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Setting Up Newborn Tracking For A Newborn Photographer


This tutorial provides step by step instructions on how to track when a newborn needs their next photo shoot.

How to Setup New Born Tracking Using The Calendar Type Wizard

Here are the steps to set up the newborn tracking using the calendar type setup wizard. The items that will be set up if you use this option are listed under the Manual setup process below. This option assumes a 3 month newborn follow up process.

  • Click on Calendar
  • Click on Settings
  • Click on Manage Calendar Types button
  • Click the Setup Calendar button for Newborn Photography Calendar in the Calendar Type Setup Wizard
    • If you do not see the calendar type setup wizard click the "Setup Wizard" button at the bottom of the Manage Calendar Types window.
    • Refer to the manual setup steps at the bottom of this tutorial for a breakdown of what the newborn setup wizard does

How to Start Tracking the Newborn

To start the newborn tracking simply create a session on the calendar based on when the newborn will be born or when the newborn has been born.

Pro-Tip: Schedule the session outside of business hours so it doesn't cause a conflict with other scheduled sessions.

If the baby has not been born yet create a session on the calendar using the "Newborn Expected Delivery Date" calendar sub-type for the expected delivery date. When the baby is born switch the calendar sub-type to be "Newborn Delivered Date"

Pro-tip: Always use the calendar sub-type "Newborn Expected Delivery Date" to avoid any situation where there might be a miscarriage or where the baby is stillborn or passes away. You do not want follow up emails going out for any of those situations. By using the calendar sub-type "Newborn Expected Delivery Date" you will avoid any emails being sent until the calendar sub-type has been changed. In addition, if you forget to switch the calendar sub-type to the "Newborn Delivered Date" you will see it on your calendar when that day is reached and you can change it then.

If the baby has already been born create a session on the calendar using the calendar sub-type "Newborn Delivered Date".

To know when to call a client to schedule a follow-up session you can view the event pipelines on the overview page or event pipelines on the "Event/Session Tracking" tab under the calendar. When a pipeline stage deadline is reached it is time to call the client to schedule the session. Once the client has decided whether or not they will schedule a followup you would mark the pipeline stage as completed.

How to Market to Potential Newborn Clients

If you would like to market to a customer before their delivery date then you would do the following steps:

To stop sending marketing emails to a client either change the Calendar Type from "Expected Date" to "Delivered Date" or delete the session.

To market to the client in the future create a tag called "Newborn_<Month>_<Year>" where <Month> is the 3 letter abbreviate for Month and <Year> is the year. For example, Newborn_Oct_2019

How to Manually Setup Newborn Tracking In StudioCloud (Advanced Steps)

The setup wizard step above sets up the items listed below.

This option can be ignored if the setup wizard at the top was used.

  • Create a new calendar type called "Newborn Session Tracking"
    • Create a calendar sub-type called "Newborn Delivered Date"
    • Create another calendar sub-type called "Newborn Expected Delivery Date"
  • Create CloudAlert emails and/or texts for the calendar sub-type "Newborn Delivery Date" that are sent out at the appropriate intervals to the client.
    • For example, emails that are sent out 3 months, 6 months, 9 months, and 1 year after the baby is born. If the emails include a CloudBooking form, the client could book their session directly from the emails.
    • You can also send out the same emails to employees if you need them to be reminded when to make phone calls.
  • Create an event pipeline to have a physical reminder in StudioCloud about following up with a phone call with a client. Make this pipeline stage the default pipeline stage for "Newborn Delivered Date"
    • Here is a breakdown of an example event pipeline for newborn tracking.
      • Pipeline Name: Newborn Tracking
        • Pipeline 1st Stage: Schedule 3 Month Newborn Session
          • Pipeline Stage Deadline: 3 months from when the session was scheduled
        • Pipeline 2nd Stage: Schedule 6 Month Newborn Session
          • Pipeline Stage Deadline 6 months from when the session was scheduled
        • Pipeline 3rd Stage: Schedule 9 Month Newborn Session
          • Pipeline Stage Deadline 9 months from when the session was scheduled
        • Pipeline 4th Stage: Schedule 12 Month Newborn Session
          • Pipeline Stage Deadline 12 months from when the session was scheduled
        • etc.