Scheduling & Booking
Your photo day.
Your way to book.
Plan shoots, collect registrations, sell packages and deliver photos in one connected workflow. Use appointments or no appointments, an imported roster or public signup, and private or shared Event galleries.
One example: a School with appointment times
Riverside College
Tuesday, September 15 · 10-minute appointments
Sample booking preview. No live student data is shown.
Before, during and after the shoot
From the first registration to photo delivery.
The Schedule panel connects your shoot details to booking and Event tools. Choose the workflow that fits the job; keep the rest available when you need it.
Plan the shoot
Add a School or Event to your calendar. Save the date, shoot times, location, address and notes.
Choose how people register
Use an imported roster, let families enter participant details, or identify athletes by team and jersey number.
Decide what you offer
Select offers from your price sheet. Require an appointment, make it optional, or let people register without choosing a time.
Share and confirm
Share the booking or registration link. Collect contact details and any required payment before confirmation.
Check in and photograph
Work from the booked list, or use personal QR check-in for an Event capture session with photos assigned to the right participant.
Release and deliver
Prepare the photos and release the gallery or send a photo-ready campaign. Guests use their private access details to view, purchase or download.
Start with a preset
Choose the kind of photo day. Adjust the details.
Explore the six Event workflow presets below. In the app, preview a preset, apply it to your draft, then customize and save. You still choose your packages, prices and appointment times.
Public Media Day
Families enter participant details, choose a time and purchase an offered package. Each person has private photos and a capture QR.
Interactive guide only. This example changes no event settings. Choosing a preset does not open or close registration. Review and save that switch separately.
What guests experience
- Who registers
- Enter participant details — no roster needed
- Participant identity
- Participant name
- Appointment choice
- Choose an available time
- Payment
- Purchase a package to confirm
- Gallery access
- Only photos assigned to that participant
- Included downloads
- None free; paid packages have their own allowance
- Personal check-in QR
- Emailed after registration is confirmed
The shared registration link or QR brings people to signup. A personal check-in QR identifies one confirmed participant at your capture station. Their gallery PIN is separate.
What you control
Choose the experience families and guests get.
School booking and the new Event workflow have different tools. Here is what each one supports, so you can choose the right starting point.
Your calendar of shoots
Use month, week or day views. Create several shoots on the same day, open their details, refresh from Cloud and jump to the connected School or Event gallery.
With or without appointment times
Offer available times with capacity and breaks, or turn appointment selection off. New Event workflows also support optional times. New Events support several separate windows on the same day.
Imported roster or public signup
Let families choose an existing participant, or collect details when no roster is supplied. New Event CSV imports use stable participant IDs so the same IDs can be recognized on reimport.
Packages you choose
Choose a price sheet and the specific offers families see. School booking supports eligible print and digital offers; new Event booking also supports mixed print-and-digital offers from your chosen price sheet. New Event prepayment uses CAD or USD. Families approve their exact print photos and any included layout after photography, without paying for the package again.
One photo, a set, or all photos
Set a paid digital package to a fixed photo count from 1–99 or all approved photos. For new Events, choose a free allowance of 0, 1, 5, 10 or all photos within each guest’s permitted gallery.
Private or shared Event photos
Choose assigned photos only for each participant, or access to the whole Event gallery. A whole-event gallery still uses registered access. Browsing permission and download allowance are separate settings.
Personal QR check-in
With personal Event QR check-in enabled, confirmed participants receive a personal QR and gallery PIN by email. At the station, scan or look up the participant, confirm their identity, start their capture session and finish before the next person.
School appointment tools
Set booking dates, start/end times, minutes per person, buffers, daily limits and lunch breaks. Original appointment mode can be free or require a sitting fee, with confirmation and reminder preferences. Package presales charge the chosen package without adding that sitting fee. Secure management links let clients reschedule or cancel where permitted.
Working lists and repeatable setup
Review registered and paid participants. In new Events, import CSV participants, assign a group photo to selected people and save named custom presets on the current Mac or browser. Keep your permanent School booking link when settings change.
Contact details and communication
Collect email, phone and consent at registration. Send confirmation and access instructions, review unpaid-registration reminders in the School workflow, and send a photo-ready campaign to eligible registered guests after photos are ready.
