On-Location Workflows

Quick Reference

Using ShootPath mobile during photo shoots keeps you organized, professional, and responsive. This guide covers real-world workflows for accessing session details, reviewing client preferences, updating job status, and communicating with clients while on location.

Common On-Location Tasks:

• Review session details and location before leaving
• Access client questionnaire during the shoot
• Check must-have shot lists and preferences
• Update job status after completing session
• Add session notes immediately after shoot
• Contact clients for last-minute changes
• Access emergency contact information
• Track timeline during multi-hour events

What You'll Need:

• ShootPath mobile app installed and logged in
• Internet connection (cellular or wifi) for real-time sync
• Notifications enabled for urgent alerts

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Detailed Guide

Pre-Session Preparation

The night before (or morning of) a photo shoot, use the mobile app to review everything you need for a successful session.

Review Tomorrow's Sessions

Open the Dashboard:

First thing in the morning, tap the ShootPath app icon and check your dashboard.

Today's Sessions section shows:

• Client name
• Session time (e.g., "10:00 AM - 12:00 PM")
• Location city or full address
• Job type badge

Tap the session card to open the full job detail.

What to verify:

• Correct date and time
• Session location address
• Client contact information (phone number for last-minute calls)
• Any special instructions or notes

Screenshot the important details:

Take a screenshot of the session details so you have offline access if you lose signal at the venue.

Check Client Questionnaire

From the job detail, scroll to "Files & Documents" section.

Tap "Questionnaire Responses" to review what the client shared:

Typical questionnaire details:

• Must-have shots - "Family portrait with grandparents," "Ring close-up," "Sunset couple shot"
• Special requests - "Avoid flash photography" or "Include our dog in some photos"
• Preferences - Candid vs. posed style, favorite locations on the venue grounds
• Timeline - When certain events happen (first dance, cake cutting)
• People to prioritize - "Make sure we get photos with Aunt Susan"
• Shots to avoid - "No photos of the groom's side during ceremony (per their wishes)"

Why review this?

Refreshing your memory ensures you capture what matters most to the client. You'll look prepared and attentive when you reference their preferences naturally during the shoot.

Pro tip: If the questionnaire is long, screenshot key sections so you can reference them offline during the session.

Get Directions and Check Parking

From the job detail, find the "Session Details" section.

Location shows the full address. Tap Get Directions to open:

• Apple Maps (on iOS)
• Google Maps (on Android)

Navigation starts immediately with the session address pre-filled.

Check parking and venue access:

If the client mentioned parking instructions or venue entry details in their questionnaire or notes, review that now. Example:

"Park in the south lot. Enter through the main pavilion doors. Ask for Sarah at the front desk."

Screenshot directions or save offline map:

If you're shooting in an area with poor cell reception (rural venues, mountain locations), screenshot the directions or download an offline map in your Maps app before leaving.

Confirm Equipment and Checklist

While reviewing the session details on mobile, mentally (or physically) check your gear:

Must-haves:

• Camera body and lenses
• Memory cards (formatted and empty)
• Batteries (charged and backups)
• Flash and accessories (if needed)
• Reflectors, diffusers, or lighting gear
• Business cards
• Lens cloth and cleaning supplies

For this specific session:

Check the questionnaire for any special needs:

• "Outdoor sunset shoot" → Bring tripod for low-light
• "Beach session" → Protect gear from sand, bring lens hood
• "Large family portrait" → Bring wide-angle lens
• "Indoor venue with low light" → Fast lenses and external flash

Add a note if you're missing something:

If you realize you need to rent or borrow gear, tap Add Note on the job:

"Reminder: Pick up 24-70mm lens from rental shop by 8am"

Plan Your Timeline

For multi-hour events (weddings, corporate events):

Review the client's timeline if they provided one. Many wedding questionnaires include a full schedule:

• 2:00 PM - Bride getting ready photos
• 3:30 PM - First look
• 4:00 PM - Ceremony begins
• 5:00 PM - Family portraits
• 6:00 PM - Reception entrance
• 7:00 PM - First dance and toasts
• 8:00 PM - Cake cutting

Screenshot this timeline so you can glance at it throughout the day without reopening the app.

