Checklist – Ordering Session CHECKLIST - ORDERING SESSION THIS IS THE CHECKLIST FORM SO WE MAKE SURE WE DO EACH STEP DURING THE ORDERING SESSION. HiddenAirTable ID Today's Date MM slash DD slash YYYY Client's Name (mom) First Last Mom's Email Address GOAL - OVERVIEW OF ALL STEPSTHIS ORDERING SESSION ISCHECK the appropriate option below so the correct fields will show in the form! IN PERSON OVER ZOOM HiddenSHORT CHEAT SHEET OF CHECKOUT IN PERSONThis is a SHORT CHEAT SHEET. For DETAILS, go below to COMPLETE THE PROSELECT ORDER. Hold the Ordering Session BEFORE GIVING THE TOTAL DUE, MANUALLY ADD 3.5% ON ORDER AMOUNT THROUGH AN ORDER ADJUSTMENT. Collect CLIENTS' PAYMENT or DOWN PAYMENT - Use bitly link from Airtable under "Ordering Payment Link" PHYSICALLY PRINT Proselect Invoice and HAVE BOTH CLIENTS SIGN IT. Set it aside to be copied. ALSO PRINT TO PDF - Print Proselect Invoice to PDF and save to Client's folder. Have Client SIGN ONLINE ORDERING SESSION AGREEMENT. - Use bitly link from Airtable under "Ordering Agreement Link." Do a Save and Continue on the form and EMAIL TO MINDY'S EMAIL ADDRESS. Have CLIENTS sign on iPad. Once it's been signed and submitted and comes back to [email protected] on iPad, PHYSICALLY PRINT SIGNED ORDERING SESSION AGREEMENT. JEANNIE - PREPARE JOURNALING KIT AND COPY SIGNED INVOICES/ORDERING SESSION AGREEMENT Jeannie leaves OS room with PRINTED SIGNED Proselect invoice and PRINTED SIGNED Ordering Agreement Make a COPY of the SIGNED Proselect invoice. (KEEP original signed one!) Put COPY of that and the printed copy of SIGNED Ordering Agreement into an ENVELOPE. Put together JOURNALING KIT Hand write the Authenticity #s to the CERTIFICATES OF AUTHENTICITY - using the Proselect invoice. Make sure there are the right number of black letter holders. Include the envelope with the invoice and agreement in the journaling kit folder. Return to OS ROOM with Journaling Kit MINDY - Ask client for VIDEO/ZOOM TESTIMONIAL. AFTER CLIENTS LEAVE Export Production Package for Retoucher. Upload Store Credit Receipt if client used SYNCHRONY Print the PACKING SLIP PDF Export Collection Layout Save the Best Family Photo for a Thank You card sent IMMEDIATELY after the Ordering Session Upload the client's Proselect album to the GDRIVE using the GDRIVE LINK Check the Send ThankYou card box in Airtable. Complete and Submit the Internal Ordering Session Form - Use bitly link from Airtable under "Ordering Session Link" HiddenSHORT CHEAT SHEET OF CHECKOUT OVER ZOOMThis is a SHORT CHEAT SHEET. For DETAILS, go below to COMPLETE THE PROSELECT ORDER. STUDIO'S ORDERING SESSION ZOOM LINK - https://bit.ly/32cihAc NOTE: USE THE ACUITY LINK THAT IS INSIDE THE GOOGLE CALENDAR APPOINTMENT FOR THE CLIENT'S ORDERING SESSION Hold the Ordering Session BEFORE GIVING THE TOTAL DUE, MANUALLY ADD 3.5% ON ORDER AMOUNT THROUGH AN ORDER ADJUSTMENT. Collect CLIENTS' PAYMENT or DOWN PAYMENT - Use bitly link from Airtable SALES PERSONS VIEW under "Ordering Payment Link" for THIS photoshoot PRINT PROSELECT INVOICE TO PDF - Print Proselect Invoice to PDF and save to Client's folder. Have Client SIGN ONLINE ORDERING SESSION AGREEMENT. - Use bitly link from Airtable under "Ordering Agreement Link." Do a Save and Continue on the form and EMAIL TO CLIENT'S EMAIL ADDRESS. Verify that client CAN access that email address from where they are. Once it's been signed and submitted, verify that it comes back to [email protected] on iPad. MINDY - Ask client for VIDEO/ZOOM TESTIMONIAL. AFTER CLIENTS LEAVE Export Production Package for Retoucher. Upload Store Credit Receipt if client used SYNCHRONY Print the PACKING SLIP PDF Export Collection Layout Save the Best Family Photo for a Thank You card sent IMMEDIATELY after the Ordering Session Upload the client's Proselect album to the GDRIVE using the GDRIVE LINK Check the Send ThankYou card box in Airtable. Complete and Submit the Internal Ordering Session Form - Use bitly link from Airtable under "Ordering Session Link" Put together JOURNALING KIT so it can be mailed Hand write the Authenticity #s to the CERTIFICATES OF AUTHENTICITY - using the Proselect invoice. Make sure there are the right number of black letter holders. Include printed COPY of Order PDF and printed COPY of SIGNED Ordering Agreement in an envelope, in Journaling Kit COMPLETE THE PROSELECT ORDERDOUBLECHECK PROSELECT INVOICEIs everything included in the PROSELECT INVOICE that should be? DOUBLECHECK THESE THINGS AND CHECK OFF TO SHOW EACH IS DONE WHEN EVERYTHING THAT THE CLIENT WANTS HAS BEEN ADDED TO THE CART "It will just take me a moment to write this up and get everything typed in the computer." If the CART is not open, then click on ORDERS, then REVIEW ORDERS to open the CART. RETOUCHING: Click on the RETOUCHING item in the Cart, and then on the CHANGE button. Change the Quantity of 1 to the NUMBER OF IMAGES ORDERED. (Did they order 10 images, 20 images? Not products; images.) CASH TO SPEND/CREDITS/DISCOUNTS: Click on ADD ORDER ADJUSTMENT, and add any CASH TO SPEND or other CREDITS or DISCOUNTS to the Cart. If there are multiple of these, apply them ONE AT A TIME, so that each one is listed separately. HOLDING FEE: Was the Holding Fee swapped for something? If it was, Click on ADD ORDER ADJUSTMENT, and select "Holding Fee swapped" under Select Items. Then click on the ADD ADJUSTMENTS button. Is the Holding Fee being APPLIED to the Order? If so, click on ADD ORDER ADJUSTMENT, and select the applicable "Holding Fee Applied" item under Select Items. Then click on the ADD ADJUSTMENTS button. SHIPPING: Click on the SHIPPING item in the Cart, and then on the CHANGE button. Change the quantity of Shipping from 1 to however many thousands it is. Shipping is $25 per $1000 spent. Do this AFTER the CREDITS/DISCOUNTS ARE APPLIED. Once EVERYTHING is added to Cart, including credits/discounts, ADJUST THE 3.5% LINE ITEM. THE 3.5% LINE ITEM MUST BE THE LAST ITEM IN THE CART, AFTER ANY DISCOUNTS, TO CORRECTLY CALCULATE ON THE ORDER AMOUNT. 1. In the Cart, if the CC PROCESSING FEE 3.5% item is NOT THE LAST ITEM in the Cart, grab it and drag it to the bottom, so that it is the last item. 2. Click on the CC PROCESSING FEE 3.5% item, and then on the CHANGE button. 