Hi there,
Hope your June is going well. Before the busy fall season kicks in, it's worth thinking about how you'll manage picture day. It runs on emails - booking confirmations, roster requests, reminders, and follow-ups. The studios who automate save their team hours every week.
This month we look at the 5 emails every studio should be sending on autopilot in ScheduLink, plus new features and fixes worth your time. Let's dive in. 👇
1. Booking Confirmation
The day a school confirms the date, they get an email locking in the details. Date, time, contacts, what to expect. Without it, you end up on a call three weeks later answering "wait, when is this happening again?"
ScheduLink sends this the moment you mark the booking as confirmed.
2. Roster Request
Weeks before the shoot, the school gets a secure form to upload their student roster. If they miss the deadline, reminders go out automatically. Without it, you're chasing the secretary the week of the shoot, hoping the file shows up.
ScheduLink sends this based on the number of days you set before the shoot.
3. Photo Day Reminder
A couple of days before the shoot, the school gets a final confirmation. Time, location, contacts, anything specific to that shoot. Without it, you're getting "wait, you're coming today?" phone calls the morning of.
ScheduLink pulls the event details and sends this automatically a few days before the shoot.
4. Day-After Follow-up
The day after the shoot, the school gets a follow-up email. It asks how things went on their side, shares what's coming next, and gives them a timeline they can pass along to parents. Without it, you miss critical feedback - catching issues early means they don't repeat at the next school.
ScheduLink sends this the day after the shoot.
5. Galleries Are Ready
The moment your team marks that galleries are complete, the school gets an email letting them know. Without it, they're left guessing when photos will be live, and parents start calling. A quick note closes that loop.
ScheduLink sends this the moment your team marks the galleries as complete.
Schedule these emails now to run your fall season on autopilot.
If you'd like a hand getting it set up, schedule a call with us.
Shipped this month
Generate PDF job cards Hit "Generate PDF" on any event page and ScheduLink builds a job card with everything your photographer needs for the day - event details, contacts, staff assigned, and additional notes. Print it, hand it over, done. No more pulling details from three different places before a shoot.
Default values on custom fields Set a default value on any custom field in a template and every new record built from it carries that value automatically. Update the default later and it applies to existing records too - unless you've already changed that field manually on a specific record.
Unarchive contacts and employees Brought back a seasonal shooter or a contact who came back to work at a school? On the contacts or employees tab, click the archived option on the filter sidebar to see archived records. Open a record and click Unarchive in the menu. They're back exactly as you left them.
Go-to date on the Schedule Calendar The employee schedule calendar now has a calendar icon button next to the date on the top bar. Click it, pick a date, jump straight there.
Templates moved to their own menu Templates now have their own spot in the navigation instead of being buried under Setup. If you've ever spent 30 seconds hunting for them, you'll appreciate this one.
Form preview Before you send a form to a school, you can now preview it exactly as they'll see it. No more sending a test submission to yourself just to check how it looks.
New form confirmation page When a school submits a form, they now land on a clean confirmation page - not schedulink.io. It's a small thing, but it makes the whole experience feel more professional on their end.
Email and OTP page redesign The form invite email and one-time password page now show your studio logo instead of ours. Cleaner look, white background, updated copy. Your brand is front and center when schools interact with your forms.
Bugs Fixed
Remember me actually remembers you Checking the box on the login page now keeps you logged in for a full week. It was logging people out earlier. That's fixed.
Line breaks respected across forms, email templates, and calendars If you write across multiple lines in form instructions, custom fields used in email templates, or event details synced to Google/Outlook Calendar, the line breaks now carry through. Before, everything ran together into one block of text.
Reassigning a task in progress now sends notifications When you reassign a task that's “In Progress”, the new assignee gets the email and in-app notification immediately. No more manually telling someone they've been handed something.
Event CSV downloads respect your filters Exporting a CSV now gives you exactly what's on screen - not everything in the system regardless of what you filtered.
Tasks move back to their original status when un-cancelling an event Restoring a cancelled event now moves its tasks back to the right status based on the conditions met. Before, they stayed stuck as completed even after the event was reinstated.
Tag colors show on main tables If you've assigned colors to your tags, they now display correctly across your main tables - not just inside individual records.
Save as Draft keeps schools on the form When a school clicks Save as Draft, they now stay on the form and see a saved confirmation, instead of being sent to the submission page as if they'd submitted.
Custom fields section hides when empty on forms If a form template has no custom fields, the section doesn't show up at all. No empty space, no confusion for the school filling it out.
"Employee to Notify" field stays saved on form templates Your selection now sticks after saving. Before, you had to refresh the page to see the employee to notify. That's fixed.
Can't resubmit a form using the back button After a school submits a form, hitting the browser back button no longer lets them overwrite their original submission.