Set personal alarms:

If certain shots are time-critical, set alarms on your phone:

• 3:15 PM - "15 min until first look—get in position"
• 4:45 PM - "15 min until family portraits—round up family"

During the Photo Session

Once you arrive on location, the mobile app becomes your reference tool for client details, preferences, and timeline tracking.

Arriving at the Venue

Double-check the address:

Open the job detail and verify you're at the correct location. Mistakes happen—confirm venue name or address with any signage or staff.

Contact the client if needed:

If you can't find the exact location (large venue, multiple buildings):

• Tap the client's phone number in the job detail to call
• Or tap Message Client to send a quick text: "Arrived! Which entrance should I use?"

Mark yourself as "on location" (optional workflow task):

Some workflows include a task like "Arrive at Venue" or "Start Session." If yours does, you can mark it complete from mobile:

1. Scroll to Workflow Tasks in the job detail
2. Find the relevant task
3. Tap Mark Complete

This timestamps your arrival and updates the job timeline.

Reference Client Preferences

Throughout the session, refer back to the questionnaire as needed:

Example scenarios:

Scenario 1: Posing style

Client mentioned they prefer natural, candid shots over stiff poses. Instead of over-directing, you focus on capturing authentic moments.

Scenario 2: Must-have shot list

Client's questionnaire lists:

• "Photo with our vintage car"
• "Sunset silhouette at the pier"
• "Close-up of engagement ring"

Check these off mentally as you capture them. If you forget, glance at your screenshot of the questionnaire.

Scenario 3: People to include

Client noted: "Make sure to get photos with my grandmother—she can't stand for long, so capture her seated."

When you see Grandma, prioritize getting those family portraits early before she tires.

Track Multi-Hour Event Timeline

For weddings or events with tight schedules:

Keep the app handy to track where you are in the timeline.

Use the job timeline to log milestones:

After major moments (ceremony, first dance, cake cutting), you can optionally add quick notes:

1. Tap Add Note
2. Type: "Ceremony complete—beautiful vows, client very emotional"
3. Save

These notes help you remember the day when editing later, and they become part of the permanent job record.

Stay aware of the schedule:

Glance at your screenshot of the client's timeline to know what's coming next. If the schedule shifts (common at weddings), update your mental plan accordingly.

Communicate with the Client or Team

Quick status updates:

If the client asks, "Did you get the shot with Aunt Susan?", you can:

• Verbally confirm on-site
• Or send a quick message via the app after the session: "Yes! Got some beautiful portraits with Aunt Susan—you'll love them!"

For team shoots:

If you're working with a second shooter or assistant, use your preferred communication method (text, walkie-talkie). ShootPath mobile is primarily for client communication and job reference, not team coordination.

Handle Last-Minute Changes

Scenario: Client texts, "We're running 30 minutes late."

1. Open the notification (or tap Leads/Jobs to find the message)
2. Reply: "No problem! See you at 2:30. Take your time!"
3. Update your internal schedule—maybe grab coffee or review the shot list again

Scenario: Client calls, "Can we add extra time for family portraits?"

1. Answer the call (tap the phone number in the job detail)
2. Discuss availability and any pricing adjustment
3. Verbally agree on the change
4. Add a note to the job: "Client requested extra 30 min for extended family portraits—agreed to add $200"
5. Follow up later on desktop to send an updated invoice if needed

Access Emergency Contact Information

If something goes wrong:

Open the job detail and scroll to Client Information to find:

• Client's phone number (call directly)
• Client's email (send urgent message)
• Emergency contact (if provided in questionnaire)

Example emergencies:

• Your car breaks down - "Hi Sarah, my car won't start. I'm calling a tow truck but will be 30 minutes late. Sincerely sorry for the inconvenience!"
• You're lost at a large venue - "Hi! I'm at the Riverside Estate but can't find the ceremony site. Can you direct me?"
• Equipment failure - "Hi, one of my lenses just malfunctioned. I have backups and can still shoot, but wanted to let you know."

