Skip to main content

Session Workflow

PhotoBerry Studio provides a structured workflow to help photographers efficiently manage their sessions from scheduling to final delivery. Each workflow stage has a unique icon, and its progress is visually indicated by a background color:

  • ⚪️ Gray – Not started
  • 🟡 Yellow – In progress
  • 🟢 Green – Completed
  • 🔴 Red – Needs attention

The session status (Scheduled, Processing, Completed, etc.) will update automatically based on actions taken but can also be changed manually.

Key Workflow Actions Overview​

Workflow StageKey Actions
PhotographySchedule session, assign client (optional)
PhotosUpload & publish images
ProofingEnable proofing, share session, track client feedback
DeliveryMark final images, grant client access, allow downloads
Close & ArchiveFinalize session, archive to free up storage

1. Photography – Scheduling the Session​

This stage tracks whether the session has taken place.

  • The session status automatically updates from Scheduled to Processing once the session date and start time have passed.
  • You can also manually change the session status if needed.
  • Actions available:
    • Mark as Scheduled
    • Cancel Session
    • Edit Session Details
    • Mark as Not Canceled

2. Photos – Uploading and Publishing Images​

This stage tracks whether images are uploaded and sessions is visible on the frontend.

  • Actions available:
    • Upload Photos
    • Mark Upload Complete & Publish
    • Mark Upload Incomplete & Unpublish
  • Navigate to the Photos tab and click Upload Photos.
  • Drag and drop images or select files from your computer.
  • Choose storage location:
    • Store photos locally on your WordPress server.
    • Use PhotoBerry Cloud Storage (coming soon in Pro).
  • When images are uploaded and ready for clients, click Mark Upload Complete & Publish.
  • You can revert changes by clicking Mark Upload Incomplete & Unpublish.

➡ Read more about Uploading Images

3. Proofing – Client Selections and Feedback​

This stage allows clients to select images, mark favorites, and leave comments.

Enabling Proofing​

  • Assign a client to enable proofing (Required for proofing to work).
  • Once assigned, the stage updates to: "The session has not yet been sent to the client for review."

Actions Available​

  • Mark as Sent: Updates the proofing workflow to In Progress.
  • Share Session: Opens the Sharing tab, where you can copy the session URL.

Client Interaction​

  • When proofing is active, the message updates to:
    "The session is currently awaiting client feedback."
  • Clients can:
    • Select images for approval.
    • Mark favorites for easy reference (if enabled).
    • Leave comments for direct feedback (if enabled).

Notifications​

  • When the client submits their selections, you will receive:
    • An email notification.
    • An admin panel alert (top-right notification bell icon).
    • A floating notification (if currently on the admin dashboard).
  • Clicking View Session Photos will open the Photos tab with the Client Selected Images filter applied.

File Name Export​

  • Grid or List view is available for selected images.
  • To export filenames:
    • Select All Images → Bulk Actions → Copy File Names → Apply.
    • Filenames are copied comma-separated into the clipboard.

Action Mark Proofing as Complete: Allows to change the workflow stage manually to complete. Final Workflow Stage Message: "Proofing is complete for this session."

➡ Read more about Proofing

4. Delivery – Finalizing and Sharing Approved Images​

  • Default message: "The session's final photos have not yet been set or delivered."
  • To mark final images:
    • In the Photos tab, select images and Mark as Final.
    • You can also use bulk actions for faster selection.
  • The stage updates to: "One or more photos have been marked as final but have not yet been delivered to the client."

Delivery Options​

  • Share Session: Opens the Sharing tab for client access.
  • Mark as Completed: Grants the client access to final, unwatermarked images.
  • If Download Final Images is enabled, the client can download a ZIP file.

Final Message: "The session has been completed with (X) final photo(s)."

➡ Read more about Final Images

5. Close & Archive – Finalizing the Session​

Closing a Session​

  • Marks the session as completed internally.
  • The session is invisible to clients but remains in your admin dashboard.
  • Clients will see notification "The session you requested can't be accessed with the link you used."
  • Can be reopened if necessary.

Archiving a Session​

  • The session remains accessible internally, but all images are deleted to save storage.
  • Future updates will introduce automatic archiving after X time. Final Message: "The session has been archived."

Conclusion​

By following this workflow, you can efficiently track progress, receive client feedback, and deliver final images with minimal effort.