3. In the bottom right-hand box with the % beside it, type in "-3.5" - this is MINUS 3.5% 4. Hit the % box to the right on the same row as the CC Processing Fee (3.5%) item is. 5. Hit Add Adjustment button. TELL CLIENT THE TOTAL AND DISCUSS PAYMENT OPTIONS - IN PERSON GIVE CLIENT A VERBAL CHOICE OF HOW TO PAY THE INVOICE. "So the total of your order comes to $$$. Just so you know, we are also going to email you a copy." "Our preferred method of payment is Cash or Check. SO VENMO or ZELLE would work. In fact, you save 3.5% by doing so." (Then SHUT UP, so hopefully they will pay by CASH/VENMO/ZELLE or CHECK.) (ALLOW FOR RESPONSE) IF THEY DO FULLY PAY BY CASH/VENMO/ZELLE OR CHECK, REMOVE THE 3.5% AMOUNT FROM THE PROSELECT INVOICE, AND SAY: "Your new total, saving you 3.5%, is $$$." THEN REFER TO THE SECTIONS BELOW FOR INSTRUCTIONS ON WHAT TO DO WITH EACH PAYMENT CHOICE! IF THEY DO NOT WANT TO PAY BY CASH/VENMO/ZELLE OR CHECK, SAY: "We do accept Visa, MasterCard, AMEX. Discover. Which card would you like to use?" (ALLOW FOR RESPONSE.) THEN REFER TO THE SECTIONS BELOW FOR INSTRUCTIONS ON WHAT TO DO WITH EACH PAYMENT CHOICE! IF THERE IS HESITATION ON PAYING THE FULL AMOUNT OR THEY SEEM TO WANT A PAYMENT PLAN, SKIP DOWN TO THE "PAYMENT CHOICE - LAYAWAY PLAN" SECTION OF THIS FORM. TELL CLIENT THE TOTAL AND DISCUSS PAYMENT OPTIONS - BY ZOOM GIVE CLIENT A VERBAL CHOICE OF HOW TO PAY THE INVOICE. "So the total of your order comes to $$$. Just so you know, we are also going to email you a copy." "Our preferred method of payment is CASH. So VENMO or ZELLE would work. In fact, you save 3.5% by doing so." (Then SHUT UP, so hopefully they will pay by CASH via VENMO OR ZELLE.) (ALLOW FOR RESPONSE) IF THEY DO FULLY PAY BY CASH/VENMO/ZELLE, REMOVE THE 3.5% AMOUNT FROM THE PROSELECT INVOICE, AND SAY: "Your new total, saving you 3.5%, is $$$." THEN REFER TO THE SECTIONS BELOW FOR INSTRUCTIONS ON WHAT TO DO WITH EACH PAYMENT CHOICE! IF THEY DO NOT WANT TO PAY BY CASH/VENMO/ZELLE, SAY: "We do accept Visa, MasterCard, AMEX, Discover. Which card would you like to use?" (ALLOW FOR RESPONSE.) THEN REFER TO THE SECTIONS BELOW FOR INSTRUCTIONS ON WHAT TO DO WITH EACH PAYMENT CHOICE! IF THERE IS HESITATION ON PAYING THE FULL AMOUNT OR THEY SEEM TO WANT A PAYMENT PLAN, SKIP DOWN TO THE "PAYMENT CHOICE - LAYAWAY PLAN" SECTION OF THIS FORM. PAYMENT CHOICE - CASH/VENMO/ZELLE - FOR PAYMENT IN FULLNOTE: IF THEY ARE USING CASH FOR THE DOWN PAYMENT BUT ARE DOING LAYAWAY FOR THE REST, REFER TO "LAYAWAY PLAN" BELOW. IF THEY DO FULLY PAY BY CASH/VENMO/ZELLE, REMOVE THE 3.5% AMOUNT FROM THE INVOICE! In the Cart, click on the CC Processing Fee (3.5%) line item, and then click on the DELETE button. When it asks if you want to delete the 1 selected line item, click on YES. SAY THIS: "Your new total, saving you 3.5%, is $$$." Take the CASH/VENMO/ZELLE. Take VENMO to @Mindy-Belcher-1, [email protected] OR [email protected] Take ZELLE to [email protected] SAY THIS AS YOU ARE TAKING PAYMENT TO HELP PREVENT BUYERS REMORSE: "I think it’s amazing that you’re doing this for your family!" "I'll email your receipt" The ORDERING SESSION PAYMENT FORM must be submitted regardless of the method of payment. USE THE BITLY LINK IN THE AIRTABLE VIEW under "Ordering Payment Link" to open the form. In the Ordering Session Payment Form, VERBALLY double check that the NAME and EMAIL ADDRESS are correct. Choose CASH, VENMO or ZELLE under "WHAT METHOD DID THIS CLIENT USE FOR PAYMENT?" Under PORTRAIT ORDER (portion paid), enter the amount of the CASH. Don't fill in anything else. Click on SUBMIT to submit the form. (When this payment form is submitted, the "Ordering Payment Form Completed" BOX will be automatically checked in Airtable.) NEXT, MOVE ON TO THE "THANK THE CLIENT" SECTION OF THIS FORM. PAYMENT CHOICE - CHECK - FOR PAYMENT IN FULLNOTE: IF THEY ARE USING A CHECK FOR THE DOWN PAYMENT BUT ARE DOING LAYAWAY FOR THE REST, REFER TO "LAYAWAY PLAN" BELOW. IF THEY DO FULLY PAY BY CHECK, REMOVE THE 3.5% AMOUNT FROM THE INVOICE! In the Cart, click on the CC Processing Fee (3.5%) line item, and then click on the DELETE button. When it asks if you want to delete the 1 selected line item, click on YES. SAY THIS: "Your new total, saving you 3.5%, is $$$." Take the CHECK. SAY THIS AS YOU ARE TAKING PAYMENT TO HELP PREVENT BUYERS REMORSE: "I think it’s amazing that you’re doing this for your family!" "I'll email your receipt." The ORDERING SESSION PAYMENT FORM must be submitted regardless of the method of payment. USE THE BITLY LINK IN THE AIRTABLE VIEW under "Ordering Payment Link" to open the form. In the Ordering Session Payment Form, VERBALLY double check that the NAME and EMAIL ADDRESS are correct. Choose CHECK under "WHAT METHOD DID THIS CLIENT USE FOR PAYMENT?" Under PORTRAIT ORDER (portion paid), enter the amount of the CHECK. Don't fill in anything else. Click on SUBMIT to submit the form. (When this payment form is submitted, the "Ordering Payment Form Completed" BOX will be automatically checked in Airtable.) NEXT, MOVE ON TO THE "THANK THE CLIENT" SECTION OF THIS FORM. PAYMENT CHOICE - CREDIT CARD - FOR PAYMENT IN FULLNOTE: IF THEY ARE USING A CREDIT CARD FOR THE DOWN PAYMENT BUT ARE DOING LAYAWAY FOR THE REST, REFER TO "PAYMENT CHOICE - LAYAWAY PLAN" BELOW. In the Airtable - Sales Person's View, find this Client's Photoshoot and then: USE THE BITLY LINK IN THE AIRTABLE VIEW under "Ordering Payment Link" to open the form to PROCESS THE PAYMENT. IF THEY ARE PAYING IN FULL WITH A CREDIT CARD, RUN THEIR CREDIT CARD FOR THE TOTAL AMOUNT, including the 3.5%. SAY THIS AS YOU ARE TAKING PAYMENT TO HELP PREVENT BUYERS REMORSE: "I think it’s amazing that you’re doing this for your family!" In the Ordering Session Payment Form, VERBALLY double check that the NAME and EMAIL ADDRESS are correct. Choose CREDIT CARD under "WHAT METHOD DID THIS CLIENT USE FOR PAYMENT?" Under PORTRAIT ORDER (portion paid), enter the amount of the CREDIT CARD payment. Complete the fields regarding credit card number, etc., including the address and phone number. Click on SUBMIT to submit the form. Tell them "You will receive an emailed receipt" - The client is sent a receipt by email from the CC processor. NEXT, MOVE ON TO THE "THANK THE CLIENT" SECTION OF THIS FORM. PAYMENT CHOICE - CREDIT CARD - DOWN PAYMENTNOTE: IF THEY ARE USING A CREDIT CARD FOR THE DOWN PAYMENT BUT ARE DOING LAYAWAY FOR THE REST, REFER TO "PAYMENT CHOICE - LAYAWAY PLAN" BELOW. PAYMENT CHOICE - LAYAWAY PLANHOW TO OFFER A PAYMENT PLAN OFFER A LAYAWAY PLAN: If it helps you breathe, we offer a LAYAWAY PAYMENT PLAN. Would you like to hear more about our options? (ALLOW FOR RESPONSE) It's just between you and me - no credit check. I'm just going to take a card and you and I decide how much each month you're going to pay on that card. It's going to be a set amount, and it will be automatic. And then when that's all paid for, your portraits will be delivered. Does that work for you? Or we could just put it all on a credit card right now and you can have your order in 6 to 8 weeks. (ALLOW FOR RESPONSE.) IF THEY WANT LAYAWAY: How much would you like to put down today? LET THEM REPLY! They may say “half." BUT they MUST put at least 25% down. IF THEY WANT TO PUT DOWN LESS THAN 25%, SAY THIS: We like to try and do 25% down. That would be $$$$ today. (ALLOW FOR RESPONSE.) Okay. So you’re paying $$$$ today. How many payments would you like to break the rest up into? HOPEFULLY, THEY’LL SAY 2 OR 3 OR SOMETHING SHORT-TERM. IF IT’S A LOT OF MONTHS, OR THEY DON’T SEEM