Fast communication prevents panic and shows professionalism.

After the Session

Immediately after wrapping the photo shoot, use the mobile app to close out the session and set yourself up for the next steps.

Mark Session Complete

Update workflow status:

1. Open the job detail (if not already open)
2. Scroll to Workflow Tasks
3. Find the task like "Conduct Photo Session" or "Complete Shoot"
4. Tap the task to open it
5. Tap Mark Complete

What this does:

• Logs completion timestamp in the timeline
• Unlocks dependent tasks (like "Edit Photos" or "Prepare Gallery")
• Updates job status if configured
• Notifies you of next steps

Why do this immediately?

If you wait until you get home, you might forget. Marking it complete while sitting in your car (or at the venue) takes 10 seconds and keeps your workflow current.

Add Session Notes

Capture insights while fresh:

Right after the session, add notes about anything memorable, challenging, or important for editing:

Tap "Add Note" and write things like:

Positive highlights:

• "Amazing golden hour light! Sunset shots at the pier are going to be stunning."
• "Client was super relaxed and natural—got tons of great candid moments."
• "Family was cooperative and fun—everyone loved the group shots."

Technical notes:

• "Wind was intense—check for flyaway hair in close-ups during editing."
• "Venue lighting was very yellow—will need to correct white balance heavily."
• "Shot some experimental silhouettes at client's request—see Card 2, shots 150-175."

Client requests:

• "Client asked for extra attention on the ring close-ups—make those a priority in editing."
• "Mom requested a specific family group shot—Card 1, shot 47. Make sure it's perfect."

Issues to remember:

• "Uncle Bob photobombed several ceremony shots—crop or clone out if possible."
• "Battery died mid-reception (backup worked fine), but missed a few cake-cutting shots. Let client know one angle is missing."

Why add notes on mobile?

You'll forget these details by tomorrow. Typing them immediately (even brief bullet points) preserves critical context for editing and delivery.

Update Job Status (Optional)

Some workflows automatically update job status when you mark the session task complete. Others require manual status changes.

To manually update status:

1. Open the job detail
2. Look for Job Status near the top
3. Tap the current status (e.g., "Production")
4. Select the new status if appropriate (e.g., "Post-Production" if your workflow uses that)

Most jobs stay in "Production" status until fully delivered and paid, so you may not need to change status yet.

Check Payment Status

Before leaving:

Scroll to the Pricing & Payments section in the job detail.

Verify:

• Was final payment due before the session? If so, check if it's been received.
• Is balance still outstanding? Note the amount due and when payment is expected.

If payment is overdue and not received:

Politely mention it in person (if appropriate): "Hey, just a reminder that the balance was due yesterday. No worries if you want to pay via the portal link when you get home!"

Or send a friendly follow-up later: "Thanks for a wonderful session today! Just a reminder that the remaining balance of $1,500 is due. You can pay securely via the portal link I emailed."

Record a payment if you received it on-site:

If the client paid with cash, check, or Venmo after the session:

1. Tap Record Payment
2. Enter amount: $1500
3. Select method: Cash / Check / Venmo / Zelle
4. Add note: "Paid after session via Venmo"
5. Save

The balance updates immediately, and the payment appears in the timeline.

Real-World Mobile Workflow Examples

Here are complete scenarios showing how photographers use the mobile app from start to finish on shoot days.

