This guide outlines how we use Virtual Studio Manager to keep track of our Clients and gather important details from them.

There are many more ways to use VSM to communicate and manage your Clients - this guide is simply a suggestion.

Customize your forms, tailor your emails, add new customized emails (Pro Plan only) and develop a system that works best for you.

Your Client

1.    Visits your site
2.    Submits info via a linked or embedded Contact form/Pricing form
3.    Returns to your site
4.    Receives your customized auto-reply email

Basic Plan Members: Since you can not link or embed forms to your website you can add Client’s to your VSM Database via the Client Inbox > Manual Entry Form.   The following steps (after step 2) all apply in the same manner.   If you decide you’d like to link forms directly to your site & send auto-email replies to your Clients, you can upgrade at any time!  Visit your Studio Info tab for account options.

You…

1.    Receive an email update
2.    Login to VSM to view the details
3.    Send your Client a Shooting Day Details (SDD) form to learn more about their project

We recommend…

Giving your Client’s a call as well – let them know that their SDD form is on the way and if they have any questions you’re there to help.

Your Client

1.    Receives your customized email including a link to their SDD form
2.    Enters their email address to access the form and shares information
3.    Submits their form and is sent to a custom Thank You page, or back to your site

You…

1.    Receive an email update letting you know a Client has updated their SDD form
2.    You login to VSM to access the details
3.    Your Calendar is updated to show that the Client has shared details with you
4.    Give them a call and/or send customized emails to set up a time to meet

You…

During the meeting…

Have a copy of their Shooting Plan, which includes all of the details they shared with you via their Shooting Day Details form, on hand & review the details with your Client.

To print a copy of their Shooting Plan, open the Client’s Shooting Day Details form, click on the Shooting Plan link on the top right side of the page, then click on the “Printer Friendly” link & print.

If you have access to a computer during your meeting, you can also make notes directly into their Shooting Day Details form – just be sure not to hide yourself behind the computer. (It may seem impersonal and the purpose of the meeting is to get to know your Client and learn more about their project.  ☺)

If they’d like to Contract you…

Congratulations! Confirm the package and package items they’d like to contract you for and let them know you will send them a customized contract to complete and submit online via email. The Contract will clearly detail everything that is include in the package as well as the shooting locations and their contact information.  Let them know the Contract is dated and due by X date that you will list on their Contract.

Recommendation: We also provide the Client with a paper copy of our Terms & Conditions.  If they have any questions, you can talk through the terms together at the meeting, or send them home with a copy to review.

If you have access to a computer during your meeting, you can create the Contract for your Client and have them complete it on site.

You…

4-6 weeks before the shoot

Send your Client a copy of their Shooting Plan. You can do this very easily via the Client Dashboard simply by selecting the Client, then the “Send Shooting Plan” email action on the bottom of the page.

This will give your Client’s an opportunity to confirm the details you have on record for their shoot. If they have any changes or updates, they can do so via their Shooting Day Details form – which is clearly outlined on their Shooting Plan.

4-weeks before the shoot, or when their balance is due

Send your Client a friendly payment reminder via email. You can do this very easily via the Client Dashboard simply by selecting the Client, then the “Balance Due Reminder” email action on the bottom of the page.

The day before the shoot…

Print a copy of their Shooting Plan & pop it in your camera bag.  You’ll have all of the important details you need on the day of the shoot!

After the shoot…

Upload an image and list a forwarding URL to where you are hosting their images to your Client Gallery!

Attn: Pro Plan Members…

Since you can tailor emails that include data from your Client’s record, you can get creative and generate many templates that will help you save lots of time.  As an example, we created 2 different graphic email newsletters as a custom email! We have one newsletter that we send to “non contracted” Client’s and the other to our Contracted clients! It’s a great way to keep folks interested and up to date with your services.

This is just one way you can creatively use the features within Virtual Studio Manager to streamline your business.  For more details and suggestions, remember to visit the Support Center as well as our Blog regularly.

Have fun & Thanks for taking the time to review this guide!

For your convenience we  include a default set of terms and conditions that you can modify in the Customize > Contract section. The default terms and conditions should not be constructed as legal advice, as they may not apply to your business or within your jurisdiction.