Sample product preview. Names are replaced with anonymous student numbers.
School picture-day example
Know who is booked and who has paid.
Confirmed School bookings can be brought into the desktop roster. Keep participant identity, appointment details and verified package payment status together while you prepare for picture day.
- Choose existing roster children or collect registration details
- Use a time-ordered roster when appointments are enabled
- See paid registration indicators linked to the correct child
- Review unpaid recipients before sending a registration reminder
Registration reminders are sent when you review and send them. They are not automatically scheduled just because picture day is approaching.
Where to start
Open Schedule. Choose your job.
School booking
- In the desktop app, open Schedule, choose the School and open Booking settings.
- Choose Photo packages or Appointment booking. For packages, select a price sheet and enable the offers families can purchase.
- Save each setup step: participant details, package choices and any appointment times. Review the live summary, then save the complete settings.
- Open the booking page and review the complete family experience before sharing the link.
New Event workflow
- In desktop Schedule, choose an Event and open Event workflow settings. In Cloud, open the Event’s Gallery settings → Workflow & Presets.
- Preview a preset, apply it to the draft, then adjust registration, identity, privacy, downloads, QR, payment and timing.
- Save your workflow draft, then select and save print, digital or mixed offers. Create or confirm appointment times when your workflow uses them. Each saved step unlocks the next.
- Review the complete setup and open registration when ready. Share the published Event registration link or QR. Saving a draft or a custom preset does not open registration.
Capture needs a destination
For private Event capture, point your camera or tether software at the participant session folder shown in Studio OS. Confirm and finish each session; a QR alone does not identify photos already mixed in a shared folder.
Choose when to notify guests
Registration confirmation includes private access instructions. Making a prerelease Event gallery live can send its first-ready notice. Share also provides a reviewed campaign send. Uploading photos alone does not notify everyone.
Calendar sync has a clear scope
The desktop Sync Calendar control refreshes your Studio OS Cloud schedule. Cloud also provides a private calendar feed with all-day shoot dates and saved times in the description. External calendar changes do not update Studio OS appointments.
Questions
Scheduling, clearly explained.
Do families always have to choose a time?
No. You can use registration without appointment selection. New Event workflows offer off, optional or required appointment selection, so a photographer can assign team times while families purchase packages without choosing individual sessions.
Do I have to import a roster first?
No. Choose open registration when no roster is supplied. Families enter participant details and contact information, and confirmed registrations build the participant list. Choose roster registration when you already have a list and want families to select an existing participant.
Can I run several bookings on the same day?
Yes. The calendar can hold multiple Schools or Events on one date. New Event workflows support several separate appointment windows on the same day, each with its own capacity. This organizes your schedule; it does not automatically assign photographers or resolve travel and staffing conflicts.
Can I offer digital packages and print packages?
Yes. School booking supports eligible print or digital packages, and new Events also support mixed packages from your price sheet. New Event required prepayment uses CAD or USD; after photography, families choose the exact photo for each physical product and approve any included layout. Products needing a published design or other configuration show a specific setup message before you offer them.
Can a guest see only their own photos?
Yes, in a new Event workflow choose assigned photos only. Use the participant’s personal QR check-in and capture session to assign photos. Confirm the person at the station and set your camera or tether software to the session folder shown in Studio OS. This does not use automatic face recognition.
Are the signup QR, check-in QR and PIN the same?
No. The shared link or QR opens event registration. A personal check-in QR identifies one confirmed participant at capture. The gallery PIN controls that participant’s photo access. Required-payment registrations receive their access instructions after payment is verified.
When do photo-ready emails go out?
Registration confirmations are automatic after confirmation. Uploading photos alone does not send a ready email. Making a prerelease Event gallery live can send the first-ready notice; you can also review and send a campaign from Share. A send includes currently eligible participants. Later registrations or photos that were not ready need a later send.
Will a preset change my existing booking?
Selecting a preset previews the settings; applying it changes a draft. You choose offers and times, review the result and save explicitly. New Event workflows are opt-in and do not automatically convert existing School booking links. Custom presets are saved locally in the browser or Mac where you create them.
Set up the photo day you want to run.
Start with a preset, choose your offers and keep registration, capture and gallery delivery connected.