New session and its details
How to add a session in the panel, set up a custom package, a day plan and a photo delivery deadline, and how the session status changes on its own.
A session is created automatically when you confirm an online booking. A session arranged by phone or email is added with the New session button. A client and a session type are enough; you can fill in the rest later. All sessions are on the Sessions list, with a status filter and a cards or table view.
The “New session” form
- For whom. Type the client’s name, email or phone, or add a new client. You can add several people to a session, such as a bride and groom.
- What session. Choose the session type and package. “Custom” is a package for this session only: price, duration, number of photos, extra photo price and payment plan (“In full”, “Advance and balance” or “Own instalments”). It doesn’t become part of your studio’s offer.
- When. “Specific date”, “All day” (the session takes up the whole day in your availability) or “To be agreed”. The form warns you about a clash with another session, a booking or a Google Calendar event.
- Where. A place from the list, a new address or a pin on the map. If the session type has a day plan, this step is called “Schedule and places”.
- Linked sessions (optional), for example an engagement shoot that goes with wedding coverage: Linked sessions.
In “More details” you can change the session name and photo delivery deadline and add private notes. Someone with the permission to manage payments also sees Settlement: a discount code, a voucher and “The client has already paid” for a payment taken outside Flyp. In “Contract” you choose to send it for online signing or “I already have a signed contract”. Finally, tick what to send the client right after the session is created: a link to the first payment and questionnaires.
Day plan
For coverage, a single start time isn’t enough. A session type can have a day plan (the “Session flow” card, for example getting ready, ceremony, reception), and every session of that type gets a copy of the items with empty times and places. You can add a plan to a single session with the “Add a day plan” button. The first time in the plan is the start of the session in the calendar, and the client sees the plan in their portal.
Photo delivery deadline
In the session type, on the “Photo delivery deadline” card, you set how many days after the session you deliver the photos (for example 30, 60, 90 or 180). In a session you can change it to a different number of days or a specific date. The session details show a “Photo delivery” row with a badge counting the days left, and the Dashboard shows the “Photos due soon” card. You and your team get a reminder before the deadline, on the day and after it. Photos count as delivered when the session has the “Completed” status.
The status changes on its own
You never have to click “start” or “finish”. The status moves on after the session date, after the gallery is shared, after the client picks their photos and after the photos are delivered. If you deliver photos outside a Flyp gallery, use “Change status manually” on the “Progress” card.
Session details
Tabs: Overview, Photos, Galleries, Contracts, Payments and Add-ons. The “Next steps” card in Overview suggests what is missing, such as a contract, a package or a payment link. The weather card shows the forecast for a scheduled outdoor session.
Less frequent actions are in the “…” menu: “Archive” (keeping the photos or freeing up the space), “Cancel session” and “Delete session”. Cancelling voids unpaid instalments and unfilled questionnaires, notifies the clients and asks what to do with the money paid: for a deposit, it first asks who is withdrawing. You can’t delete a session with a payment, a contract or a gallery, because those are things the client has already seen; you can cancel or archive it instead. The “No-show” button marks a session the client didn’t turn up for.