If you have already customized your terms and conditions and want to refer to the default set of terms and conditions, they are as follows:

AGREEMENT:

Accepting this agreement indicates that all parties have read and understand the entirety of this Contract.  The Client agrees to the costs and coverages  listed as well as the terms and conditions below.  The Client(s) indicated on this contract  shall be fully responsible for ensuring that full payment is made pursuant to  the terms of this agreement.

SUPPLYING  INFORMATION:  

The Company requires that  the Client supply the following information: the best possible directions to  & from any & all locations that the Photographer/Videographer is required to be; a timeline of all events that are expected to take place on the shooting day; a  reference list of moments that the Client would like to have captured.

EXCLUSIVE  PHOTOGRAPHER/VIDEOGRAPHER:  

The selected Photographer/Videographer  shall be the exclusive Photographer/Videographer retained by the Client for the purpose of photographing the event.  Family and  friends of the Client shall be permitted to photograph/video record the event as long as  they do not interfere with the Photographers/Videographers duties.

DEPOSIT & PAYMENT:

The Client shall make two payments; the first payment, also referred to as the initial deposit, (to retain the Photographer/Videographer to perform the services specified herein) is due at the signing of the contract.   The second payment of the remaining balance owed is due 30 days  prior to the shooting date, as specified on the front of this Contract.  Any balance over the amount  contracted (i.e. over-time coverage) is payable to the Company prior to the  delivery of any items included in the package/Contract.  

If the Client refuses to pay the final balance due, the Client shall be  in default hereunder and shall pay 10% interest compounded monthly APR on the  unpaid balance until the payment is made in full.

CANCELLATION:

If the Client cancels this Contract before the reserved date, any deposits paid shall be defaulted and  thus retained by the Company in full.   All payments are non-refundable, except as otherwise provided in this  contract.

IF SCHEDULED THROUGH  DINNER:

If the Photographer/Videographer is scheduled  through dinner or for 5 hours or more, a meal should be provided.  If no meal is provided, the Photographer/Videographer  reserves the right to take a reasonable dinner break on Client time.

COPYRIGHT &  REPRODUCTION:

All photographic materials  used shall be the exclusive property of the Company unless otherwise specified  on the cover page of this agreement.   The Company shall own the copyright of all images created and shall  have the exclusive right to make reproductions for the following: Client,  portfolio, self-promotions, contests, art exhibitions, website or for display  within or outside of the studio.  If  the Company desires to make other uses, they may not do so without  first contacting the Client and receiving permission in writing.

FAILURE TO PERFORM. 

If the Photographer/Videographer cannot perform this  Contract due to casualty, fire, act of God, or other cause beyond the control  of the said Photographer/Videographer, then the Company shall return to  the Client all monies paid, but the Company shall have no further liability  with respect to the Contract.  The  limitation on liability shall also apply in the event that the photographic  materials are damaged in processing or otherwise lost or damaged without fault  on part of the Company.  In the event  that the Photographer/Videographer fails to perform for any other reason, the Company shall  not be liable for any amount above this Contract.  In light of such an event, the Company will  offer to re-shoot whatever possible for the Client.

PHOTOGRAPHER/VIDEOGRAPHER:

The Company shall substitute another Photographer/Videographer to capture/record images in the event of the Photographers/Videographers  inability to perform this Contract. In the event of a substitution, the Company warrants that the Photographer/Videographer capturing/recording the images shall be a competent professional who is, at least, of equivalent competence as the photographer/Videographer  retained to perform this Contract. (as stated in the package section of this  contract).

LIMITATION OF  LIABILITY:  

The Client shall not be  liable for any loss or damage suffered by the Photographer/Videographer or assistant through no fault of the Client or Client’s guests. The Client shall not be liable for any loss or damage caused by the Photographer/Videographer or assistant to the shooting  locations or premises, and the Photographer/Videographer and the Company agree to defend and indemnify the Client against any such loss or damage.

RESCHEDULING:  

If the shooting date is rescheduled due to  casualty, fire, act of God, or other cause beyond the control of the Client,  the Company agrees to reasonably accommodate the services mentioned in this Contract on another date, and the Company shall apply all monies paid toward  the services provided on such rescheduled date.

INHERENT QUALITIES:  

Client is aware that color dyes in negatives/film or prints may fade or discolor over time due to inherent  qualities of dyes, and the Client releases the Company from any liability for  any claims whatsoever based upon fading or discoloration due to such inherent  qualities in black & white and color based negatives/films. 

