Before you start
- Save the relevant project date and locations.
- Review client questionnaire answers and confirm the day's priorities before treating the plan as final.
What you will learn
- Recalculate a schedule by moving activities rather than retyping times.
- Group a shot list into usable sections and keep completed items visible.
- Distinguish the internal briefing from the plan shared with clients.
Step-by-step
Choose the timeline start
In Client timeline, set the date and time the first activity begins. This is the starting point for the running order, not a separate start time to edit on every activity.
Add activities with durations
Enter the item, duration in minutes, and optional client-facing instructions. The popup stays open after adding an item so you can build the schedule in one sitting. Add an explicit travel or buffer activity when that time belongs in the plan.
Reorder and review the calculated times
Move activities with the ordering controls or change their durations. Each item keeps its duration; its start and end come from its new position after the previous activities. Review the total running time after any change.
Build the shot list or practical checklist
Open Shot list and add headings such as Groom's family, then the specific shots below. Edit text, reorder items, and check them off during the job. Completed items remain visible with a strikethrough; headings organize the list and are not shots to complete.
Use the plan where it matters
Let clients review the shared timeline and shot list in their portal and use PDF copies if needed. On the booking day, open Booking summary from the dashboard for times, maps, call/text/email actions, timeline, shot list, agreement, and attached materials in one internal view.
Workflow, timeline, and shot list are different tools
The workflow moves the whole project from inquiry to delivery. The timeline plans the order and timing of the day. The shot list tracks the details to capture or check on that day. Keeping their purposes separate stops the dashboard being filled with every photo combination.
| Tool | Example |
|---|---|
| Workflow | Review questionnaire, edit photos, deliver gallery. |
| Timeline | Ceremony at 14:00, followed by 45 minutes of portraits. |
| Shot list | Couple with parents, then siblings, under a family heading. |
| Booking summary | The internal day-of briefing that brings the details together. |
See the pieces together
Reorder a video shoot without retyping the schedule
A fictional studio production starts at 14:00.
- Setup & lighting · 30 minutes
14:00–14:30.
- Interviews · 45 minutes
14:30–15:15.
- Product B-roll · 60 minutes
15:15–16:15.
- Move B-roll before Interviews
B-roll becomes 14:30–15:30; Interviews becomes 15:30–16:15.
Timeline start
Setup & lighting
2:00–2:30 PM
Interviews
2:30–3:15 PM
Product B-roll
3:15–4:15 PM
SHARED IN THE CLIENT PORTAL
Reordering activities recalculates their start and end times.
Plan setup, interviews and B-roll from one start time. Ordered durations keep the production schedule connected.
Activities keep their duration when reordered. The timeline's original start remains fixed unless you change it.
How it connects to the rest of your workspace
The same booking context carries through these tools. Follow a guide to see the next part of the process.
Build questionnaires clients can fill in and return to
Turn client answers into the practical plan.
Keep booking dates, appointments, and delivery deadlines distinct
Keep the booking's overall date and grouped locations accurate.
Share a branded portal with just the right project information
Share the agreed plan and downloadable copies.
Common questions
Is the shot list only for photography?
No. You can use it as a project-specific checklist for must-have details or deliverables in other services.
Does checking a shot complete a workflow task?
No. The day-of list is separate from the project's overall workflow.
Can I keep entering items without reopening the popup?
Yes. The timeline and shot-list builders stay open as you add entries.