SURE, SUGGEST A SHORT-TERM NUMBER: We can break it up into 3, 4, 5 months. Which would you prefer? (ALLOW FOR RESPONSE) We don’t charge interest for our layaway plan. However, we do ask that you provide 2 credit cards for payment plans, a Primary and a Secondary. The Secondary card will only be charged if the Primary card is declined for some reason. (ALLOW FOR RESPONSE) Great! It will just take me a moment to write this up and get everything typed in the computer. LAYAWAY PLAN - DOWNPAYMENT TODAY, AND THE REST OF THE PAYMENTS MONTHLYNOTE: THE DOWNPAYMENT COULD BE BY CASH, CHECK OR CREDIT CARD, BUT IT'S USUALLY BY CREDIT CARD. IF THEY ARE MAKING THE DOWN PAYMENT BY CREDIT CARD: In the Airtable - Sales Person's View, find this Client's Photoshoot and then: USE THE BITLY LINK IN THE AIRTABLE VIEW under "Ordering Payment Link" to open the form to PROCESS THE PAYMENT. RUN THEIR CREDIT CARD FOR THE DOWN PAYMENT AMOUNT. SAY THIS AS YOU ARE TAKING PAYMENT TO HELP PREVENT BUYERS REMORSE: "I think it’s amazing that you’re doing this for your family." In the Ordering Session Payment Form, VERBALLY double check that the NAME and EMAIL ADDRESS are correct. Choose LAYAWAY under "WHAT METHOD DID THIS CLIENT USE FOR PAYMENT?" Under PORTRAIT ORDER (portion paid), enter the amount of TODAY'S DOWNPAYMENT. Complete the fields regarding credit card number, etc., including the address and phone number. Before SUBMITTING the "Ordering Session Payment Form," SCREEN SHOT the CARD NUMBER, EXPIRATION, CARD CODE and ADDRESS! WE NEED THIS INFO so that the Client's order can be put into SHOOTQ and set up on a RECURRING PAYMENT PLAN through ShootQ! Paste it into PAINT. Be DISCREET with this. Click on SUBMIT to submit the form. (When this payment form is submitted, the "Ordering Payment Form Completed" BOX will be automatically checked in Airtable.) NEXT, MOVE ON TO THE "THANK THE CLIENT" SECTION OF THIS FORM. HiddenFINANCING THROUGH SYNCHRONY IS NOT CURRENTLY BEING OFFERED(IF WE ADD IN HOUSE FINANCING OTHER THAN LAYAWAY, ADD THE HOW TO PART HERE)THANK THE CLIENTTHANK CLIENT FOR PAYMENT AFTER THE PAYMENT HAS BEEN MADE, SAY THIS: Great! You will get an EMAILED RECEIPT for that. First off, THANK YOU, (Julie). I know this was an investment for you. It makes a difference to me too. This is how we live, and this is how we pay our team. I really, really appreciate it. HiddenPORTRAIT RENEWAL - THIS IS IN THE SALES MANUAL, SALES SCRIPT!!!!!!IF WE ARE GIVING THEM A "PORTRAIT RENEWAL," MENTION IT NOW AND ADD IT TO THE CART. IN GENERAL, WITH LOVE/SPECIAL EVENT CLIENTS DO NOT RECEIVE A PORTRAIT RENEWAL. In the CART, click on the ADD ORDER ADJUSTMENT button. Under Ordering Adjustments, select the appropriate PORTRAIT RENEWAL line item from the drop-down. Click on the ADD ADJUSTMENTS button. READ THE PRODUCTS TO THEM FROM THE PROSELECT INVOICE/CART - IN PERSON SAY THIS: "So let me just review your order quickly." READ ALOUD the ORDERED PRODUCTS to them. DO NOT verbalize or point out any prices. When you are reading the products, pull the emotion back in when you talk about the individual portraits or collections. SAY THIS, OR SIMILAR: "You chose a gorgeous family portrait in (XX) size. That is going to look amazing in your home!" SAY SOMETHING SIMILAR WITH ANY OTHER WALL ART PIECES "You also chose the Portrait Box (or whatever they chose). I know you're going to love having that Portrait Box and showing off those portraits!" CONTINUE DESCRIBING THE PRODUCTS THEY ORDERED DISCOUNTS/CREDITS GIVEN - MENTION THESE, BUT DO NOT SAY THE AMOUNTS. "Your Wall Art Credit was applied to your order," etc. "Your portraits will be DROP SHIPPED to you." GUARANTEE AND NON-CANCELLATION POLICY, SAY THIS "We are going to start work on your portraits IMMEDIATELY." "All work is 100% GUARANTEED and the Studio will do any correction necessary until you are completely satisfied." "This is a FINAL and CUSTOM order that CANNOT be REFUNDED, CANCELLED, REDUCED or CHANGED." "Okay. Give me a second to print this up." READ THE PRODUCTS TO THEM FROM THE PROSELECT INVOICE/CART - BY ZOOM SAY THIS: "So let me just review your order quickly." READ ALOUD the ORDERED PRODUCTS to them. DO NOT verbalize or point out any prices. FOR WITH LOVE PACKAGES, DON'T MENTION THE AMOUNT OF THE PACKAGE. REMIND THEM OF THE PORTRAITS/PRODUCTS THEY CHOSE. When you are reading the products, pull the emotion back in when you talk about the individual portraits or collections. SAY THIS, OR SIMILAR: "You chose a gorgeous family portrait in (XX) size. That is going to look amazing in your home!" SAY SOMETHING SIMILAR WITH ANY OTHER WALL ART PIECES "You also chose the Portrait Box (or whatever they chose). I know you're going to love having that Portrait Box and showing off those portraits!" CONTINUE DESCRIBING THE PRODUCTS THEY ORDERED DISCOUNTS/CREDITS GIVEN - MENTION THESE, BUT DO NOT SAY THE AMOUNTS. "Your Wall Art Credit was applied to your order," etc. "Your portraits will be DROP SHIPPED to you." GUARANTEE AND NON-CANCELLATION POLICY, SAY THIS "We are going to start work on your portraits IMMEDIATELY." "All work is 100% GUARANTEED and the Studio will do any correction necessary until I am completely satisfied." "This is a FINAL and CUSTOM order that CANNOT be REFUNDED, CANCELLED, REDUCED or CHANGED." "Okay. Give me a second to print this up." PRINT PHYSICAL COPY OF PROSELECT INVOICE TO BE SIGNED BY CLIENTS PRINT A PHYSICAL COPY OF THE INVOICE TO BE SIGNED BY THE CLIENTS. GO TO CART PRINT ORDER Under PAGE LAYOUT, check these boxes: Print Title Line, Include Date Include Album Name Each Client on new page Append this Message: 2-I agree that the above order is correct_03302021 Under PRICES, check these boxes: Print Item Prices Print Total Prices, Include Total Savings PAGE SETUP CHANGE THE ORIENTATION TO LANDSCAPE CHOOSE Xerox Phaser 3260 and PRINT HAND MINDY the printout so she can review it with the clients and have CLIENTS SIGN IT. PRINT PROSELECT INVOICE TO PDF PRINT PROSELECT INVOICE TO PDF. It will be added to the Ordering Session Agreement in the next step. GO TO CART PRINT ORDER Under PAGE LAYOUT, check these boxes: Print Title Line, Include Date Include Album Name Each Client on new page Append this Message: 2-I agree that the above order is correct_03302021 Under PRICES, check these boxes: Print Item Prices Print Total Prices, Include Total Savings Go to PAGE SETUP CHANGE THE ORIENTATION TO LANDSCAPE CHOOSE PRIMO PDF (SAVE THE PDF TO THE CLIENT'S FOLDER ON THE ORDERING COMPUTER) THE PDF WILL BE AUTOMATICALLY NAMED "PLACE ORDER" ADD FAMILY NAME AND THE DATE. EXAMPLE: FLOOD-20201110-ORDER.pdf ORDERING SESSION AGREEMENT - GET CLIENT'S SIGNATURECOMPLETE ORDERING SESSION AGREEMENT AND GET IT SIGNED SAY THIS: "Next, I need to get you to sign our Agreement. Let me first verify some information." In the Airtable - Sales Person's View, find this Client's Photoshoot and then: USE THE "ORDERING AGREEMENT LINK" BITLY LINK IN THE AIRTABLE VIEW TO OPEN THE AGREEMENT. In the Form, if the PARTNER'S FIRST and/or LAST NAME are not there, add them. VERBALLY confirm MOM'S EMAIL ADDRESS. SHIPPING defaults to DROPSHIP. Assume order will be dropshipped unless the client specifically asks to PICK IT UP. VERBALLY confirm that CLIENT'S ADDRESS ON FILE is correct. Then ASK: "Is this the address you want your portraits delivered to?" If YES, leave the CLIENT'S DELIVERY ADDRESS, SAME AS PREVIOUS box checked. If NO, uncheck that box and ENTER the NEW DELIVERY ADDRESS in the fields that open up. Directly under ORDER DETAILS "Now, as I mentioned before we are going to start work on your portraits IMMEDIATELY, and this is a FINAL and CUSTOM order that CANNOT be REFUNDED, CANCELLED, REDUCED or CHANGED." "So I'm checking that box in this form. Other boxes in the form will already be checked too, regarding the Guarantee, etc." Under CLIENT ORDER ATTACHED, click on SELECT FILES to upload the Client's Order PDF. Navigate to the 1-Portrait Sessions folder. Inside that folder, find the Client's folder. Find the PDF with "Order" in the name. Select it and click on the OPEN button to add it to the form. Wait until it loads into the form before moving on. Under CLIENT ORDER, check the box beside SELECT ALL for all "I" statements below that. (DO NOT read these aloud!) For PORTRAIT PROOFS, "You have two choices regarding PORTRAIT PROOFS." and then read the choices. Check the one the client chooses. Fill in the TOTAL ORDER AMOUNT. Under Total Order Amount, enter the TOTAL of their INVOICE, NOT the downpayment amount. Fill in the PAYMENT AMOUNT (This is the amount PAID TODAY) Choose the method of payment under PAID BY If the METHOD OF PAYMENT is CREDIT CARD, check the Select All button that appears after choosing that Method of Payment in the form. IF THE METHOD OF PAYMENT IS "LAYAWAY," MOVE ON TO THE SECTION BELOW NAMED "DOUBLECHECK LAYAWAY PLAN INFO"! IF THE METHOD OF PAYMENT is ANYTHING OTHER THAN LAYAWAY, MOVE ON TO THE SECTION BELOW NAMED "SAVE AND CONTINUE LATER - ORDERING SESSION AGREEMENT." DOUBLECHECK LAYAWAY PLAN INFO IN THE "ORDERING SESSION AGREEMENT"THIS REFERS TO THE "ORDERING SESSION AGREEMENT" FORM. In the ORDERING SESSION AGREEMENT, under METHOD OF PAYMENT, if you choose LAYAWAY here, another series of boxes will drop down. Under Instalments, NO INTEREST, EASY LAYAWAY PAYMENT PLAN, check SELECT ALL for these statements. (DO NOT read these aloud.) Under "Down payment amount paid at time of order," enter the DOWNPAYMENT AMOUNT PAID TODAY. Under "Balance Remaining" - This field auto-calculates and will show the BALANCE DUE AMOUNT AFTER THE DOWNPAYMENT. Under "Last Instalment Odd Amount," enter the amount of the LAST PAYMENT in the layaway plan. Under "Total # Instalments," enter the NUMBER OF PAYMENTS that will be made going forward, EXCLUDING the last odd payment. Under "Instalment Amount" - This field Auto-Calculates and will show the DOLLAR AMOUNT OF THE REST OF THE INSTALLMENT PAYMENTS. Under "Day due each month for automatic Debit," ASK the client WHAT DAY OF THE MONTH THEY WANT THEIR INSTALLMENT TO BE RUN ON THEIR CARD. (Suggest the 15th of the month.) Enter the day of the month they choose. Under "Payment plan start date," choose the date of the first INSTALLMENT payment, NOT today's date, but when the next installment is due. If we are asking for a SECONDARY CARD, check that YES box, and then enter the Secondary Card info there. MOVE ON TO THE SECTION BELOW NAMED "SAVE AND CONTINUE LATER - ORDERING SESSION AGREEMENT." SAVE AND CONTINUE LATER - ORDERING SESSION AGREEMENT - IN PERSON Choose Save and Continue Later at the bottom of the ORDERING SESSION AGREEMENT. AFTER you click on the Save and Continue Later button, a new window will open with the Save and Continue LINK. DO NOT CLOSE THIS WINDOW! IN-PERSON INSTRUCTIONS In the Save and Continue Later WINDOW of the Ordering Session Agreement, put in [email protected] as the EMAIL ADDRESS, and hit the SEND LINK button. Pull up the emailed LINK ON THE IPAD. Hand the IPad to the client and say: "Take all the time you need to read it before initialing and signing." Once they have INITIALED and SIGNED IT, take the iPad back, and check that they signed, and then hit the SUBMIT button. "Okay, great, this will send a copy to you and to me." After the form has been SUBMITTED, confirm that [email protected] is emailed a SUBMISSION FORM with the SIGNATURES showing at the bottom. Once it's been signed and submitted and comes back to [email protected] on iPad, PHYSICALLY PRINT SIGNED ORDERING SESSION AGREEMENT from the iPad to Xerox Phaser 3260. SAVE AND CONTINUE LATER - ORDERING SESSION AGREEMENT - BY ZOOM Choose Save and Continue Later at the bottom of the ORDERING SESSION AGREEMENT. AFTER you click on the Save and Continue Later button, a new window will open with the Save and Continue LINK. DO NOT CLOSE THIS WINDOW! "So let me just send this to you for your signature." ZOOM INSTRUCTIONS FIRST, ARE THE WIFE AND HUSBAND IN SEPARATE LOCATIONS? IF YES, WHOSE CREDIT CARD WAS USED FOR THE PURCHASE? IF IT WAS THE WIFE'S, SEND THIS TEXT TO HER! IF IT WAS THE HUSBAND'S, SEND THIS TEXT TO HIM! Open JustCall Dashboard. In JustCall, choose the SMS & MMS tab. Choose the Inbox for MAIN PHONE NUMBER. Click on the COMPOSE button beside "Inbox." In the Compose Message window, under To, choose Number. Enter the Primary Phone (FOR WIFE) OR Dad Phone (FOR HUSBAND) in this field. (Get the number from Airtable - Sales Person's View.) IF THE DAD'S CARD WAS USED AND THERE IS NO DAD PHONE SHOWN, ASK FOR THE DAD'S CELL NUMBER. In the Compose Message window, under Body, click on the Saved Reply button and click on the template named Ordering_Session_Agreement to add it to the Body of the message. Select and COPY the Save and Continue Later link from the Ordering Session Agreement window. PASTE in the Save and Continue Link for the Ordering Session Agreement at the end of the message in the Body for the SMS. Hit the SEND button to send the SMS/Text message. In the Save and Continue Later WINDOW of the Ordering Session Agreement, AGAIN IF WIFE AND HUSBAND ARE IN DIFFERENT LOCATIONS, put in the THE EMAIL ADDRESS OF THE PERSON WHOSE CARD WAS USED TO PAY, and hit the SEND LINK button. (Get the email from Airtable - Sales Person's View, PRIMARY PHONE for Mom/Wife or DAD PHONE for Dad/Husband.) IF THE DAD'S CARD WAS USED AND THERE IS NO DAD EMAIL SHOWN, ASK FOR THE DAD'S EMAIL ADDRESS. Tell them: "You will receive a TEXT MESSAGE and an EMAIL to open the form, SO THE NEXT STEP IS TO SIGN and SUBMIT it" WAIT A MINUTE OR SO, AND THEN SAY: "Have you received it?" "Good! Take all the time you need to read it before initialing and signing. Once you've initialed and signed it, click the SUBMIT button at the bottom." WAIT FOR THEM TO SIGN/SUBMIT. After the Client