STANDARD PRICE LIST:  

The charges in this Contract are based on the current standard price list at the time of the agreement and signing this contract.  Price lists are adjusted periodically and any orders placed outside of the amount contracted shall be charged at the prices in effect at the time the order is placed.

MISCELLANY:  
This Agreement incorporates the entire understanding of both parties. Any modifications of the Agreement must be in writing and signed by both parties.

Sending Graphic Emails through Virtual Studio Manager!

This guide will teach you how to easily re-create the following graphic email…

TEMPLATE OVERVIEW: Graphic Email Contact Form, Template # 1:

Section 1: Prepare your images
Section 2: Use our online form to create your custom code
Section 3: Copy & paste your code into your VSM Custom Email section!

SECTION 1 : PREPARE YOUR IMAGES

LOGO HEADER

Create an image file to appear on the top of your graphic email. The image dimensions should be 646 x 86.  Upload it to your server and remember the path.  This will replace the following image:

* TIP! We recommend using an image with a transparent background for extra flexibility.

IMAGE BANNER

Create an image file to appear underneath your logo. The image dimensions should be 646 x 260.  Upload the image to your server and remember the path. This will replace the following image:

Please note: If you choose to use different sized images, please remember what the dimensions are so you can replace them in your code. 
 

SECTION 2: CREATE YOUR CUSTOM CODE

CREATING YOUR CODE IS EASY!

Our online form makes it easy for you to create your customized code. To access the form, please copy & paste the following URL into your browser: http://virtualstudiomanager.com/index.php?option=com_form&form_id=10

You’ll have the following options available to customize:

1.    LOGO HEADER
You’ve already prepared & uploaded this image to a server. Please have the URL for the image readily available.

2.    IMAGE BANNER
You’ve already prepared & uploaded this image to a server. Please have the URL for the image readily available.

3.    FORM COLOR
The basic form color is set to white, code ffffff.  You can change the color code to anything you like.

4.    BORDER COLOR
The border color is set to grey, code 666666. You can change the color code to anything you like.

Have the above details readily available, and enter it onto the online form. Once you’ve submitted the form you will receive an email including your custom code!  Now all that’s left is copying & pasting!

SECTION 3: COPY & PASTE YOUR CODE INTO VSM

Now that you received your custom code via email, here's where you copy & paste:

Remember to test your form to ensure everything is working properly!

 The End!  

There are two ways to send your Client a Shooting Day Details form.

You can send your Client their Shooting Day Details from your VSM Inbox.

Simply click on their shooting date and a new window will open with the Client's Shooting Day Details form.  The form is pre-populated with any relevant details the Client has shared with you.  You can also add additional details to any of the text entry areas if needed, then send it to your Client.

To send the form scroll to the bottom of the page and click on the "Send to Client & Client Dashboard" button.

You will then receive a confirmation that your Shooting Day Details from has been sent to your Client, and they will now appear in your Client Dashboard.

Alternatively,  you cal also re-send your Client their Shooting Day Details form from your VSM Client Dashboard.

From your Client Dashboard, select the Client/Client's you'd like to re-send their Shooting Day Details Form to. Then choose the Re-Send Shooting Day Details email from the Action menu on the lower left hand side of your Client Dashboard.

You'll then be taken to a confirmation window confirming the Client/Clients you are sending the email to, along with the email you are sending.

Click send to re-send your Client their Shooting Day Details form.

To manually add a Client to your Inbox, click on the "Manual Entry Form" button on the top right corner of your VSM Inbox.

Your Manual Entry Form will open in a new window. Enter your Client details onto the form (date, name and email address are required entries) and click the "submit" button on the bottom of the form.  You will forward to a confirmation page letting you know that your Client has been added to your VSM Inbox.

Once you've successfully added your Client to your VSM Inbox, they will appear in BOLD.

You can quickly preview their information (along with other Client entries) by scrolling over the small magnifier icon under the "Form Received" Column.

The "Form Received" column will indicate how the Client was entered into your VSM Database.

If a Client submitted a Contact Form linked to your site, it will list as "Contact Us" under the Form Received column.  If a Client submitted a Pricing Form linked to your site, it will list as "Pricing" under the Form Received column. Lastly, if you manually entered a Client into your VSM Database, it will list as "Manual Entry" under the Form Received column.

When you send your Client thier Shooting Day Details form, they will receive an email (that you can customize via the CUSTOMIZE > CUSTOM EMAILS section).  This email will include a link to their Shooting Day Details form.

