Workspace is designed to support the entire client journey — from the first enquiry through to final delivery. This guide explains the terminology that Workspace uses, and how the key features connect.
Use them to create a smooth, professional experience that works for you and your clients.
Overview
Here’s a typical workflow in Workspace:
Form → Lead → Contact → Client → Project → Contract → Invoice → Gallery → Slideshow/Video → Delivery
The following employs all the steps, or functions, but you can choose what works for you.
Form → Lead: capturing an enquiry
The workflow begins when a client reaches out.
How it works:
- A client submits a form on your website
- Workspace automatically creates a Lead
What to do next:
- Review the enquiry
- Decide if it’s a good fit
- Respond to the client
Lead → Contact
Once the enquiry is confirmed, you’ll create a Contact.
A Contact refers to a single person, and stores:
- Basic details (name, phone, email, address)
- Notes
- Communication history
(This will become your main point of communication for a job.)
Contact → Client (optional): creating or assigning a Client
If a job relates to more than one individual (e.g. a business, organisation, or repeat customer) you can group the Contacts under a Client.
A Client is used to:
- Group multiple Contacts (e.g. office manager, marketing manager, accountant)
- Manage repeat or ongoing relationships
- Link multiple Projects to one organisation or customer
Not every job needs a Client. Many one-off jobs can remain with a single Contact.
Client → Project: the work to be done for your Client
A Project is where the actual work will happen!
Each shoot, session, or job should have its own Project, which will act as the central hub for everything related to it, including:
- Contracts
- Invoices
- Galleries and albums
- External links (e.g. mood boards, what to wear guides)
- Notes and communication
- Tasks and timelines
Projects can be linked to:
- A Contact (individual Contacts, eg. a couple getting married)
- A Client (e.g. for multiple Contacts or Projects)
Project → Contract: the agreement covering the Project
Before starting the job, you can send a contract for your contact to sign.
Contracts can be:
- Created in Workspace, using templates
- Sent to your Contact for signing
- Linked directly to a Project
This ensures all agreements are stored and accessible in one place.
Contract → Invoice: for work done on the Project
Once work is confirmed (or at any stage in your workflow), you can send an invoice.
Use invoices to:
- Request payment
- Collect deposits
- Charge for add-ons or upgrades
- Charge taxes due (GST, VAT, Sales Tax)
See How to Set Up Selling in Workspace
See Creating Invoice Templates and Invoices
Invoice → Gallery: presenting the work to your Client
Once your shoot is complete, upload and share your images via a gallery.
Galleries allow you to:
- Share images with clients
- Set download permissions
- Sell products or digital files
- Control access and expiry
Slideshow/Video: enhancing the experience
To create a more engaging experience, you can add:
- Slideshows – created from your images
- Videos – uploaded or linked
Use these to:
- Tell a story
- Create emotional impact
- Highlight key moments
See:
Photo Albums
Use Workspace to design and create photo albums
- Select images for the album from galleries
- Design the page layouts
- Review layouts with Clients
Final Delivery
Your final delivery may include:
- A gallery with digital file downloads enabled
- A slideshow or video
- Completed products (albums, prints, etc.)
At this stage, your client has everything they need and the Project is complete.
