Build a checklist that tells you what to do next

Before you start

• Put the actions in the order you normally do them. Use clear present-tense names such as Edit photos or Deliver gallery.
• Enter the project event date before using an event-based deadline. A task-based deadline needs its source task's recorded or completion date.

Step-by-step

1. 01

   Write the checklist in working order

   Create the reusable workflow in Settings, then attach it when making a project. The current editor uses checklist order for readiness. On a project, edit a task directly when that particular booking needs a change; you do not need to open an extra checklist-editing mode.

2. 02

   Use ordinary completion for ordinary actions

   For most tasks, leave When checked off set to Just complete the task. A payment-related task is still an action you check off; checking it does not itself record a payment, create an invoice, or prove money was received.

3. 03

   Let scheduling collect an appointment

   Edit Schedule consultation. Under When checked off, choose Set the next appointment’s date and time. Set Appointment task name to Consultation call. When you complete the scheduling task, enter the appointment date and time; the following appointment task uses that date and appears on the calendar.

4. 04

   Set delivery relative to the real milestone

   Edit Deliver gallery and tick This task is a delivery deadline. Under When is this due?, choose Days after the event / shoot, enter Days after, and choose the relevant Event / shoot. For selections-based delivery, choose Days after another task is completed and select Receive photo selections instead.

5. 05

   Keep preparation dates useful

   For tasks such as Edit photos before delivery, choose Use the delivery deadline, if there is one. Undated unfinished work in that delivery segment inherits the deadline. Use On a specific date for an earlier editing target or a one-off promise; explicit fixed dates are kept.

6. 06

   Follow the next action and review deadlines

   The dashboard surfaces ready checklist work. Complete or edit it there, and use the project Workflow tab to see the whole plan. A delivery deadline can be visible on the calendar before the delivery task becomes the next ready action.

Choose the date rule—not a complicated task type

Readiness answers what to do next. A due date answers when an action needs finishing. They are related, but a deadline does not automatically complete earlier work or make all future steps today's to-do items.

Different sessions can have different delivery promises

An engagement session and wedding can stay in the same project. Keep an engagement shoot action and engagement delivery deadline in the checklist, then the wedding actions and wedding delivery deadline. Select the corresponding event for each delivery task rather than counting both from the first project event.

• An event's multiple time/location stops are one session, not separate delivery anchors by default.
• Set 14 days for a service that always has that promise; choose the agreed number for a wedding or portrait job that varies.
• A task-based due date cannot calculate until the source date exists. Record the actual milestone rather than guessing it.

If editing has no date, check these three things

First, verify that the delivery task is marked as a delivery deadline and has a usable rule or fixed date. Second, check the source: is the selected event dated, or has the selections task been completed or dated? Third, put the editing action before the right delivery task, within the same session's checklist segment.

• A fixed date on editing overrides inheritance—keep or change it deliberately.
• Record when this happened collects a milestone date; it is not the appointment date/time option.
• For an older workflow with legacy rules, use its explicit simplification option if offered and review the preview before applying it.

See the pieces together

A 14-day event delivery with an editing deadline

Fictional example: an event takes place October 10. Deliver gallery is due 14 days after that event.

1. 1
   Photograph event

   Complete the action after the October 10 booking.

2. 2
   Edit photos

   Inherits October 24 from the delivery deadline, or use a specific October 22 target.

3. 3
   Prepare gallery

   Shares the delivery deadline if it has no separate fixed date.

4. 4
   Deliver gallery

   October 24 stays visible as the delivery commitment.

The examples are not live tasks. Inherited dates do not create an editing buffer automatically; choose a specific earlier date when you want one.

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.

Common questions