day 5 follow-ups?
- Which job types have the highest conversion rate?
- Are you completing workflow tasks on time?
Common Workflow Mistakes to Avoid
Mistake 1: Sounding Robotic
Using workflow templates word-for-word makes you sound like a bot.
Bad:
Hi {Name}, I'm following up on the quote I sent. Let me know if you have questions.
Good:
Hi Sarah! I was just editing a beach family session this morning and it reminded me of what you mentioned about wanting sunset photos with your kids. Have you had a chance to look at the quote? I'd love to make those photos happen for you!
The fix: Always personalize. Reference their specific inquiry, mention something you were working on, or share a relevant detail.
Mistake 2: Following the Timeline Too Rigidly
Workflows suggest day 3, 7, 10, 14 - but use your judgment!
If a client responds on day 5 with "We need a few more days to decide," don't send the day 7 follow-up. Give them space and follow up on day 10 instead.
The fix: Workflows are guidelines, not rules. Adjust based on the conversation.
Mistake 3: Giving Up Too Early
Some photographers follow up once at day 3 and give up. That's leaving money on the table.
The fix: Stick to your workflow. Follow up at least 3 times before marking a lead lost.
Mistake 4: Following Up Too Much
On the other hand, following up every day after day 7 feels desperate and pushy.
The fix: Space out follow-ups (every 3-5 days), and after 14 days, send a graceful final message and move on.
Mistake 5: Not Tracking Completion
If you don't mark workflow tasks as complete in ShootPath, you'll get duplicate reminders and lose track of what you've done.
The fix: After each follow-up, mark the task done. This keeps your workflow accurate.
Advanced: A/B Testing Your Workflows
Once you've been using workflows for a few months, experiment with improvements:
Test Follow-Up Timing Try following up on day 4 instead of day 3 for half your leads. Does one convert better?
Test Email Content Try two different day 7 follow-up templates:
- Version A: Add urgency ("My dates are filling up!")
- Version B: Add value ("I just shot a similar session and thought of you!")
Which gets more responses?
Test Number of Follow-Ups Do you convert more leads with 3 follow-ups or 4? Track your data and find out.
Track and Iterate Keep notes on what works:
- "Day 3 follow-ups with personal details get 40% response rate"
- "Day 10 urgency messages convert 25% of remaining leads"
- "Final day 14 follow-ups save 10% of leads from 'lost' status"
Use this data to refine your workflows over time.
Integration with Email Templates
Workflows work best when combined with email templates. Here's how:
Create Templates for Each Stage
Template: Lead Initial Response
Hi {ClientName},
Thank you so much for reaching out about {JobType} photography! I'd love to learn more about your vision.
Could you tell me a bit more about:
- Your ideal date or timeframe
- Budget range you're working with
- Specific style or vibe you're going for
I'll put together a custom quote right away!
Template: Day 3 Follow-Up
Hi {ClientName},
Just wanted to check if you had a chance to review the quote for your {JobType}! Do you have any questions about the packages or what's included?
I'm happy to customize if needed or jump on a quick call to discuss!
Template: Day 7 Follow-Up
Hi {ClientName},
I was editing photos from a recent {JobType} session and it reminded me of what you mentioned about {specific detail}.
Have you had a chance to think about your photography decision? I'd love to work with you!
Template: Day 14 Final Follow-Up
Hi {ClientName},
I know you've probably been busy, so no worries if you haven't had a chance to decide yet!
If you're still interested, I'd love to move forward. If you went another direction, that's totally fine too - no hard feelings!
Either way, best of luck with your {event/session}!
Using Templates in Workflows:
When a workflow task pops up: "Day 3 follow-up due for Sarah Johnson"
- Click the task
- Select "Day 3 Follow-Up" template
- ShootPath auto-fills {ClientName} and {JobType}
- Personalize with specific details
- Send
This combines automation (reminders, templates) with personalization (you customize before sending).
Reporting on Workflow Performance
After 3-6 months of using workflows, analyze your performance:
Questions to Ask:
-
What's my average time to close?
- How many days from lead creation to booking?
- Is it getting faster over time?
-
Which follow-up stage converts best?
- Do most leads book after the day 3 follow-up?
- Or do they need all the way to day 10?
-
Where do leads drop off?
- Are they ghosting after viewing the quote?
- Or after the first follow-up?
-
How many follow-ups do I actually need?
- If 90% of bookings happen by day 7, maybe you don't need day 10 and 14
- If 20% of bookings happen at day 14, keep that final follow-up!
Use This Data to Optimize:
If most leads book by day 7, you could:
- Shorten the workflow (less work for you)
- Add more urgency earlier (to push decisions faster)
If leads consistently need all 14 days, you could:
- Add one more follow-up at day 18 before giving up
- Space out follow-ups more (day 3, 7, 14, 21)
What's Next?
You now understand how lead workflows keep you organized and consistent. Here's how to continue improving your lead management:
Set up your workflows: Go to Settings → Workflows and customize your lead workflow today
Master the basics: Review Managing Leads to ensure your day-to-day process is solid
Improve conversion: Read Converting Leads for strategies to close more inquiries
Understand your sources: Check out Lead Sources to know where your best leads come from
See the big picture: Go back to Leads Overview to understand how all these pieces fit together
Questions? Look for the help links throughout ShootPath, or reach out to support if you need a hand!