Session types act as templates for your Sessions, and they contain a series of settings and preferences to help your clients understand what's included in each of the sessions that you offer. You cannot create a Session without creating a corresponding Session Type first.
A couple of example Session Types include: "Weddings", "Bridal Sessions", "Mini Sessions", "Corporate Sessions", "Family Portraits", etc.
Once you've created a Session Type, you may re-use the same Session Type again and again to quickly create as many different Sessions of that type as you'd like.
Navigate to the Session Types area through the main navigation menu by clicking on Booking » Session Types.
There are quite a few different settings available within the Session Types, and we'll run through them all, starting at the top:
Session Type Name - The name that you give the session type will be displayed on your Leads Page, and it will also be used within any general inquiry emails that are sent out. Once a Session has been booked, the specific session's name will be used in emails, etc., in place of the session type name.
Session Type Description - The session type description will also be displayed on your leads page. Use as much detail as needed in order to ensure that your client understands what's included if they schedule a session of this type.
Session Classification - There are two types of sessions that you can create within our system:
- Single - These are individual sessions for specific clients. These types of sessions generally include weddings, corporate events, dances, bat mitzvahs, sporting events, etc.
- Multi - These are sessions created with multiple predefined time-slots, for a variety of your clients to select from. These types of sessions generally include mini sessions, workshops, studio sessions, etc.
Associated Color - The color that you select through this setting will be displayed internally in your session schedule and anywhere else that a session or session type has been selected. It allows you to know at a glance which types of sessions you have coming up.
Visibility - When a prospective client views your leads page each of the session types that you have labeled as being public will be displayed. Session types that are labeled as private, on the other hand, will not be displayed on your leads page, but will only be available through the unique links created for them.
Auto-create Gallery - You can choose whether or not to automatically create a gallery within your Instaproofs account when a session of this type is booked. To enable this setting, select the specific Gallery Type that the gallery should be created as from the drop-down list.
Enable Client Tipping - When client tipping is enabled your clients will be given the opportunity to add a tip to their session fees each time they make a payment.
Client tipping is only available on sessions that require an online payment. The tips that are collected will not be applied towards the session fee itself.
Note: This setting is NOT changeable within the individual sessions.
Session Type Image - This optional image will be displayed across the top of your leads page while the session type is being viewed. A horizontal image will often look nicer than a vertical image within this setting.dd
Contracts & Questionnaires
Inquiry Questionnaire - When a prospective client submits an inquiry through your leads page, this setting will be used to determine which questions they should be asked on the inquiry form. More information about Questionnaires can be found here.
Booking Questionnaire - As your client is filling in the required details to book a session, this setting will be used to determine which questions they should be asked during that process. More information about Questionnaires can be found here.
Booking Contract Template - When a session is booked, a contract can automatically be created for the session using your selected contract template.
Note: This setting acts as a default setting for any newly created Sessions that are associated with this Session Type. The setting can be adjusted directly on the individual sessions as well. More information about Booking Contract Templates can be found here.
Package & Option Details
Offer Multiple Packages or Options - The number of options available for your Session Type is entirely up to you. If you choose to offer more than one option, each of the settings described below will be asked for each of the options. Additionally, if more than one option is created you'll be asked to give each option a name and a description.
Session Duration - This is the specific amount of time that you anticipate the session to take. Sometimes a session may go a little long or a little short, but this will act as a general guide for your clients as they consider their options.
Break Between Sessions - If you have selected to create a session type with a "multi" classification, you will be asked to select the duration of the break you'd like to have between your sessions. For example, if you are setting up a mini-session and anticipate having several different clients coming in one right after the other, you may want a 10 minute break between each of the sessions to catch your breath and prepare for the next one.
Session Fee - Enter the amount that you'd like to charge for the session.
Session Tax - If you are required to charge sales tax for your sessions, enter the amount of sales that you are required to collect.
Payment Collection Method - There are several different options available to you for collecting the session fees:
- Pay Full Amount Online Upon Booking - Your client will be required to pay the full session amount at the time of booking.
- Retainer Upfront + Online Payment - Your client will pay a specific amount online at the time of booking, and they will be invoiced for the remaining amount to be paid online before the scheduled session date.
- Retainer Upfront + Offline Payment - Your client will be required to pay a specific amount online at the time of booking, and you will collect the remaining amount in-person offline. For example, you may require a small deposit to save a spot in a series of mini sessions and then you might collect the remainder at the time of the session itself.
- Pay Full Amount Offline - Your client will not be billed online. You will need to collect the full session amount in-person.
Retainer Amount - Depending on the payment collection method that you've selected, a setting asking for the specific retainer amount may be displayed. The retainer amount will be the amount that your client is required to pay online at the time of booking.
Note to Client Related to Offline Payment - Depending on the payment collection method that you've selected, you may be prompted to add an "offline payment" note for your clients. This note is displayed during the booking process to help your clients understand when/where you'll be collecting the offline payment.
Deliverables - Describe the specific items (or services) that your clients should expect to receive when this type of session is purchased.
Default Email Settings
Note: All of the email templates, including the default templates for each of the following options, can be found within the Marketing » Email » Email Templates page. To view the default Booking email templates, simply expand the area labeled "Global Default Email Templates" and then scroll down until you see the section labeled "Session Booking Emails."
Inquiry Received - This email is sent as an auto-response when an inquiry is submitted for the Session Type through your leads page.
Request Booking Confirmation - This email is sent to your clients when you request for them to confirm and pay for a session of this type.
Session Booked - This email is sent to your clients immediately after they've completed the booking process for a session of this type.
Payment Due - This is an automated reminder email that's sent to your clients when a balance is due on their session. The reminder email will be sent according the payment reminder schedule found within your booking preferences. If there isn't a balance due, or if the payment is set to be collected offline, no email will be sent.
Session Reminder (3 Days Before) - This email will be sent three days before your client's session is scheduled to happen.
Session Reminder (1 Day Before) - This email will be sent the day before your client's session is scheduled to happen.
Editing a Session Type
When editing a Session Type you can choose to have any current sessions updated when you make those adjustments. By default any current sessions will not be adjusted when you make changes. By checking the Update existing session data? box the package details on any previously-created, though not yet booked, sessions that are associated with this session type will be updated.
* The update only updates the future sessions/session spots, and nothing is updated on Booked sessions.
* If a session has already been reserved, only the name, description, and deliverables will be updated. All pricing info can be adjusted on the individual session spot itself when it's reserved, and we have no way to know whether or not they've previously changed it when they reserved it for their client or whether they want it to be updated.
*The previously created session time slots don't update if you change the individual session spot duration's you will need to remove and re-add the session spots if you want them to be scheduled for different times.
Your clients will be able to view the Session Types that you've defined through your leads page.