# Photography & Video (Commercial) A practical guide to configuring Daylite for commercial photographers and videographers — covering client relationships, sales pipelines, production management, crew coordination, and the follow-up discipline that keeps accounts coming back. *** ## Why Daylite for Commercial Photography & Video Commercial photography and video is a relationship business built on trust, reliability, and creative consistency. Brands and agencies don't just hire a photographer or director of photography — they hire someone they trust to represent their product, their people, or their event with precision. That relationship takes time to build and is fragile if not managed well. A missed brief, a late follow-up on an estimate, a final delivery that lands without a conversation — these are the moments that erode client confidence and lose repeat work. Most commercial shooters manage their pipeline through a mix of email, Google Drive folders, and memory. It works until you're juggling a brand retainer, two agency projects, and three outstanding proposals at once. Daylite gives you a single place to manage every client relationship, every active production, every outstanding task, and every piece of communication — linked to the right person and company, not buried in a folder or an inbox thread. The other reality of commercial work is that your contact at a brand or agency will change. Art directors move studios, marketing managers switch companies, and the person who hired you twice might be gone by the time Q4 comes around. Daylite's Company-first model means your full job history, email trail, and project record stay attached to the brand — not the individual — so the relationship survives turnover on both sides. *** ## Similar Industries * **Architecture & Interior Photography** — shoots for architects, developers, and interior designers follow an identical brief-to-delivery commercial workflow; the client is typically a Company (the firm), not an individual. * **Music Video & Film Production** — larger crews, longer pre-production, and more complex post, but the same Company-centric client model, brief intake, and multi-stage approval flow. * **Corporate Communications & PR** — the brand relationship, retainer billing, and multi-contact Company records map directly; deliverables are written content rather than visual assets. * **Product & E-Commerce Photography** — high-volume commercial photo work for retail and e-commerce brands; same Company-first model with tighter turnaround timelines and a strong retainer component. *** ## People vs. Companies — Know the Difference This is the most important concept to understand before setting anything else up, even before importing your contacts. Daylite treats People (individuals) and Companies (organizations) as entirely separate objects, each with their own categories, keywords, roles, and history. In commercial work, this distinction maps directly onto how the business actually works. ### The Core Mental Model **Companies are your clients.** The brand, the agency, the corporate communications team — that is the account. The company holds the budget, signs the contract, and pays the invoice. Your history with them — every shoot, every brief, every email, every estimate you've ever sent — should live on the Company record. **People are your contacts within those companies.** The art director you email, the marketing manager who briefs you, the accounts payable contact who processes your invoice — these are People linked to the Company in a Role. When your art director leaves the agency, the company relationship stays intact. You add the new contact, link them to the same Company, and the full history is still there. **The exception is crew.** Your director of photography, gaffer, sound recordist, stylist, and assistant are People without a Company primary. They are individuals you hire and manage, not accounts you manage. ### Which Record Type to Use | Scenario | Primary Record | Secondary Record | How They Connect | | --------------------------------------------- | -------------- | ----------------------------------------- | ------------------------------------ | | Brand or direct client | **Company** | Person (art director, marketing manager) | Role: Art Director / Primary Contact | | Creative or advertising agency | **Company** | Person (account manager, producer) | Role: Account Manager / Producer | | Corporate client (events, headshots, content) | **Company** | Person (event coordinator, comms