Workflow 1: Portrait Session

The Setup:

• Client: Thompson family
• Job type: Family portraits
• Location: Local park
• Session time: 10:00 AM
• Duration: 1 hour

Morning of Shoot (8:00 AM):

1. Open ShootPath app
2. Dashboard shows "Thompson Family Portraits - Today at 10:00 AM"
3. Tap the session card
4. Review session details:
   • Address: Riverside Park, Main Pavilion
   • Client phone: (555) 123-4567
5. Tap Get Directions → Apple Maps opens with address
6. Scroll to Questionnaire Responses
7. Review preferences:
   • "We have a 3-year-old and a 6-month-old—keep it playful and quick!"
   • "Must-have: All four of us together, individual shots of each kid"
   • "Avoid: Overly formal poses—we want natural and fun"
8. Screenshot the questionnaire
9. Close app, pack gear, head out

Arriving at Location (9:50 AM):

1. Park car, grab gear
2. Walk to main pavilion
3. Spot the Thompson family waiting
4. Greet them, start session

During Session (10:00 AM - 11:00 AM):

• Refer to your mental notes from the questionnaire (playful, natural, kids are young)
• Capture the must-have shots: family group, individual kids, candids
• Work quickly to keep kids engaged

After Session (11:05 AM, sitting in car):

1. Open ShootPath app
2. Open Thompson job detail
3. Scroll to Workflow Tasks
4. Tap "Conduct Portrait Session"
5. Tap Mark Complete → Syncs immediately
6. Tap Add Note
7. Type: "Great session! Kids were adorable and cooperative. Golden morning light was perfect. Client loved the playful poses by the pond. Priority: Family group shots on Card 1."
8. Save note
9. Close app, drive home

Result: Job is updated, next task ("Edit Photos") is now available, and you have context for editing.

Workflow 2: Wedding Day

The Setup:

• Client: Johnson Wedding
• Job type: Wedding
• Location: Vineyard Estate, 50 miles away
• Timeline: 2:00 PM - 10:00 PM (8 hours)

Day Before Wedding (Evening):

1. Open ShootPath app
2. Dashboard → Tomorrow's Sessions → Tap Johnson Wedding
3. Review session details:
   • Date: Tomorrow, June 15
   • Start time: 2:00 PM (getting ready photos)
   • Address: Vineyard Estate, 1234 Wine Country Rd
4. Tap Get Directions → Screenshot directions (rural area, might lose signal)
5. Scroll to Questionnaire Responses
6. Review timeline:
   • 2:00 PM: Bride getting ready
   • 3:30 PM: First look
   • 4:00 PM: Ceremony
   • 5:00 PM: Family portraits
   • 6:00 PM: Cocktail hour
   • 7:00 PM: Reception entrance, first dance
   • 8:00 PM: Toasts and dinner
   • 9:00 PM: Cake cutting, bouquet toss
7. Screenshot timeline
8. Review must-have shots:
   • "First look is super important—we want lots of emotional moments"
   • "Family portraits: Both sides, grandparents (some are elderly, prioritize them early)"
   • "Golden hour couple shots during cocktail hour"
9. Screenshot must-have list
10. Scroll to Client Information → Save bride's phone number to contacts (for emergencies)
11. Close app, charge all batteries, pack triple-checked gear

Wedding Day Morning (10:00 AM):

1. Final gear check using mobile notes
2. Depart for venue (arrive by 1:30 PM to scout)

Arriving at Venue (1:35 PM):

1. Park, unload gear
2. Walk around venue to identify:
   • Ceremony location
   • Reception hall
   • Best spots for golden hour photos
3. Check in with bride (call/text): "Hi Emily! I'm here and setting up. See you at 2!"

During Wedding (2:00 PM - 10:00 PM):

• Refer to timeline screenshots throughout the day
• Check off must-have shots mentally as you capture them
• Stay aware of schedule (use phone alarms for key moments)

Between Events (5:30 PM, quick break during cocktail hour):

1. Open ShootPath app
2. Open Johnson Wedding job detail
3. Tap Add Note
4. Type: "Ceremony was beautiful—outdoor under the oak tree. First look was very emotional (great shots). Family portraits took 45 min (extended family was large). Now starting golden hour couple shots."
5. Save note
6. Continue shooting

After Wedding (10:15 PM, driving home):