SIGNS and SUBMITS the form, confirm that [email protected] is emailed a SUBMISSION FORM with the SIGNATURES showing at the bottom. AFTER ORDERING SESSION AGREEMENT IS SIGNED and SUBMITTED, ADDRESS BUYER'S REMORSE SAY THIS: You know, tomorrow you MAY feel a little bit of remorse. We generally do with most purchases; it's normal. I know that this might be more than you first intended to spend. You know, portraits like these are the kind of thing people run into burning buildings for! And if I came back in 5/10/20 years and said "Here's your money. I'm going to buy this back from you and take all the joy and connection you've gotten from this with me," you'd say, "OVER MY DEAD BODY!" Just remember what an incredible gift this is for your children and how great an impact it is going to have on them! Are you comfortable, happy with all of your choices today? (ALLOW FOR RESPONSE - IT SHOULD BE POSITIVE) I'm so glad! PREPARE JOURNALING KIT (FOR LEGACY OR DESIGNER WALL ART), AND COPY SIGNED INVOICES/ORDERING SESSION AGREEMENT - JEANNIE - IN PERSONTHIS DOES NOT APPLY TO WITH LOVE/SPECIAL EVENT PORTRAIT SESSIONS. All REGULAR clients who purchase Legacy or Designer Wall Art get a JOURNALING KIT. LEGACY and DESIGNER Wall Art get Certificates of Authenticity. There will be Certificates of Authenticity for each LEGACY/DESIGNER Portrait. The certificates have Mindy's signature. Jeannie leaves OS room with PRINTED SIGNED Proselect invoice and PRINTED SIGNED Ordering Agreement Make a COPY of the SIGNED Proselect invoice. (KEEP original signed one!) Fold up and put that COPY and the printed copy of SIGNED Ordering Agreement into an ENVELOPE. Set aside. Put together JOURNALING KIT Complete the Certificates of Authenticity. HANDWRITE the Registration Number on each Certificate of Authenticity, using the Proselect invoice as a guide. REGISTRATION # FORMULA: EA WILL USE THIS FORMULA FOR THE REGISTRATION NUMBER: Year/Month/Day (Date of ORDERING SESSION) - Client’s last name - JPEG file name Example of our registration number: 20200930 - Flood - 1YR_002_MB1 (Ordering session was held on 09/30/2020. Family is Flood. JPEG file name of ordered portrait.) Once you've completed adding the registration numbers, check to be sure it has the correct amount of BLACK POUCHES for how many portraits they purchased, and BLANK JOURNALING PAPER for the number of kids they have, 1 sheet per each kid. Just add extra pouches/paper/certificates if needed. Contents of JOURNALING KIT, in black glossy folder: 4-page Journaling Instructions 1 piece of "Gift of Love" parchment paper PER CHILD 1 Black Envelope/Pouch for back of EACH Wall Art Portrait Certificate of Authenticity, one for each Wall Art Portrait Now include the ENVELOPE with the SIGNED invoice and SIGNED agreement into the Journaling Kit folder. Return to OS ROOM with Journaling Kit HAND CLIENT JOURNALING KIT and CERTIFICATES OF AUTHENTICITY No Journaling Kit? Then give them the envelope with the signed copy of the invoice and ordering session agreement. HiddenJOURNALING KIT (FOR LEGACY OR DESIGNER WALL ART) - ONLY FOR LEGACY AND DESIGNER LINES FOR REGULAR SESSIONS - BY ZOOMAll REGULAR clients who purchase Wall Art get a JOURNALING KIT. LEGACY and DESIGNER Wall Art get Certificates of Authenticity. There will be Certificates of Authenticity for each LEGACY/DESIGNER Portrait. The certificates have Mindy's signature. IF THIS IS A REGULAR SESSION VIA ZOOM and IF THEY HAVE ORDERED WALL ART IN LEGACY OR DESIGNER, SAY THIS REGARDING THE JOURNALING KIT: I mentioned the Journaling Kit and the Secret Letter earlier. We are going to prepare your Journaling Kit and mail it to you! RECOMMENDATION AND VIDEO/ZOOM TESTIMONIAL REQUESTASK FOR A RECOMMENDATION AND VIDEO/ZOOM TESTIMONIAL As you know, we are a small, family owned business and we have chosen to be low volume so we can give my clients the best service. How do you feel about the experience you have had with US? (ALLOW FOR RESPONSE.) We really LOVE how your family portrait turned out! What a beautiful family you have! You guys are just the type of family that we love to create beautiful portraits for. I wanted to ask - would you be willing to help others know what we do? Would you feel comfortable recommending us? (ALLOW FOR RESPONSE) IF THE RESPONSE IS FAVORABLE: We have found that the best way to do this is a video testimonial via Zoom. Here's the thing - we promise to make it easy and painless. YOU ARE NOT GOING TO FEEL PUT ON THE SPOT, so we are not asking to do a video testimonial right this second. We'd like to do it by Zoom in the next little bit at a time convenient to you. We are going to send you the questions we are going to ask ahead of time. You are going to get a link to schedule it when it's convenient and you are prepared. I'm going to ask you about five questions and one of them is going to be your name, so it will be super short. How do you feel about that? Are you good with that? (ALLOW FOR RESPONSE) IF THE RESPONSE IS FAVORABLE: I'm so grateful that you are willing to do that! IF THEY DO NOT WANT TO DO IT VIA ZOOM, BUT THEY SAID YES THEY WOULD RECOMMEND US: I understand. Would you mind giving us a WRITTEN recommendation? IF THEY SAY YES TO THE WRITTEN, MAKE A NOTE OF THAT, AND ADD IT TO THE NOTES OF THE ORDERING SESSION FORM - INTERNAL YOU WILL BE SUBMITTING AFTER THE CLIENT LEAVES. CLOSING - WHAT'S NEXT and ANY QUESTIONS? Let me tell you what happens next. We'll get started on your portraits immediately. Going forward, you will hear from us a couple of times. IF THEY ARE GOING TO APPROVE THE PROOFS: Once when we have the proofs ready, we’ll send that over for your approval before it goes to print. Then we'll also contact you when we have a tracking number for you. IF THEY ARE NOT GOING TO APPROVE THE PROOFS: You'll hear from us when we have a tracking number for you. ANY QUESTIONS? Do you have any questions for me? (ALLOW FOR RESPONSE, AND ANSWER QUESTIONS THEY HAVE.) EMOTIONAL CLOSE - CUSTOMER SERVICE WHEN THEY LEAVE TO MAKE THEM FEEL AMAZING ABOUT THEIR PURCHASE: I just want to let you know you are very, very fortunate because not every man would spend that kind of money on his family - and the fact that you have a husband that loves his family so much that he is willing to do something like that, I just think that is very fortunate and you guys are lucky to have each other! I've had such a wonderful time with you today. You guys have a great rest of your day! AFTER THE ORDERING SESSION ENDS / CLIENT LEAVESCHECK PROSELECT ALBUM INFO - CLIENT SET UP IN PROSELECT ALBUM: CLIENT SETUP can be reached through the CART, the PLACE ORDER window, and from the dropdown on the ORDER tab. Open CLIENT SETUP. First, double-check that the client’s FIRST and LAST NAME and EMAIL address are correct in Client Setup. Double-check the ACNT CODE and make sure that it is filled in with the last name, comma and then the