manager) | Role: Primary Contact | | Freelance DP / camera operator | Person | — | — | | Stylist / hair & makeup | Person | — | — | | Talent / model (direct hire) | Person | — | — | | Talent agency | **Company** | Person (talent agent) | Role: Agent | | Production company (hired to shoot for them) | **Company** | Person (producer / exec producer) | Role: Producer | | Location scout / location rep | Person | Company (their agency) | Role: Scout | | Lab or post-production vendor | **Company** | Person (your account rep) | Role: Account Rep | > **The key distinction:** If the relationship is with a *brand or organization* — a client that might change who you deal with over time — make the Company the primary record and link the individual as a contact with a Role. If the relationship is with a *specific person* regardless of who they work for — a DP you hire regularly, a stylist you call for every shoot — make the Person the primary record. The test: would this relationship survive your contact changing jobs? If yes, Company-first. If no, Person-first. *** ## Setting Up People People in commercial photography and video represent two very different groups: the individuals *at* your client companies, and the crew and freelancers you hire. Set up your structure before importing contacts. > Before importing contacts, build out your categories, keywords, and roles first. Importing into a clean structure is far easier than re-categorizing 400 records after the fact. ### People Categories Categories are broad buckets — the type of person. Keep this list short and mutually exclusive. | Category | Who It's For | | ------------------ | -------------------------------------------------------------------- | | **Client Contact** | Anyone at a client brand, agency, or company you work with on jobs | | **Prospect** | Contacts at companies you want to work with but haven't booked yet | | **Crew** | DPs, gaffers, sound, stylists, assistants, editors — people you hire | | **Talent** | Models, actors, on-camera talent you hire directly | | **Vendor** | Labs, gear rental, post-production, music licensing contacts | | **Industry** | Peers, reps, production community contacts | | **Personal** | Non-business contacts | ### People Keywords Keywords are the detail layer — stack as many as needed per person. A contact can have multiple keywords. **Discipline (for crew):** * DP / Camera Operator * Gaffer / Lighting * Sound Recordist * Stylist * Hair & Makeup * Art Director (Crew) * Production Assistant * Editor / Colorist * Retoucher * Motion Graphics **Client contact type:** * Decision Maker * Day-to-Day Contact * Billing Contact * Creative Lead **Relationship status:** * Active Client Contact * Past Client Contact * Warm Lead * Cold Outreach Target * VIP * High Value **Lead source:** * Lead Source: Inbound Inquiry * Lead Source: Referral * Lead Source: Portfolio / Website * Lead Source: Cold Outreach * Lead Source: Industry Event * Lead Source: Instagram / Social ### Roles Roles describe the function someone plays in the context of a specific opportunity or project — not their job title. | Role | Used When | | -------------------- | ---------------------------------------------------------------------- | | Primary Contact | Your main point of contact and day-to-day liaison on a job | | Decision Maker | Has final authority to approve the estimate and sign the contract | | Creative Approver | Reviews and approves deliverables — may differ from the decision maker | | Billing Contact | Who receives and processes your invoices — link to Opportunities | | DP / Camera Operator | Hired crew role on a specific project | | Gaffer | Hired crew role on a specific project | | Sound Recordist | Hired crew role on a specific project | | Stylist | Hired crew role on a specific project | | Talent | Model or on-camera talent on a specific project | | Production Assistant | Support crew on a specific project | | Editor | Post-production hire on a specific project | > **Role vs. job title:** "James is the Decision Maker on Project Nike Q3" is a Role. "James is a Senior Brand Manager" is a job title — that goes in the contact's Title field. Use Roles for filtering Smart Lists (consistent dropdown); job titles are free text and unreliable for filtering. ### Relationships Relationships capture the two-way connection between people. * Referred by / Referred to * Works with / Worked with * Introduced by / Introduced to * Represented by / Represents * Friend of > **Referral tracking:** When a previous client introduces you to a