Here's an example of an email sent to our Clients:

When your Client clicks on the link provided, they forward to a page that asks them to enter their email address in order to gain access to the form.  Please note:  the email address must be entered exactly as it appears in the Client's SDD's form and is case sensitive.

Once they enter their email address, they can enter information into their Shooting Day Details form.

Shooting Day Details forms are customized based on the event type.  If you are sending a Corporate Client their Shooting Day Details Form, the form will list the Company Name and ask for Project Details - rather than list a Bride & Groom's name and ask for Bridal Party information.

Here's an example of a  Shooting Day Details Form for a Wedding:

In this section the Client can share details about their Bridal Party and Family Groups.

In this section, the Client details all of their Shooting Locations, including any particular place(s) they'd like to have their group photographs taken.  Important contact people are also listed, just in case you need to get a hold of someone on the day of the shoot.

In the following section, the Client can suggest photographs for you to capture on the day of the shoot, and share their timeline with you.  The Client's contact informaiton is also listed on the bottom of the form.

Once the Client has submitted their Shooting Day Details form they are taken to your Shooting Day Details - Thank You page (example below) or you have the option of sending them to a specific section on your website.

You will receive an email update letting you know that a Client has just submitted or updated thier Shooting Day Details from. In addition the Client will also be added to your VSM Calendar.

Now that you have a new Client in your Inbox, you can send them a Shooting Day Details Form and send them to your Client Dashboard.

To send your Client their Shooting Day Details form, simply click on their shooting date.

A new window will open with the Client's Shooting Day Details form. The form is pre-populated with any relevant details the Client has shared with you.  You can also add additional details to any of the text entry areas if needed, then send it to your Client.

To send the form scroll to the bottom of the page and click on the "Send to Client & Client Dashboard" button.

Pricing Summary

Now that you've created packages and package items, you can easily view the details in your Pricing Summary.

You can view your pricing summary by selecting the event type on the left hand side.  All of the packages you have created, along with the package items will be displayed for you on the right.  If you need to edit or delete any of the packages, or package items, click the appropriate edit/delete links.

To edit a package, or package item:

• Click on the "edit" link next to the package or item you'd like to adjust.  You'll be forwarded to a page where you can edit your package or package item.  Hit "save when" you are done.

To delete a package, or package item:

• Click on the "delete" link next to the package or item you'd like to delete.

Add Package Items

Now that you've created package, you can add items to them easily.

Step # 1: Select the event type you'd like to add an package item to from the drop down menu on the left side of your screen.

Step # 2: You'll find a drop down menu that will list the packages you have already created for that event type. Choose the package you'd like to add a package item to.

Enter the item name and cost for the item you're adding, then "save".  Please becareful not to use any special symbols, incuding a $, in these fields.

When you have saved an item, the details will appear on the right side of your screen. You can click any of the package items you created and the details will appear on the left side of your screen. You can edit your package details here (remember to save) or delete the item.

To add another package, click on the "Add More Items" button on the bottom of the screen. Select the event type, pick the appropriate package from the drop down menu and enter the package item details.

Build a Package

Updating your Studio Catalog with your package information is the first step to creating your Virtual Studio Manager.

Step # 1: Select the event type you'll be creating package for in the drop down menu.

There are 5 different event types to choose from:  Wedding, Portrait, Party, Performance and Corporate.
If you offer all of the event types, you can create as many packages as you'd like for each event.  If you do not offer all of the event types, simply do not create packages for the event types you do not offer.

Step # 2: Enter the name of your package in the "Package name" field on the left side of the screen.  Please becareful not use any special symbols (,'{|@$&)" as it can cause a conflict with the html.

Briefly describe the package in the  "Describe what is included in this package" section and hit "save".  There is a charater limit of 110 words.   Only list the basics of what is included in this package, as you will have a chance to add items that are linked to this package in the Additonal Items section.

Enter the cost for this package in the "Package cost" section.  Do not add a $ to the cost, VSM will automatically include it for you.

Lastly, save your package and it will list on the right side of your screen.  You can click on any of the packages you have already created, and the details will appear on the left side. You can edit your package details here (remember to save) or delete the package.

6. To add another package, click on the "+ Another Package" link on the left side of the screen.

Client Gallery

A Client Gallery is a great way to easily share links to samples of your work with Clients or potential Clients. You can link your Client Gallery to your website, or keep it private, and only share it with people who have contacted you.