1. (Passenger in car, or pulled over safely)
2. Open ShootPath app
3. Open Johnson Wedding job detail
4. Scroll to Workflow Tasks
5. Tap "Complete Wedding Coverage"
6. Tap Mark Complete
7. Tap Add Note
8. Type: "Amazing wedding! 8 hours, captured every moment. Highlight: First look emotions, sunset couple shots during cocktail hour, surprise flash mob dance during reception. Shot 2,847 photos across 4 memory cards. Client absolutely loved the day. Priority in editing: First look, ceremony, family portraits, golden hour, first dance."
9. Save note
10. Close app, drive home (or let your co-driver handle this)

Next Day (at home):

1. Import all photos to desktop
2. Open ShootPath on desktop
3. See the notes you added on mobile—they provide perfect context for editing
4. Start editing workflow task (unlocked after marking wedding complete)

Result: Comprehensive notes captured immediately after the event, timeline tracked, workflow progressed, ready to edit with full context.

Workflow 3: Mini Session Event

The Setup:

• Event: Fall Mini Sessions
• Location: Downtown park
• Date: October 15
• Time slots: 9:00 AM - 3:00 PM (12 slots, 30 min each)

Morning of Event (8:00 AM):

1. Open ShootPath app
2. Tap More > Mini-Sessions
3. Tap "Fall Mini Sessions" event
4. Review Bookings List:
   • 9:00 AM: Smith Family
   • 9:30 AM: Johnson Kids
   • 10:00 AM: Davis Couple
   • (etc., through 3:00 PM)
5. Screenshot the booking schedule
6. Scroll through each booking to check:
   • Any special requests? (Kids' ages, props to bring, etc.)
   • Payment status? (All paid or any outstanding?)
7. Close app, pack gear, head to park

Arriving at Location (8:30 AM):

1. Set up backdrop, props, lighting (if using)
2. Prepare for first client at 9:00 AM

Between Sessions (9:30 AM, 5 min break):

1. Open ShootPath app
2. Find Smith Family mini session job (created automatically)
3. Tap Add Note: "Adorable kids, great cooperation. Got all the classic fall shots with leaves."
4. Tap Workflow Tasks → Mark "Complete Mini Session" (if you have this task)
5. Close app

Repeat for each mini session slot:

• After each 30-minute session, take 2 minutes to mark it complete and add quick notes
• This keeps you organized and documents which sessions are done

End of Event (3:15 PM):

1. Open ShootPath app
2. Tap More > Mini-Sessions → Fall Mini Sessions
3. Review: "12 of 12 slots complete" (or note any no-shows)
4. Close app, pack up gear

Next Steps (at home):

1. Edit photos
2. On desktop, deliver galleries in batches
3. All mini session jobs show your notes from mobile, making it easy to remember each family

Result: Organized execution of multi-client event, each session documented individually on mobile.

Mobile-Specific Best Practices

These tips help you get the most out of ShootPath mobile during photo shoots.

Charge Your Phone

Before every shoot:

• Start with 100% battery
• Bring a portable battery pack (especially for long events like weddings)
• Bring a car charger for charging between sessions

Why?

You rely on your phone for communication, directions, timeline tracking, and job reference. A dead phone is a problem.

Use Do Not Disturb Mode

During the session:

Enable Do Not Disturb (DND) mode with exceptions:

• Allow calls from your spouse/partner (emergencies)
• Allow calls from the client (if they need to reach you)
• Silence everything else (notifications, emails, social media)

Why?

Notifications during a session are distracting and unprofessional. Your focus should be on the client and capturing great photos.

How to enable DND with exceptions:

iOS:

1. Settings > Focus > Do Not Disturb
2. Enable "Allow Calls From" > Select contacts (client, spouse)
3. Activate DND during session

Android:

1. Settings > Sound > Do Not Disturb
2. Set "Priority only" mode
3. Allow calls from starred contacts

Keep the App Handy But Not Intrusive

Balance:

The app should be easily accessible but not constantly in your hand.