new brand, or a DP recommends you for a job, link those contacts with "Referred by / Referred to." Over time this surfaces who your best connectors are — and reminds you to thank them. *** ## Setting Up Companies Companies are your client accounts. Every brand, agency, or corporate client should have a Company record — even before you have a name at the company or a job booked. Companies are also used for crew agencies, talent agencies, labs, and gear rental houses. ### Company Categories Categories are broad buckets — the type of organization. | Category | What It's For | | ----------------- | --------------------------------------------------------------------------- | | **Active Client** | Brands or agencies you are currently working with or have an open job | | **Past Client** | Companies you've shot for but are not currently active | | **Prospect** | Companies you want to work with — in outreach or early conversation | | **Agency** | Creative, advertising, or production agencies that hire you for client work | | **Vendor** | Labs, post houses, gear rental, music licensing, equipment suppliers | | **Talent Agency** | Agencies you hire talent through | | **Industry** | Associations, production community organizations | ### Company Keywords **Work type:** * Commercial Photography * Commercial Video * Brand Campaign * Product Photography * Corporate Events * Headshots & Portraits * Architecture & Interiors * Food & Beverage * Editorial * Advertising **Relationship:** * Repeat Client * High Value * Retainer Client * Agency — Direct Hire * Referral Source **Scale:** * Local * National * International ### Company Types Use the built-in Company Type field to define what kind of organization this is. * Corporation * Small Business / Sole Proprietor * Agency * Non-Profit * Government / Municipality ### Company Industries Use Industry to describe what the company does — not your relationship with them. * Advertising & Marketing * Retail & E-commerce * Food & Beverage * Fashion & Apparel * Real Estate & Property * Hospitality & Events * Architecture & Interior Design * Technology * Healthcare & Pharmaceuticals * Financial Services * Non-Profit & Government ### Roles on Companies Roles describe the function a Person plays *at* a Company. This is what you set when you link a contact to a client company. | Role | Use When | | ----------------- | ------------------------------------------------------------- | | Primary Contact | Your main liaison — the person you email first | | Art Director | The creative lead who writes and owns the brief | | Marketing Manager | Often the internal buyer for brand and product content | | Account Manager | Agency-side relationship owner | | Producer | Agency or production company producer managing the engagement | | Event Coordinator | Corporate event or internal comms contact | | Billing Contact | Accounts payable — who receives your invoices | | Owner / Principal | Small business owner who is also the decision maker | ### Company Relationships * Parent Company of / Subsidiary of * Referred by / Referred to * Partner of / Works with * Represented by / Represents *** ## From Brief to Booking — Managing New Commercial Work An Opportunity in Daylite represents a potential job — from the first inquiry or outreach through to a signed contract and deposit. Every enquiry should become an Opportunity immediately, even before you know whether it will book. Commercial work doesn't always come inbound. You'll create Opportunities for work you're actively pitching, for retainer renewals, and for repeat business you expect but haven't confirmed. The Opportunities Board gives you a live view of everything in flight. When creating an Opportunity, link it to the **Company** (the brand or agency) and add the individual contact as a linked Person with their Role. This keeps the commercial relationship organized at the account level. A few workflow habits that prevent things falling through the cracks: * Create the Opportunity the moment a brief lands in your inbox — not after you've responded * Set a Forecasted Close Date on every Opportunity so the board stays sortable and forecastable * Add a note after every briefing call while the details are still fresh * When an estimate goes out, move the stage immediately — don't let Opportunities sit in the wrong stage for days ### Opportunity Categories | Category | What It's For | | -------------------------- | -------------------------------------------------------------- | | **Commercial Photography** | Photo-only