As a busy family photographer specializing in mini sessions, I've discovered that the key to running a smooth, successful, and stress-free business lies in mastering automated client communication. Today, I'm sharing my strategies for setting up effective, personalized automated communications using my favorite booking platform, Session. Let's dive into how you can create a seamless client experience from booking to delivery, all while saving time and maintaining a personal touch!

Setting Up Your Booking Platform

First things first: Get yourself signed up for Session! This platform is an absolute game changer for running a high-volume mini session event!

Create your mini session booking page - including dates, times, locations, what’s included and all the details of the event.
Set up your branding elements (logo, website link) for a cohesive look.
Ensure your bank account is linked so you can get paid! Then, set up your mini session invoicing for an easy and automated client booking experience.

Pro Tip: Take time to familiarize yourself with all the features available with Session! They are constantly adding new features - such as client galleries which just launched this month!

Crafting Your Automated Emails

Now, let's look at the key emails you should set up in your automated workflow:

Booking Confirmation

This email is sent immediately after a client books a session:

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Subject: Your Mini Session is Confirmed! Hi [Client Name], Thank you for booking a mini session with [Your Studio Name]! I'm thrilled to capture some beautiful moments with your family. Your session details: - Date: [Date] - Time: [Time] - Location: [Location] - Package: [Package Details] What's next? 1. Check over these details to make sure everything looks correct! 2. Mark your calendar for our session date. 3. Start planning your outfits! For tips, check out my style guide: [Link to Style Guide] If you have any questions before our session, feel free to reply to this email. I can't wait to meet you and your family! Best, [Your Name]

Payment Reminder (if applicable)

If you decide to allow split payments or deposits (Session does this) set up a reminder email:

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Subject: Reminder: Complete Your Mini Session Payment Hi [Client Name], This is a friendly reminder that the remaining balance of [Amount] for your upcoming mini session is due by [Due Date]. To complete your payment, please click here: [Payment Link] If you have any questions about your payment, please don't hesitate to reach out. Looking forward to our session! Best, [Your Name]

Pre-Session Preparation

Schedule this email to go out 3-5 days before the session:

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Subject: Getting Ready for Your Mini Session! Hi [Client Name], Your mini session is just around the corner, and I'm so excited! Here's everything you need to know to prepare: 1. Session Details: - Date: [Date] - Time: [Time] - Location: [Location with link to map] - What to bring: [Any specific items] 2. Outfit Tips: [Brief guidelines or link to your style guide] 3. Weather Plan: [Any contingency plans for weather] 4. Questions or Concerns? Reply to this email, and I'll get back to you ASAP. See you soon! [Your Name]

Day-Before Reminder

A quick, automated reminder the day before helps clients feel prepared:

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Subject: Your Mini Session is Tomorrow! Hi [Client Name], Just a friendly reminder about our mini session tomorrow: - Date: [Date] - Time: [Time] - Location: [Location with brief meet up directions] - Weather forecast: [Brief weather info] If you need to reach me urgently, my phone number is [Your Phone Number]. Can't wait to see you! [Your Name]

Post-Session Thank You

Set this to send automatically the day after the session ends:

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Subject: Thank You for a Great Mini Session! Hi [Client Name], Thank you for a wonderful mini session today! It was a pleasure working with you and your family. What's next? - Your online gallery will be ready within [Timeframe, e.g., 2 weeks]. - You'll receive an email with a link to view and download your images. In the meantime, I would love if you could leave me a review [Link Google Business Page / Facebook / Place for a Review]! If you have any questions, feel free to reach out. Best, [Your Name]

Gallery Delivery

When your images are ready, most booking platforms (depending on your gallery host) can trigger this email automatically:

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Subject: Your Mini Session Gallery is Ready! Hi [Client Name], Great news – your mini session gallery is ready! View and download your images here: [Gallery Link] A few reminders: - Your gallery will be available for [Time Period, e.g., 30 days]. - Download and back up your images before [Expiration Date]. - [Any instructions for ordering prints or products, if applicable] I hope you love your photos as much as I do! Best, [Your Name]

Adding a Personal Touch to Automated Emails

While automation saves time, it's important to maintain a personal connection with your clients. Here are some tips:

Use merge fields to personalize emails with client names and session details.
Inject your brand personality into your email copy.
Include links to helpful resources like your blog posts or style guides. My clients love when I send them style guides!
Set up your email signature to include your photo and social media links.

A few more thoughts…

Automating your client communications for mini sessions can dramatically improve your efficiency and provide a consistent, professional experience for your clients. By carefully crafting your email templates and utilizing the features of Session, you can create a communication workflow that feels personal and attentive, all while saving you valuable time.

Remember, the goal of automation is not to remove the personal touch from your business, but to handle routine communications efficiently so you can focus on what you do best – creating beautiful images for your clients.

Do you have any tips for balancing automation with personal connection in your photography business? Share them in the comments below!