Create a custom header:

• Customize a greeting that appears on the top of your Cleint Gallery page.  There is a limit of 220 characters.

Customize your color scheme:

Select the background color, banner color, font color and font style of your form.

• Click on the colored box and a color picker will appear. Select your color selection from the color picker and your "working form" (on the right side of your screen) will adjust. Use the drop down menu to change the font style of your form.
• If you know the color code for your color selections, simply replace the existing color codes with your custom color code.  Be sure to leave the # sign in front of your color code.
• When you are done customizing your form, click "SAVE".

Preview your customized form:

• Below the "save" button  you will find a link that will allow you to preview your customized form.  This link will open an new window that will display your Client Gallery form.
• To add images to your Client Gallery, click on the "Add images to your Client gallery" button.

Link your Client Gallery to your website:

• Pro Plan members have the option of linking their Client Gallery to their website. You'll find a section on the bottom of the form including a custom URL.  That URL is the code you use to link the form to your website, allowing your site visitors to view a user-friendly display that routes them to more of your work!
  
• If you would rather not link your Client Gallery to your website, you can choose to privately share your Gallery with new leads/Clients that contact you. Simply copy and paste the custom Client Gallery URL and include it in the Contact Form Email Reply/Pricing Form Email Reply or a custom email (in the email body section).

One-Click Communications!

Create custom emails that make following up and communicating details with your Clients, and potential Clients, super easy! Below are the emails available to customize, along with important details on when they are sent to your Clients/new leads.

Contact Form Email Reply

• This email is automatically sent to all users who have submited a Contact form through your website.
  
• You may include a customized subject line, greeting and closing note that includes data from the fields on your contact form in your email.
• You MUST select the email field on your Contact Form in order for this email to be sent to your Client/new lead.
• This email does not apply to Basic Plan Members, or Pro Plan Members who opted NOT to link their customized forms to their website.
  

Pricing Form Email Reply

• This email is automatically sent to all users who have submited a pricing form through your website.
  
• You can include a customized subject line, greeting and closing note that includes data from the fields on your pricing form in your email.
• You MUST select the Mini-Contact Form on your Pricing Form in order for this email to be sent to your Client/new lead.
• This email does not apply to Basic Plan Members, or Pro Plan Members who opted NOT to link their customized forms to their website.

Shooting Day Details

• From your CLIENT DASHBOARD, you can select which Client will receive this email and choose the email from the "ACTION" drop down menu.  You can include a customized subject line, greeting and closing note that includes data from the fields in your database, in the email.
• This email is NOT automatic.
• This feature is available to both Basic and Pro Plan Members.

Shooting Plan:

• From your CLIENT DASHBOARD, you can select which Client will receive this email and choose the email from the "ACTION" drop down menu.  You can include a customized subject line, greeting and closing note that includes data from the fields in your database, in the email.
• This email is NOT automatic.
• This feature is available to both Basic and Pro Plan Members.

Contract Email:

• From your CLIENT DASHBOARD, you can easily create a contract for your Client.  Once you have created a contract, select which Client will receive this email and choose the email from the "ACTION" drop down menu.  You can include a customized subject line, greeting and closing note that includes data from the fields in your database, in the email.
• This email is NOT automatic.
• This feature is available to both Basic and Pro Plan Members.

Contract Confirmation:

• This email is automatically sent to all Clients who have submited a Contract and will contain a PDF copy of the completed contract details, terms and conditions and the electronic signature (name, email address and IP address of the signee).
  
• You can include a customized subject line, greeting and closing note that includes data from the fields in your database, including all details in their submitted contract (package details, cost and term and conditions, etc) in the email.  This email is intended as a receipt of the completed contract for your Client's records.
• This feature is available to both Basic and Pro Plan Members.

Thank You for Meeting:

• From your CLIENT DASHBOARD, you can select which Client will receive this email and choose the email from the "ACTION" drop down menu.  You can include a customized subject line, greeting and closing note that includes data from the fields in your database, in the email.
• This email is NOT automatic.
• This feature is available to both Basic and Pro Plan Members.

Balance Due Email Reminder:

• From your CLIENT DASHBOARD, you can select which Client will receive this email and choose the email from the "ACTION" drop down menu.  You can include a customized subject line, greeting and closing note that includes data from your Client's contract (package details, total cost and balance due), in the email.
• This email is NOT automatic.
• This feature is available to both Basic and Pro Plan Members.