Best practice:

• Review job details before the session (in car or before greeting client)
• Reference questionnaire when needed (discreetly check phone if you forget a detail)
• Update the job after the session (in car or after client leaves)

Don't:

• Stare at your phone during client interactions
• Let the app distract you from shooting
• Check unrelated apps or messages during the session

Screenshot Critical Information

Always screenshot:

• Session address and directions (in case you lose signal)
• Client phone number (for quick access without opening app)
• Must-have shot list from questionnaire (refer to easily during shoot)
• Event timeline (for weddings or multi-hour events)

Why?

Screenshots work offline. If you arrive at a venue with no cell signal, you still have the info.

Add Notes Immediately

The best time to add session notes is within 5 minutes of finishing the shoot.

Why?

Details fade fast. "The lighting was gorgeous" is less useful than "Golden hour light at 6:45 PM by the oak tree—sunset couple shots on Card 2 are stunning."

Make it a habit:

After every session, before starting your car or leaving the location:

1. Open the job
2. Add note (even bullet points)
3. Mark session task complete
4. Drive away

This 2-minute routine ensures your jobs stay current and you have context for editing.

Trust the Sync

ShootPath mobile syncs in near-real-time.

What this means:

• Notes you add on mobile appear on desktop within seconds
• Tasks you mark complete on mobile update the workflow instantly
• Payments you record on mobile sync immediately

You don't need to "save" or manually sync. The app handles it automatically as long as you have internet.

Verify sync status:

Watch the sync indicator at the top of the Dashboard (green checkmark = synced).

Troubleshooting On-Location Issues

Lost Cell Signal at Venue

Problem: You arrive at a rural venue or indoor location with no cell signal.

Solution:

Before leaving home:

1. Screenshot session details (address, time, client phone)
2. Screenshot questionnaire responses
3. Screenshot timeline (for events)

At the venue:

• Use screenshots for reference (they work offline)
• You can still browse recently viewed jobs (the app caches data)
• You cannot add notes or mark tasks complete until you regain signal

After regaining signal:

• The app automatically syncs any queued changes (if supported)
• If not, manually add notes and mark tasks complete

App Crashes or Freezes

Problem: The app becomes unresponsive during a session.

Solution:

Force close and reopen:

iOS:

1. Swipe up to multitasking
2. Swipe ShootPath off the screen
3. Tap the app icon to reopen

Android:

1. Open Recent Apps
2. Swipe ShootPath away
3. Open from app drawer

If the problem persists:

• Restart your phone
• Update the app (check App Store / Play Store)
• Contact support after the session

Immediate workaround:

Use your phone's native tools:

• Save notes in Notes app or voice memos (transfer to ShootPath later)
• Call/text client directly using their saved contact

Cannot Find Session Details

Problem: You opened the app but can't find today's session.

Solution:

Check Dashboard:

• Pull down to refresh
• Look for "Today's Sessions" section

Check Calendar tab:

• Tap Calendar at the bottom
• Look for today's date
• Tap any session block

Check Jobs tab:

• Tap Jobs at the bottom
• Use the search bar: Type client name or job number
• Filter by "Production" jobs

If still missing:

• Verify you're logged into the correct account (if multi-tenant)
• Check your internet connection (pull to refresh)
• Ensure the session was actually scheduled (check desktop)

Client Contact Number Not Working

Problem: You tap the client's phone number but the call won't go through.

Solution:

Verify the number in the job detail:

• Open the job
• Scroll to Client Information
• Check that phone number is formatted correctly

Manual dial:

• Copy the number
• Open your phone's dialer
• Paste and call manually

Alternative contact:

• Use client's email to send a message
• Check if they provided an alternative phone number

What's Next?

Now that you understand on-location workflows, explore these related articles:

Mobile Settings - Configure notifications, sync, and preferences

Mobile Features - Complete guide to all mobile capabilities

Related Topics:

Workflows - Understand task management and automation

Questionnaires - Client questionnaires viewed on mobile

Calendar Overview - Sync your schedule with mobile

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Questions? Use the mobile app's help section or contact support via the help widget!