Workspace is designed to help you organise your relationships and your work in a way that reflects how your business actually runs. Each part plays a different role, but they all connect.
How It All Connects
Here’s a simple way to understand how everything fits together.
What this means:
● Every enquiry will start as a Lead
● From there, a contact will be created and optionally a client can also be created when the relationship is ongoing or has multiple projects.
● Projects are where the actual work happens and are linked to your contacts and clients
Leads
Leads are new enquiries or potential clients. When someone fills out a form, sends a message, or reaches out about working with you, they begin as a lead. This is the earliest stage of your workflow, before anything is confirmed. Leads can then be qualified, responded to, and converted into contacts, clients, and projects as things progress.
Examples:
● A wedding enquiry for next summer
● Someone asking about portrait pricing
● A business reaching out for a brand shoot
Leads help you capture opportunities and manage enquiries without losing track.
Clients
Clients are the people or businesses you work with over time. They’re best used when you have an ongoing relationship—someone you expect to work with again, or who has multiple projects with you.
Clients have a dedicated client portal, where they can view everything related to their work with you, including:
- Projects
- Galleries
- Albums
- Invoices
- Contracts
- And more
Important: Clients are optional. For one-off jobs, you don’t necessarily need to create a client—you can simply create a project and assign a contact.
Examples:
- A family you photograph every year
- A couple whose wedding you’re capturing but may do additional shoots for e.g. engagement, rehearsal dinner, wedding
- A school or organisation you work with regularly
Clients act as the central place where ongoing relationships live.
Contacts
Contacts are individual people within your network. They may be connected to a client, or they can exist on their own. Contacts are useful for
storing:
- Names
- Email addresses
- Communication history
For one-time work, a contact is often all you need alongside a project.
Contacts help you keep track of people, whether or not they become long-term clients. They can also include people like vendors, additional people involved in a project e.g. accounts.
Projects
Projects are the work you do. A project is typically created for a specific job, shoot, or piece of work. It holds everything related to that job, including:
- Tasks
- Timelines/ Schedule
- Galleries
- Deliverables
- Invoices
- Contracts
- Communication
Projects can be linked to a client, or connected to a contact for one-off work.
Examples:
- A wedding day
- A family photo session
- A commercial campaign
- A school photo day
Projects keep your work organised from start to finish.
Two Common Workflows
Ongoing Relationships
Lead → Client (with contacts) → Project → Project → Project
- One client
- One or more contacts
- Multiple projects over time
- Best for repeat customers
One-Off Jobs
Lead → Contact → Project
- No need to create a client
- Faster, simpler setup
When Should I Create a Client?
You don’t always need to create a client—it depends on how you work.
Create a Client when:
- You expect to work with someone more than once
- You want a single place to manage multiple projects over time
- You’d like them to have a client portal to view all their work, galleries, and invoices
You can skip creating a Client when:
- It’s a one-off job or session
- You only need to manage a single project
- A contact and project are enough
Key Idea
Projects = the work
Clients & Contacts = the people
Start simple:
- Use Contacts + Projects for most jobs
- Create a Client when the relationship becomes ongoing
You can always create a client later to link projects, galleries etc. together.