Your Package Items Email:

• From your CLIENT DASHBOARD, you can select which Client will receive this email and choose the email from the "ACTION" drop down menu.  You can include a customized subject line, greeting and closing note that includes data from your database (their address on file), in the email.
• This email is NOT automatic.
• This feature is available to both Basic and Pro Plan Members.

The only emails  that will be sent AUTOMATICALLY are the Contact Form Email Reply, Pricing Form Email Reply and the Contract Confirmation. You can easily control all other emails sent through the CLIENT section of your Virtual Studio Manager, under the CLIENT DASHBOARD menu.

Shooting Day Details

Shooting Day Details help you gather important information about your Client's or potential Client's assignment/event.  All of the information is retained in your database, and you or your  Client can easily refer to it, and update it, when needed.

Create a custom header:

• Customize a greeting that appears on the top of your contract for the Client receiving the Shooting Day Details form.

Customize your color scheme:

Select the background color, banner color, font color and font style of your form.

• Click on the colored box and a color picker will appear. Select your color selection from the color picker and your "working form" (on the right side of your screen) will adjust. Use the drop down menu to change the font style of your form.
• If you know the color code for your color selections, simply replace the existing color codes with your custom color code.  Be sure to leave the # sign in front of your color code.
• When you are done customizing your form, click "SAVE".

Preview your customized form:

• Below the "save" button  you will find a link that will allow you to preview your customized form.  This link will open an new window that will display the Shooting Day Details form you just customized.  This is not an "active" form and you will not be able to use the "submit" button.

Shooting Day Details, Thank you

Once your Client has submitted their Shooting Day Details form, you have the option of sending them back to your website, or having them land on a custom Shooting Day Details, Thank you page.

Create a custom header and greeting:

• Customize a header and greeting that appears on your follow-up thaink you page.  Be sure to include any follow up details that your Client can expect, or should know about.

Insert your image:

• Upload an image that will appear on your Shooting Day Details, Thank you page.  The image size should be 450 x 350.  Click on the "Choose File" button and browse/select from the image you'd like to use.
  
• When you have selected your image click "SAVE".

Preview your customized form:

• Below the "save" button  you will find a link that will allow you to preview your Shooting Day Details, Thank you page.  This link will open an new window that will display your thank you page, including the image and greeting you entered.  This is the form, as your users would see it.

Return the Client back to your website:

You have the option of sending your Client back to your website, instead of your Shooting Day Details, Thank you page.

• If you would prefer to send your Client back to your website, simply select the check box next to the "Send Client to my website" on the bottom of the page and  enter the complete URL (including http://) where you would like your Client to be sent. 
  
• Remember to hit "SAVE".

Contract

Easily create Contracts for your Clients to complete online!

Create a custom header:

• Customize a greeting that appears on the top of your contract for the contract recipient.
  

Customize your color scheme:

Select the background color, banner color, font color and font style of your form.

• Click on the colored box and a color picker will appear. Select your color selection from the color picker and your "working form" (on the right side of your screen) will adjust. Use the drop down menu to change the font style of your form.
• If you know the color code for your color selections, simply replace the existing color codes with your custom color code.  Be sure to leave the # sign in front of your color code.
• When you are done customizing your form, click "SAVE".

Preview your customized form:

• Below the "save" button  you will find a link that will allow you to preview your customized form.  This link will open an new window that will display the form you just customized.  This is not an "active" form and you will not be able to use the "submit" button.

Terms and Conditions

Set the Terms and Conditions for your Contract.

Update your terms:

• On the right side of your screen you will see a default set of terms and conditions listed.  You have the opition of using these terms and conditions, editting these terms and conditions, or simply deleting them and adding your own terms and conditions to your contract.**Please note that your
  
• When you are done adding/customizing your terms and conditions, click "SAVE".

Preview your customized form:

• Below the "save" button  you will find a link that will allow you to preview your customized contract.  This link will open an new window that will display your contract,  including your terms and conditions.  This is not an "active" form and you will not be able to use the "submit" button.

Please Note: The default terms and conditions should not be constructed as legal advice. The terms and conditions may not apply to your business or within your jurisdiction. Please consult with an attorney.