first name of the client. For example: Smith, Jane If you make any changes, SAVE the Client Setup. EXPORT PROSELECT ORDER/INVOICE AS AN XML FOR WEB IN PROSELECT ALBUM: In the CART/PLACE ORDER window, click on EXPORT ORDER at bottom. When the EXPORT ORDER window opens, make sure EXPORT TO says "Standard XML for Web" Make sure these things are CHECKED/CHOSEN: EXPORT ORDERS FOR THESE CLIENTS: Check the box beside client’s name (For Bebe Coterie, checkmark ONLY the current session for the order that you want to export.) EXPORT FILE TO FOLDER: Be sure this is directed to the correct Client’s folder under 1-PORTRAIT SESSIONS, where the Proselect Album is saved on the ORDERING PC Computer. Click on the magnifying glass icon to change the location. THEN Click on EXPORT NOW. This will export an XML version of the INVOICE Click OK - You will get a COMPLETED message "X" out of the export screen and the invoice screen HiddenMANUALLY CORRECT THE XML THIS APPEARS TO BE FIXED AS OF 2022, SO HIDING THIS SECTION BUT KEEPING IT IN CASE THERE ARE ANY FURTHER ISSUES. NOTE: As of September 2021, there is a GLITCH in Proselect when the XML is exported. If the product or item is in the ADD ORDER ADJUSTMENT section of the invoice, the PRODUCT CODE is randomly NOT being included in the XML!! For now, the XML MUST BE MANUALLY CORRECTED before importing the XML into Airtable. THROUGH WINDOWS EXPLORER, find the XML in the Client's Folder on the Ordering PC. Right click on the XML. Choose Open With Notepad. Do CTRL F to open the search box, and search for product_code. There should be a Product Code between Product_Code and Product_Code, like this: Product_Code Coll:GW:Diamonds Girls Bes Product_Code However, if all you see is Product_Code Product_Code, with nothing in between, the Product Code from Proselect for that item MUST be added between those codes. Find the correct Product Code in Proselect for that item and add it. Do this for every missing Product Code in the XML. Once you're done, SAVE the file and close it. The XML can now be imported into Airtable. EXPORT PROSELECT PRODUCTION PACKAGE (for Retoucher) IN PROSELECT ALBUM: First, doublecheck that you have added all retouching notes to each individual ordered photo file. Click on the PRODUCTION tab at top of Proselect. Choose EXPORT PRODUCTION PACKAGE from the dropdown. When the EXPORT PRODUCTION PACKAGE window opens: 1.OUTPUT FOLDER NAME: This defaults to “Production –“ followed by the name of the Proselect album – in this case, “Production – NIEDZWEICKI Family Album.” Leave that as is. 2.LOCATION: Choose SAME FOLDER AS ALBUM Under INCLUDE IN PACKAGE: Beside ORDERED IMAGES, checkmark ORIGINAL IMAGES Beside DIGITAL FILES, checkmark ORIGINAL IMAGES Beside BOOK IMAGES, checkmark ORIGINAL IMAGES Click on EXPORT. The Production Package (which is all ordered files) will be exported to a folder named "Production - ALBUM NAME album" - for example, “Production – NIEDZWEICKI Family Album" That Production folder is saved into the Client’s folder on the Proselect computer in the SAME FOLDER AS THE PROSELECT ABLUM IS SAVED. That folder will contain a PSD folder (this folder has all ordered PSD files in it) of the exported Ordered Files Now, do the PRINT PRODUCTION IMAGES REPORT Click on FILE at top of ProSelect Album Choose "Print Production Images Report" from the list. Beside IMAGES FROM: checkmark Ordered Prints AND checkmark Ordered Layouts Under OPTIONS: checkmark Include Page Title AND checkmark Print Thumbnails AND checkmark Large Under INCLUDE CLIENTS, checkmark the Client's name. Click on PRINT button. Choose PRIMO PDF as the printer. Print as a PDF, name it with RETOUCH NOTES at beginning: File name will be, for example, "RETOUCH NOTES_SMITH Family Album" Save it into the "Production - ALBUM NAME album" folder you just exported. PREP FOR AND PRINT PACKING SLIP IN PROSELECT ALBUM: In the PLACE ORDER WINDOW, click on PRINT ORDER. UNCHECK everything under PRICES and also the "APPEND THIS MESSAGE" SIGNATURE LINE FOOTER. Click on PRINT SETUP and make sure orientation is LANDSCAPE. Click on PRINT REPORT. Choose PRIMO PDF. (Per Mitch, file type doesn't matter here, just so long as the file size is less than 50mbs) Click on PRINT. Save it to the 1-Portrait Session Client's folder and NAME IT with the Family's last name and PACKING SLIP - for example, SMITH PACKING SLIP.pdf PREP FOR WALL HANGING INSTRUCTIONS IN PROSELECT ALBUM: NAVIGATE TO LAYOUTS in the Client's Album. SELECT the WALL COLLECTION or COLLECTIONS that the client purchased - it will have a shopping Cart icon in the corner Click on File Choose Export Choose Selected Sample Layouts Under Exported Image Size, choose Current Screen Size Under Include, choose Frames and Surrounding Mats Under Output Resolution, choose 72 Click Export Navigate and Save it to 1-Portrait Sessions - client's folder When the Layouts are exported, they will be automatically NAMED WITH THE COLLECTION NAME. PREP FILE UPLOAD FOR BEST FAMILY PORTRAITS(FROM FAMILY SESSION - THIS IS FOR THANK YOU CARD THAT WILL BE SENT ONE YEAR LATER) Keep in mind that the "photocard" image must exist for the thankyou card to send. - Mitch FYI: If the client is a FREEBY client or an otherwise "BAD" client, DO NOT upload a Family Photocard image. That way they WILL NOT get a Thank You card a year later. THROUGH WINDOWS EXPLORER: Make a NEW FOLDER named BEST FAMILY PHOTO under the Client's folder on the Ordering PC, and save these there, so it's easy to find when we need to upload it through the INTERNAL ORDERING SESSION FORM. Navigate to the PSD PROOFS folder under the Client's Folder. Find the BEST Family Portrait that the client bought. Select it, right-click and choose COPY. PASTE it into the BEST FAMILY PHOTO folder you made under the client's folder. You can now SAVE THE PROSELECT ALBUM AND CLOSE IT. THROUGH AIRTABLEHiddenMANUALLY UPLOAD Proselect Ordered XML ExportNOTE: If there are multiple photoshoots for a family, such as Bebe Coterie, after uploading the XML, check to ensure that the correct products are assigned to the correct photoshoot. You can do this in the PRODUCTS table. It might not be an issue in the future because Mitch has it set to check for the most recent photoshoot and add the products to it, but we still need to be aware that it COULD happen. But for old photoshoots, I had a problem with importing the XML for the Bebe Coterie because it wanted to put all of the products on the first Bebe Coterie shoot. If you find that the Products are assigned to the WRONG Photoshoot, simply change the Photoshoot the Product is assigned to. Go to the AIRTABLE VIEW FOR 10 - ORDERING SESSION INVOICING. Find this Client's Photoshoot. Look for the PROSELECT XML field for this Photoshoot and click it, and then the plus sign. "Select" the XML file from 1-Portrait Sessions client's folder and click OPEN When it appears in the Upload