The wedding photo & video starter

Photography and videography have a problem no other wedding trade has: the work does not end when the day does. The edit queue, the turnaround you promised, and the licence the couple actually received are where the follow-up, the anxiety, and the arguments come from. This starter is built around that.

Who it is for

Wedding photographers, videographers, two-person studios, and content teams — anyone selling coverage hours and delivering files afterwards.

The workflow it installs

Eleven phases, in the order the work actually happens:

New inquiry → Date held → Collection proposed → Booked → Shot list & timeline locked → Wedding day → Culling & editing → Sneak peeks delivered → Gallery delivered → Album & prints → Archived

Two of those exist because of problems specific to this trade. Date held gives a soft hold somewhere to live so it does not quietly cost you a Saturday. Culling & editing makes the post-wedding queue visible, with a twenty-one day aging target, so a gallery cannot drift past the turnaround you sold without the workspace noticing.

Each phase carries a short checklist. Booked asks you to block the date for the whole team rather than only for yourself. Wedding day asks you to back every card up to two places before the bag closes.

It also installs fields for contracted coverage hours, team on the day, getting-ready locations, sneak peek and gallery due dates, the client's usage rights, and the portfolio release they chose.

What it asks your couples

Three forms:

• Coverage inquiry — a public form asking the date first, then what they need covered and for how long.
• Shot list and day-of timeline — the long one. Getting-ready locations and arrival times, ceremony start, first look, key moments, ceremony restrictions from the venue or officiant, family formal groupings written out group by group, family sensitivities, must-have shots, anything they do not want photographed, delivery preference, and their portfolio permission.
• Two weeks out — the final timeline, address changes, parking and where to meet, a day-of contact who is not the couple, vendor meal, and whether they expect to run into overtime.

Five email templates come with it: date available, date already booked (with an offer to refer), the shot-list request, sneak peeks, and gallery delivery.

The agreement it installs

A coverage agreement written for this trade rather than a generic services contract. It covers creative control, overtime billing, a delivery turnaround you commit to in writing, and — most importantly — the licensing section: you keep copyright, the couple gets a perpetual personal-use licence, commercial use is priced separately, and portfolio use follows the permission they picked in the questionnaire and can be withdrawn.

It also covers backup equipment and substitution, and limits liability for lost images to a refund of the affected coverage.

There is a second template for album and print orders, where approval is final because the item is manufactured to order.

A separate note in every agreement says plainly that it is a starting point and not legal advice. Have qualified counsel adapt it for your state and for how you actually license your work.

The reminders it drafts

Five automation recipes, installed as drafts so you review the trigger, the recipient, and the cost before anything sends:

• A new inquiry notifies you and creates a same-day availability task.
• A signed agreement moves the wedding to Booked and reminds you to block the whole team.
• Six weeks before the wedding, the shot-list questionnaire goes out.
• Two weeks before, the final-details form goes out and a gear task appears.
• Three days after the wedding, the record moves into the edit queue and a preview-set task lands.

The date-relative recipes read the project's Event date field. The inquiry form's wedding date question sets it automatically as soon as a lead comes in, so these are ready out of the box. A project started another way still needs the date set on the record by hand, or they will never fire.

What it does not do

• There is no gallery or proofing feature. The "Gallery delivered" phase tracks that you delivered; it does not host or deliver the files. Keep using whatever gallery you use today.
• Delivery due dates do not trigger reminders on their own. Sneak peek due and gallery due are recorded and shown, but scheduled reminders only run relative to the wedding date. Use a task for a specific delivery date.
• It does not price anything. The service page ships coverage-hour tiers with example numbers. Replace them with yours.

Make it yours

Everything installed is a normal editable record owned by your workspace. Rename phases, rewrite the shot-list questions, change the agreement, and edit any automation before you activate it. Reset restores untouched defaults; Uninstall removes only untouched, unused ones. Anything you edited or already used stays yours.