Contract Confirmation

Once your Client has submitted your Contract, you have the option of sending them back to your website, or having them land on a custom Contract Confirmation page.

Create a custom header and greeting:

• Customize a header and greeting that appears on your contract confirmation page.  Be sure to include any follow up details that your Client can expect, or should know about.

Insert your image:

• Upload an image that will appear on your contract confirmation page.  The image size should be 450 x 350.  Click on the "Choose File" button and browse/select from the image you'd like to use.
  
• When you have selected your image click "SAVE".

Preview your customized form:

• Below the "save" button  you will find a link that will allow you to preview your contract confirmation.  This link will open an new window that will display your confirmation page, including the image and greeting you entered.  This is the form, as your users would see it.

Return the Client back to your website:

You have the option of sending your Client back to your website, instead of your contract confirmation page.

• If you would prefer to send your Client back to your website, simply select the check box next to the "Send Client to my website" on the bottom of the page and  enter the complete URL (including http://) where you would like your Client to be sent. 
  
• Remember to hit "SAVE".

Pricing Form:

Create a Pricing Form that you can link to your website that allows visitors to create packages online and receive a custom quote immediately.

Creating titles and subtitles:

• Enter a title for your form and include a subtitle (limited to 55 characters) to appear underneath.  These are both optionial fields, but offer you a chance to explain the form, or greet your users.  You may select and/or deselect either option and the adjustments will appear on your "working form" (on the right side of your screen).

  Example:  For the title section of the form you can enter "Create a Custom Quote" and for the subtitle section, you can enter "Receive a quote for your package instantly!"

Select your default event type:

• You can choose which event type you would like to appear first on your form. The "wedding" event type is the auto-default, unless you select otherwise.

  When a user selects from the event types listed in the drop down menu, the appropriate contact fields will populate automatically.  For example:  If the user selects "wedding" as their event type, "brides name" and "grooms name" will appear as entry fields.  If the users selects "corporate" as their event type, "contact person" and "company name" will appear as the entry fields.

Select fields to include:

You have the option of including the "Total Cost" on your pricing form or not.  Some photographers/videographers perfer to keep their pricing cofidential, and receiving a pricing form or contact forms allows you to initiate a conversation with the potential client.

Another option to consider, is the amount of time you may have to customer service a potential client who may not be in your price range.  In either case, you can modify your pricing form to suite the needs of your business.

You also have the option of including a "Mini-Contact Form" on the bottom of your pricing form.  This is extremely helpful, if you would like to learn more about their plans, and include their information in your VSM CLIENT INBOX. The fields included in your Mini-Contact Form are:

• CONTACT PERSON 1: This field adjusts based on the event type selected. For example: If the event type is "wedding" the Contact Person 1 field lists "brides name".
• CONTACT PERSON 2: This field adjusts based on the event type selected. For example: If the event type is "wedding" the Contact Person 2 field lists "grooms name".
• PHONE: The user will enter thier phone number
• EMAIL ADDRESS: The user will enter thier email address
• HOW DID YOU FIND US: A drop down menu pulling from the options you listed on your contact form will appear.

Customize your color scheme:

Select the background color, banner color, font color and font style of your form.

• Click on the colored box and a color picker will appear. Select your color selection from the color picker and your "working form" (on the right side of your screen) will adjust. Use the drop down menu to change the font style of your form.
• If you know the color code for your color selections, simply replace the existing color codes with your custom color code.  Be sure to leave the # sign in front of your color code.
• When you are done customizing your form, click "SAVE".

Preview your customized form:

• Below the "save" button  you will find a link that will allow you to preview your customized form.  This link will open an new window that will display the form you just customized.  This is not an "active" form and you will not be able to use the "submit" button.

Link your Contact Form to your website:

• Pro Plan members have the option of linking their customized form to their website. You'll find a section on the bottom of the form including a custom URL.  That URL is the code you use to link the form to your website, allowing your site visitors to send their information directly to your Virtual Studio Manager!
  
• Basic and Pro Plan members can fully utilize Virtual Studio Manager and streamline thier business without linking the contact and/or pricing form to their website. Instead, simply make a "manual entry" (via the CLIENT section, in the INBOX of your VSM) and enter your new lead/Client details there.  From there, you can keep track of their contact information, package details, shooting day details and send them custom emails, contracts and more.

Your Virtual Studio Manger needs to know your basic Studio Information before getting started.