window, MAKE SURE TO CLICK THE UPLOAD BUTTON there to upload to Airtable. (The XML file uploads to the Client's GDRIVE folder, to the INVOICING folder.) MANUALLY UPLOAD ORDERED PHOTOS AND RETOUCH NOTES FROM THE PRODUCTION PACKAGE TO GDRIVE Go to the AIRTABLE - SALES PERSON'S VIEW. Find the GDrive link for THIS CLIENT and click on it. ON THE GDRIVE, Navigate to the folder named ORDERED Under that, navigate to PICKS and click it to open Inside of that folder, navigate to and open the folder named 00-CLIENT PICKS Click NEW in the GDRIVE. Choose "FILE UPLOAD" You MUST upload the individual FILES inside the Production Album folder into the GDrive folder, NOT the actual folder. BE SURE TO CHOOSE/SELECT ALL OF THE FILES INSIDE THE PSD FOLDER and UPLOAD THOSE by clicking on OPEN. On your computer, you will see the upload count off in the bottom right-hand corner of your screen until all files are uploaded. Click Upload. If it gives you a message, say "yes, upload all" CHOOSE "FILE UPLOAD" again. DO FILE UPLOAD AGAIN ON GDRIVE AND BE SURE TO ALSO UPLOAD THE .PDF FILE THAT CONTAINS THE RETOUCH NOTES. Doublecheck that the FILE COUNT under 00-CLIENT PICKS on the GDRIVE matches what the file count that is in the Production folder on the Ordering PC. MANUALLY UPLOAD PROSELECT ALBUM BE SURE THAT THE CLIENT'S PROSELECT ALBUM IS CLOSED BEFORE YOU DO THIS! Go to the AIRTABLE - SALES PERSON'S VIEW In Airtable, find and click on the GDRIVE LINK for this Client's Photoshoot. ON THE GDRIVE, Find the Proselect Album Folder on the GDRIVE. Double-click on it to open it. Click on NEW and UPLOAD FILE. Navigate to the client's folder on the Ordering PC, and choose the Proselect Album file, ending in .psa, for this client to the GDRIVE folder. MANUALLY RENAME ZOOM FOLDER ON GDRIVERECORD ID: This is the ID for this photoshoot and will be used to rename the Zoom Recording folder below. INTEGROMAT - ZOOM RECORDINGS - what happens, Part 1 - https://www.integromat.com/scenario/1671817 This captures the zoom recording and puts it on the zoom table in airtable Runs every day at 1:00am INTEGROMAT - ZOOM RECORDINGS - what happens, Part 2 -https://www.integromat.com/scenario/2279523 This watches for when you rename the folder. IF the folder starts with "rec" (all airtable records start with that) then it finds the photoshoot and maps that to the zoom recording in the table in airtable. Runs every day at 1:00am Quick question, Mitch, about the Zoom Folder and the Zoom Recordings field. I just did a test Zoom session with a test client, and the recording IS in the GDrive Zoom Folder. You said below: I've changed the logic to just extract the name and the date and then create the record in AT, you can then manually assign it as needed. What is the timing on when the record is created in AT? daily at 1am your local I didn't see a need for it to be more frequent than that, figured you'd assign the recordings on the following day most likely Go to the AIRTABLE - SALES PERSON'S VIEW. Find the RECORD ID field for the Photoshoot and COPY the info from that field for this photoshoot. Click on the link under ZOOM FOLDER to open the GDRIVE link to the Zoom Recordings. FYI: The Zoom Folder will have the recording of the Ordering Session very soon after the Ordering Session ends. Look for the newest file in the folder. On the GDRIVE you MUST BE using the [email protected] GOOGLE account to RENAME a folder. NOTE: In order to RENAME the folder, you must be using the [email protected] GOOGLE account. Find the correct FOLDER which has the recording of the Ordering Session for the current photoshoot. RENAME that FOLDER to the RECORD ID name. Right click on the folder name and choose RENAME from the list. SEE NOTES ABOVE ABOUT INTEGROMAT After the Folder has been RENAMED to the RECORD ID, that evening the entire folder will be MOVED to the Client's Main GDrive folder. This part of the process will happen at 1:00am, so check the NEXT DAY. You can check this by clicking on the GDRIVE LINK field for the photoshoot. Once open, you should see a folder that's named as the RECORD ID, and the Zoom recording should be inside. ORDERING SESSION FORM - INTERNALCOMPLETE AND SUBMIT THE "ORDERING SESSION FORM - INTERNAL" TO FIND LINK TO ORDERING SESSION FORM & COMPLETE FORMFYI: If the client is a FREEBY client or an otherwise "BAD" client, DO NOT upload a Family Photocard image. That way they WILL NOT get a Thank You card 1 year later. From Mitch: keep in mind that the "photocard" image must exist for the thankyou card to send. It'll just skip that photoshoot from getting a thankyou card. I have an ignore error handler for this (error is ignored rather than causing an actual error). THANK YOU EMAIL: There will also be a Thank You email sent to client shortly after the ordering session thanking them and telling them the next step, that the portraits have gone to the artist through this AC Automation: ActiveCampaign Automations / Ordering Internal - Completed - https://everaftervisuals72078.activehosted.com/series/148 It's triggered when the "ordering_internal_completed" tag is added. Go to the AIRTABLE - SALES PERSON'S VIEW. Find this Client's Photoshoot. Find the BITLY LINK IN THE AIRTABLE VIEW under ORDERING SESSION LINK for this Photoshoot. Click it to open the form. (Using the bitly link will prefill this form with this client's data, ORDERING SESSION GRAVITY FORM - https://www.everafterportraits.com/ordering-session-form/ ) Confirm that the CLIENT'S NAME and EMAIL ADDRESS are correct. Complete DEMOGRAPHIC Info - Ownership/Income/Family Description/Adult Age Range/Ethnicity Gift Certificate Value Length of Ordering Session in Minutes Gift to Include when Order is placed - Choose from dropdown Should we send chocolates? Does their invoice total over $3000? Holding Fee Amount (This will be autofilled) Holding Fee Result - Choose from dropdown Social Media Photo Posting - Choose from dropdown Client Rating - Choose from dropdown Recommend Answer: What is the client's answer to: Would you recommend this company to a friend? - Choose from dropdown Video Testimonial: Is this client okay with giving us a VIDEO TESTIOMONIAL? - Choose from dropdown - FYI, CHOOSE YES ONLY IF THEY AGREED TO GIVE A VIDEO/ZOOM TESTIMONIAL!!! Otherwise, choose NO. Complete ORDER DETAILS Section Salesperson - Choose from dropdown Did this client order an DESIGNED ALBUM? (FYI, a WITH LOVE ALBUM is NOT a Designed Album!!!) - Choose from dropdown WALL ART Proof Approval by Client Required? - Choose from dropdown PAINTED Proof Approval by Client Required? - Choose from dropdown DESIGNED ALBUM Proof Approval by Client Required? - Choose from dropdown Complete FILE UPLOAD Section FILE UPLOAD Screenshot of Ordered Collection (or Collections if there is more than one) - This is used in the HANGING EMAIL sent to Client after we place the order with the lab. IF NO COLLECTION WAS ORDERED, DO