When you first log into VSM you'll land in the STUDIO INFO > Studio & Account Information section.  From there, you want to fill in your Studio contact information, and upload your logo.

This step will take you about 2 minutes.

Watch the Video Tutorial

Creating your Pricing Catalog is simple!

In order to create a Contract, use your Manual Entry Form and/or Pricing Form, you'll need to create your Pricing Catalog. You can do this very easily under STUDIO INFO > STUDIO CATALOG

From there you'll have the following 3 sections: Package Pricing, Additional Items and Pricing Summary.

Package Pricing

Step 1: Select the event type from the drop down menu.

Step 2: Enter a name, brief description and package cost for this package.

Save your package and  it will now appear on the right hand side under "Your Packages". To create more packages click the "add another" button and repeat.

Additional Items:

Step 1: Select the event type from the drop down menu.

Step 2: The packages you've created for the selected event type will automatically appear in the drop down menu.  Select the package you'd like to link the item to, name the item and indicate a price.

Save your item and it will now appear on the right hand side under "Your Additonal Package Items".  To link more items to your packages click the "add another" button and repeat.

Pricing Summary:

Simply select the event type and the pricing details will appear on the right hand side.

This step will take you between 5 - 20 minutes, depending on the number of packages you offer. If you're short on time, try setting up packaging for just one event type.

Watch the Video Tutorial

Customizing your forms and emails will help you communicate with your Clients with the push of a single button!

In order to communicate with your Clients, you need to tell VSM what it should look like, what it should say and where you should send your Clients after they send you information.  This step is essential in properly setting up your database.

If you don't have time available to customize all of the forms, simply visit each form and hit "SAVE".  Remember to hit SAVE for every form and every section, including Steps 1- 2 of the Shooting Day Details form and Steps 1-3 of the Contract.

If you are only saving your forms so that you can manually enter a Client into your VSM, this step will take you about 3 minutes.  You can return to the Customize section of your VSM when you have more time and properly customize the forms to match your branding.

Adding Clients to your Virutal Studio Manager will keep all of your important information in one (happy) place!

Congratulations, you can now add Clients to your VSM Database!  Go to the CLIENT > INBOX section.

Click on the "Manual Entry" button and a new window will appear with the Manual Entry Form.  Enter the details of the Client  you are importing into your database and click submit.  They will now appear in your Client Inbox!

Contact Form:

Pro Plan Members can link their customized Contact Form to their website, allowing thier users to update your Virtual Studio Manager seamlessly!

Select fields to include:

Select the fields you would like to include on your from.  The fields available are located on the left (yellow area) of your screen.  Simply select, or deselect, the appropriate items, and you will see your "working form" (on the right area of your screen) adjust.  The fields available are:

• TITLE: Enter a custom title or greeting for your form
  
• SHOOTING LOCATION: Where the assignment will take place, if selected.
• EMAIL ADDRESS: The user will enter thier email address, if selected.  **Please note - if you do not select the email address field for your contact form a custom email will not be sent to the user **
• PHONE: The user will enter thier phone number, if selected.
• ADDRESS: The user will enter thier address, if selected.
• CITY: The user will enter their city, if selected.
• ZIP: The user will enter their zip code, if selected.
• COMMENTS: The user will have a section to enter comments and/or questions, if selected.
• CUSTOM: This is a custom field that allows you to choose what is asked/needed from the user.
• HOW DID YOU FIND US: This will create a drop down menu with several options that you customize to learn about how the user found you.  You have up to 6 options you can include in your drop down menu.

Customize your color scheme:

Select the background color, banner color, font color and font style of your form.

• Click on the colored box and a color picker will appear. Select your color selection from the color picker and your "working form" (on the right side of your screen) will adjust. Use the drop down menu to change the font style of your form.
• If you know the color code for your color selections, simply replace the existing color codes with your custom color code.  Be sure to leave the # sign in front of your color code.
• When you are done customizing your form, click "SAVE".

Preview your customized form:

• Below the "save" button  you will find a link that will allow you to preview your customized form.  This link will open an new window that will display the form you just customized.  This is not an "active" form and you will not be able to use the "submit" button.

Link your Contact Form to your website:

• Pro Plan members have the option of linking their customized form to their website. You'll find a section on the bottom of the form including a custom URL.  That URL is the code you use to link the form to your website, allowing your site visitors to send their information directly to your Virtual Studio Manager!