NOT UPLOAD ANYTHING HERE. FILE UPLOAD Screenshot of Ordered Collection 2 IF NO SECOND COLLECTION WAS ORDERED, DO NOT UPLOAD ANYTHING HERE. FILE UPLOAD Screenshot of Ordered Collection 3 IF NO THIRD COLLECTION WAS ORDERED, DO NOT UPLOAD ANYTHING HERE. FYI, screenshots of Ordered Collections uploads to Client's folder on GDRIVE - ORDERED > Screenshot of Ordered Collection (or if that folder is missing, then the root folder for the photoshoot) FILE UPLOAD Screenshot for Packing Slip - This is used in the PACKING SLIP EMAIL sent to Client after we place the order with the lab. (PDF is fine. file type doesn't matter here, just so long as the file size is less than 50mbs) - scenario ref https://www.integromat.com/scenario/1249019/edit) FYI, screenshot for Packing Slip uploads to Client's folder on GDRIVE - ORDERED > Screenshot for Packing Slip (or if that folder is missing, then the root folder for the photoshoot) FILE UPLOAD for FAMILY PORTRAIT (Best Family Photo, for the Thank You Card sent ONE YEAR after the Ordering Session) - Upload that file here. FYI: If the client is a FREEBY client or an otherwise "BAD" client, DO NOT upload a Family Photocard image. That way they WILL NOT get a Thank You card 1 year later. FYI, Family Portrait uploads to to Client's folder on GDRIVE - ORDERED > FAMILY PHOTOCARD (or if that folder is missing, then the root folder for the photoshoot) Family Photo Portrait Orientation - Choose from dropdown UPLOAD EXPORTED PROSELECT XML FILE - LINK TO GDRIVE FOLDER - Click on the link in this field to open the correct GDrive folder and upload the XML into that folder. Click NEW in the GDRIVE. Choose "FILE UPLOAD" Navigate to and find the Client's XML file. Select it and hit OPEN to upload it to the GDrive folder. DID YOU UPLOAD THE RECORDING OF THIS SESSION TO THE GOOGLE DRIVE? This is now done AUTOMATICALLY! So choose YES. NOTES - ORDERING SESSION field: Add ANY AND ALL NOTE HERE that you feel are important for the Studio to keep/know. IMPORTANT: IF THIS IS A REGULAR SESSION VIA ZOOM and IF THEY HAVE ORDERED WALL ART IN LEGACY OR DESIGNER, include a NOTE in this field saying "PREPARE AND MAIL JOURNALING KIT." IMPORTANT: If the Client agreed to give a WRITTEN TESTIMONIAL ONLY, but NOT a Video/Zoom one, add notes to that effect in this field, too. Once the Form is completed, hit the SUBMIT button. Once the form is submitted, in AIRTABLE, the ORDERING FORM COMPLETED box will AUTOMATICALLY CHECK OFF. IN AIRTABLEHiddenMANUALLY UPLOAD Store Credit Receipt - SYNCHRONYNOTE: If the client paid by SYNCHRONY, you have saved a copy of the SYNCHRONY RECEIPT to the client's folder on the Ordering PC. Go to the AIRTABLE VIEW FOR 10 - ORDERING SESSION INVOICING. Look for the STORE CREDIT RECEIPT field in Airtable and click it "Select" the SYNCHRONY RECEIPT file from 1-Portrait Sessions client's folder Upload - MAKE SURE TO CLICK THE UPLOAD BUTTON WHEN THE FILE APPEARS XERO INVOICE CREATED Go to the AIRTABLE VIEW FOR 10 - ORDERING SESSION INVOICING. Note: The "Xero Invoice Created" box will be checked off AUTOMATICALLY because it's created in the background after the XML is uploaded to the Google Drive. This checkoff probably won't be immediate, because the XML that creates it triggers a series of things to happen, including creating the Xero invoice. So it may take a few minutes before this is checked off in Airtable. Uploading the XML was done in a previous step of these instructions. (The Xero invoice is only created from the XML file upload.) When you see that this box is checked, go into Xero and make sure the invoice WAS created and that it is correct. It will be in AWAITING APPROVAL. Review it and APPROVE it to turn it into an invoice. Also, apply ANY DOWN PAYMENT TO THE INVOICE to record it. (We have a Google calendar reminder to check once a week to make sure all invoices are in Xero, as a backup check.) MANUALLY SEND THANKYOU CARD Go to the AIRTABLE VIEW FOR 10 - ORDERING SESSION INVOICING. NOTE: Do not check this box off until AFTER THE ZOOM RECORDING IS MOVED TO THE CLIENT'S GDRIVE FOLDER. In Airtable, find this Client's Photoshoot and MANUALLY check the box in Airtable under "Send Thankyou Card" to indicate that we want the Thank You card to be sent. This is the physical Thank You card the client receives through Thankster thanking them for their order. This card is a Generic Thank You card sent from Thankster immediately after the Ordering Session is held. Checking this box in Airtable will trigger an Integromat Scenario named "AT - Send thankyou card" and that triggers THANKSTER to send TY Card. - https://www.integromat.com/scenario/1222033/edit The FIRST card sent directly after the Ordering Session will be a generic card with "Thank You" on the front. The SECOND card sent ONE YEAR after the session will be one with the best Family Portrait on the cover. PRODUCTS TABLE NOTE: If there are multiple photoshoots for a family, such as Bebe Coterie, after uploading the XML, check to ensure that the correct products are assigned to the correct photoshoot. You can do this in the PRODUCTS table. It might not be an issue in the future because Mitch has it set to check for the most recent photoshoot and add the products to it, but we still need to be aware that it COULD happen. But for old photoshoots, I had a problem with importing the XML for the Bebe Coterie because it wanted to put all of the products on the first Bebe Coterie shoot. If you find that the Products are assigned to the WRONG Photoshoot, simply change the Photoshoot the Product is assigned to. PAYMENTSZERO ORDER: If an order is submitted with a ZERO balance, such as for a FREEBIE, when it goes into Airtable, it WILL go to the 10 - ORDERING SESSION INVOICING > ----PAYMENT PLANS view and show a pending payment of 0.00. This is a checks and balances step to ensure that we don't miss a payment OR accidentally enter a ZERO. Simply go into the PAYMENTS tab, find the zero dollar amount payment for the photoshoot and MANUALLY change the payment to PAID to remove it from the PAYMENT PLANS view. (Mitch: I think it is wise to keep the zero payment as UNPAID and to manually mark it as paid as a check and balance on your end.) In Airtable, go to the PAYMENTS table https://airtable.com/appC3MBXIZRcUmePe/tblsVDwBtClHeLAyv/viwCDCsHedu9WnPyL?blocks=hide Check to make sure the down payment, and any other payments are in correctly for this Photoshoot. NOTE: The PAYMENT made at the ORDERING SESSION may come into Airtable as PENDING. That is correct! This is a checks and balances thing to make sure payments are recorded in Airtable correctly. In Airtable, if the Payment says PENDING, change it to PAID. This is a checks and balances thing to make sure payments are recorded in Airtable correctly. ORDERING SESSION STATUSThis will AUTOMATICALLY change to COMPLETED when all steps are done in 10 - Ordering Session Invoicing.