briefs — product, brand, editorial, advertising | | **Commercial Video** | Video-only briefs — brand film, TVC, social content, corporate | | **Photo & Video** | Integrated briefs covering both disciplines on the same job | | **Corporate Events** | Event coverage — conferences, launches, internal events | | **Headshots & Portraits** | Corporate headshot days, executive portraits | | **Retainer / Ongoing** | Recurring content agreements with brands or agencies | ### Opportunity Keywords * Rush Job * Agency-Sourced * Direct Brand * Usage: Web Only * Usage: Print * Usage: Advertising / Broadcast * Usage: Unlimited * International * Travel Required * Talent / Models Required ### Opportunity Types Opportunity Type describes how the work came to you — useful for understanding where to invest your business development effort. * Inbound Inquiry * Repeat Client * Referral — Past Client * Referral — Industry Contact * Cold Outreach — Won * Agency Brief * Portfolio / Website Inquiry * Industry Event / Introduction ### Won and Loss Reasons Track these consistently. Patterns over time tell you where you win, where you lose, and whether your pricing is landing. **Won:** * Style & Aesthetic Match * Strong Previous Relationship * Competitive Rate * Fast Response to Brief * Referral from Trusted Source * Repeat Client **Lost:** * Rate Too High * Went with Agency Recommendation * Client Hired In-House * Brief Cancelled / Budget Cut * Unresponsive — Deal Went Cold * Timing Conflict ### Opportunity Pipeline | Stage | What It Means | | ------------------------------- | ------------------------------------------------------------------- | | **1. Brief Received** | Job enquiry or brief has arrived — not yet reviewed or responded to | | **2. Consultation / Discovery** | First conversation booked or in progress — understanding the brief | | **3. Estimate Sent** | Detailed quote or treatment delivered to the client | | **4. Follow-Up Needed** | Estimate is out — client hasn't responded — needs a nudge | | **5. In Negotiation** | Active back-and-forth on rate, scope, or deliverables | | **6. Contract Sent** | Agreed in principle — contract or purchase order issued | | **7. Deposit Received** | ✅ Booked — convert to a Project | *** ## Production Management — Running the Job When a deposit is received or a PO is confirmed, convert the Opportunity to a Project. The Project tracks everything from pre-production planning through final delivery, invoicing, and follow-up. Link the Project to the Company (the client) and the key People (your primary contact, creative approver, and billing contact with their Roles). Link your crew members to the Project too — with their production Roles — so the complete team record is attached to the job. ### Project Categories | Category | What It's For | | -------------------------- | ------------------------------------------------------ | | **Commercial Photography** | Photo shoot delivery | | **Commercial Video** | Video production and post | | **Photo & Video** | Integrated photo and video job | | **Corporate Events** | Event coverage project | | **Headshots & Portraits** | Corporate headshot or portrait session | | **Retainer** | Ongoing content agreement managed as a rolling project | ### Project Keywords Stack these on individual projects for filtering and reporting. * Rush * Travel Required * Multi-Day * Studio / On-Location / Destination * Talent Required * Animation / Motion Graphics * Usage: Web Only * Usage: Advertising * Usage: Unlimited * Deliverables: Stills Only * Deliverables: Video Only * Deliverables: Photo + Video * International ### Project Pipeline | Stage | What It Means | | --------------------------------- | --------------------------------------------------------------------------------- | | **1. Pre-Production** | Contract signed, deposit received, brief confirmed — production planning underway | | **2. Crew & Logistics** | Crew booked, locations confirmed, permits obtained, call sheet drafted | | **3. Shoot Day(s)** | Active production | | **4. Edit / Post-Production** | Footage being cut or images being culled, retouched, or colored | | **5. Selects / Rough Cut Review** | Client reviewing selects or first cut before final post begins | | **6. Revisions** | Client feedback incorporated — final round of changes | | **7. Final Delivery** | Approved assets delivered — digital transfer or gallery link sent | | **8. Invoice Sent** | Final invoice issued — awaiting payment | | **9. Complete** | Paid in full, job closed, assets archived | | **10. Follow-Up** | Thank-you sent, review or next brief solicited | *** ## Calendar Categories Colour-code your calendar so you can see your week at a glance and protect your time on the days that matter most. | Category | Suggested Colour | Notes | | ----------------------- | ---------------- | ----------------------------------------------------- | | **Shoot Day** | Red | Block the full day — treat as unmovable | | **Pre-Production Call** | Orange | Briefing calls, production meetings, creative reviews | | **Location Scout** | Orange | Travel day for scouting — block travel time too | | **Edit / Post Block** | Blue | Deep focus work — turn off notifications | | **Client Review** | Yellow | Selects review, cut review, approval calls | | **Travel** | Purple | To location, multi-city, or international travel | | **Admin** | Grey | Invoicing, estimates, emails, bookkeeping | | **Deadline** | Yellow | Final delivery due, invoice due, contract deadline | | **Personal** | Green | Non-work calendar synced from Apple Calendar | *** ## Activity Sets Activity Sets are pre-built sequences of tasks and appointments that you apply to a project or opportunity with one click. For commercial work, the same sequence fires at the start of every job — build it once and apply it every time. Each task in an Activity Set uses one of two timing anchors: **After start** (N days after the Project's start date) or **Before end** (N days before the Project's due date). Because commercial productions span two distinct phases — pre-production and post-production — it works best to use two separate Activity Sets per shoot type, each anchored to the phase's relevant dates. * **Pre-Production set:** Set the Project **start date** = booking/deposit date. Set the **due date** = shoot date. After start fires forward from booking; Before end fires backward from the shoot. * **Post-Production set:** Apply after the shoot wraps. Set the **start date** = shoot date. Set the **due date** = agreed final delivery date. After start fires forward from shoot day; Before end fires backward from delivery. ### "Commercial Photo Shoot — Pre-Production" **Apply this when:** Deposit or PO received. Set Project start = booking date, due date = shoot date. | Day | Timing | Type | Title | | --- | ----------- | ----------- | ------------------------------------------------------------------------------- | | 0 | After start | Task | Send production confirmation and brief acknowledgement to client | | 0 | After start | Task | Book crew: DP / assistants / stylist as required | | 0 | After start | Task | Issue model/talent releases and confirm talent availability | | 2 | After start | Task | Send pre-production questionnaire (location preferences, prop list, mood board) | | 5 | After start | Task | Confirm location — scout booked or studio reserved | | 5 | After start | Task | Obtain any required permits or property releases | | 10 | After start | Task | Draft and share shot list with client | | 10 | After start | Task | Confirm props and styling brief with client | | 3 | Before end | Task | Issue call sheet to all crew | | 2 | Before end | Task | Confirm crew call times and location access | | 1 | Before end | Task | Pack gear, charge batteries, format cards | | 1 | Before end | Task | Final brief review — confirm any last-minute changes with client | | 0 | Before end | Appointment | Shoot Day — block full day | ### "Commercial Photo Shoot — Post-Production" **Apply this when:** Shoot has wrapped. Set Project start = shoot date, due date = agreed final delivery date. | Day | Timing | Type | Title | | --- | ----------- | ---- | ------------------------------------------------------------------------------------- | | 1 | After start | Task | Back up cards to at least two separate locations | | 1 | After start | Task | Send wrap note to client — confirm delivery timeline | | 3 | After start | Task | Begin culling and selects edit | | 7 | After start | Task | Send selects gallery link to client for review | | 5 | Before end | Task | Begin final retouch once selects are approved | | 2 | Before end | Task | Final QC on all delivery files | | 0 | Before end | Task | Deliver final retouched files to client | | 0 | Before end | Task | Issue final invoice | | 7 | After start | Task | Follow up on outstanding invoice if unpaid (set Due Date manually after invoice sent) | ### "Commercial Video Production — Pre-Production" **Apply this when:** Deposit or PO received for a video job. Set Project start = booking date, due date = shoot date. | Day | Timing | Type | Title | | --- | ----------- | ----------- | ------------------------------------------------------------ | | 0 | After start | Task | Confirm brief and lock scope — script or storyboard approved | | 0 | After start | Task | Book crew: DP, sound, gaffer, production assistant | | 0 | After start | Task | Confirm talent and issue talent/location releases | | 3 | After start | Task | Location scout — confirm all locations | | 5 | After start | Task | Share shot list and storyboard with client for approval | | 7 | After start | Task | Obtain permits and confirm gear rental | | 10 | After start | Task | Confirm music licensing if original score is not in use | | 3 | Before end | Task | Issue call sheet to all crew | | 2 | Before end | Task | Confirm crew, location access, and parking | | 1 | Before end | Task | Tech check — camera, sound, lighting all confirmed | | 0 | Before end | Appointment | Shoot Day — block full day | ### "Commercial Video Production — Post-Production" **Apply this when:** Shoot has wrapped. Set Project start = shoot date, due date = agreed final delivery date. | Day | Timing | Type | Title | | --- | ----------- | ---- | -------------------------------------------------- | | 1 | After start | Task | Back up and verify all footage | | 1 | After start | Task | Send wrap note — confirm post timeline with client | | 5 | After start | Task | Begin offline edit / rough assembly | | 10 | After start | Task | Deliver rough cut for client review | | 7 | Before end | Task | Deliver revised cut incorporating client feedback | | 3 | Before end | Task | Final colour grade and sound mix | | 1 | Before end | Task | Final QC — all formats and aspect ratios confirmed | | 0 | Before end | Task | Deliver final approved files to client | | 0 | Before end | Task | Issue final invoice | ### "New Client Onboarding" **Apply this when:** A brand or agency books their first job. Apply to the Company record on the day they confirm. Set start = booking date (no due date required — all tasks use After start). | Day | Timing | Type | Title | | --- | ----------- | ----------- | -------------------------------------------------------------------------- | | 0 | After start | Task | Send welcome email — introduce yourself and the team | | 0 | After start | Task | Collect billing information — PO process, invoice recipient, payment terms | | 0 | After start | Task | Request brand guidelines, style reference, and approved colour palette | | 0 | After start | Task | Confirm decision maker, creative approver, and billing contact in Daylite | | 2 | After start | Task | Send credential pack / show reel relevant to their industry or brief | | 3 | After start | Appointment | Intro production call — meet the full team, walk through workflow | | 5 | After start | Task | Add all relevant contacts to Company record with correct Roles | | 7 | After start | Task | Note any usage rights, exclusivity, or NDA requirements in Daylite | *** ## Forms & Custom Fields Use Forms and Custom Fields to capture the structured information that makes commercial jobs run smoothly. **When to use a Form:** Use Forms for structured multi-field intake that only applies to some records. A commercial shoot brief has 10–15 fields — that's a Form. You create a form instance on the Project or Opportunity when you need it, not on every record. **When to use a Custom Field:** Use Custom Fields for single data points that belong on every record of a type. An "Agreed Day Rate" on every Opportunity, or a "Final Delivery Link" on every Project — these are Custom Fields because you want them on every record without exception. ### Recommended Forms **Commercial Shoot Brief (on Opportunity or Project):** * Project name / working title * Usage rights required (Popup Options: Web Only / Print / Advertising / Broadcast / Unlimited) * Territory (Popup Options: Canada / USA / North America / International / Unlimited) * Usage term (Popup Options: 6 months / 1 year / 2 years / Unlimited) * Exclusivity required? (Checkbox) * Talent / models required? (Checkbox) * Key deliverables (Multiple Checkboxes: Hero stills / Supporting stills / Cut-down video / Full video / Social formats / GIFs) * Creative brief attached? (Checkbox) * Moodboard / reference links (Text) * Technical specs required (Text — e.g. file format, resolution, colour space) * Notes (Text) **Post-Production Delivery Spec (on Project):** * Final file format (Popup Options: JPEG / TIFF / RAW / MOV / MP4 / ProRes) * Colour profile (Popup Options: sRGB / AdobeRGB / Rec. 709 / Custom) * Resolution / frame rate (Text) * Naming convention agreed (Text) * Transfer method (Popup Options: Wetransfer / Dropbox / Frame.io / Google Drive / USB / Other) * Gallery / delivery link (Text) * Gallery password (Text) ### Recommended Custom Fields **On Opportunity:** * Extra 1 — Day Rate Agreed * Extra 2 — Licensing Fee * Extra 3 — Usage Rights Summary * Extra Date 1 — Estimate Expiry Date **On Project:** * Extra 1 — PO Number / Job Number * Extra 2 — Gallery Link * Extra 3 — Gallery Password * Extra 4 — Asset Archive Location * Extra Date 1 — Final Delivery Deadline (agreed with client) * Extra Date 2 — Invoice Due Date *** ## Letter & Email Templates Commercial clients expect fast, professional, and consistent communication. Build templates for every repeatable touchpoint and spend your time on the brief, not the email. ### Template: Initial Response to Inbound Brief **Used For:** Replying to a new enquiry or brief — same day, ideally within the hour **Body:** > Hi <$cnt.firstname$>, > > Thanks for reaching out — this sounds like a great project. > > I've had a chance to review the brief and I'd love to discuss it further before putting together an estimate. A quick call would help me make sure I scope it accurately and ask the right questions about usage, timeline, and deliverables. > > I'm available {{AvailableTimes}} — let me know what works for you, or feel free to book directly at {{CalendarLink}}. > > Looking forward to it. > > <$me.fullname$> <$me.phone1$> *** ### Template: Estimate Follow-Up **Used For:** 5–7 days after an estimate has gone out with no response **Body:** > Hi <$cnt.firstname$>, > > I wanted to follow up on the estimate I sent over on {{EstimateDate}} for {{ProjectName}}. > > Happy to talk through any questions on the scope, rate, or usage terms — or if priorities have shifted since we spoke, just let me know and I can adjust the estimate accordingly. > > Looking forward to hearing from you. > > <$me.fullname$> *** ### Template: Booking Confirmation **Used For:** Deposit or PO received — job is confirmed **Body:** > Hi <$cnt.firstname$>, > > Great news — we're confirmed for {{ProjectName}}. > > Here's a quick summary of what we have locked in: > > * **Shoot date:** {{ShootDate}} > * **Location:** {{Location}} > * **Deliverables:** {{Deliverables}} > * **Usage rights:** {{UsageRights}} > > Next step: I'll send over a pre-production questionnaire within the next 48 hours to make sure we're aligned on all the details before we get into prep. > > If anything changes on your end before then, don't hesitate to reach out. > > <$me.fullname$> <$me.phone1$> *** ### Template: Selects Review Request **Used For:** Sending selects gallery link after the shoot — requesting client approval before final post **Body:** > Hi <$cnt.firstname$>, > > The selects from {{ShootDate}} are ready for your review. > > **Gallery link:** {{GalleryLink}} **Password:** {{GalleryPassword}} > > Please mark your approved selects by {{ReviewDeadline}}. Once I have your selections, I'll move straight into final retouching and have the delivered files to you by {{DeliveryDate}}. > > If you have questions about any of the images or want to discuss selects on a call, I'm happy to do that. > > <$me.fullname$> *** ### Template: Final Delivery **Used For:** Final approved assets have been delivered **Body:** > Hi <$cnt.firstname$>, > > The final files for {{ProjectName}} are ready. > > **Download link:** {{DeliveryLink}} **Password:** {{DeliveryPassword}} **Link expires:** {{LinkExpiry}} > > Files are delivered as {{FileFormat}} at {{Resolution}}. Please download and archive these to your own systems — I'll keep a copy on file for {{ArchivePeriod}}. > > The final invoice has been sent to <$if cnt.org.name$><$cnt.org.name$><$else$>you<$endif$> for your records. > > It was a great project to be a part of — hope the content performs well for you. I'd love to hear how it lands once it's live. > > <$me.fullname$> *** ### Template: Post-Delivery Check-In **Used For:** 4–6 weeks after final delivery — relationship nurturing and next brief **Body:** > Hi <$cnt.firstname$>, > > It's been a few weeks since we wrapped {{ProjectName}} — I wanted to check in and see how the content is performing. > > Is it meeting what you hoped for? Any feedback on the process that would be useful for next time? > > If there are upcoming projects in the pipeline — or if it would be useful to connect for a coffee and talk through the next quarter — I'd be glad to. > > <$me.fullname$> <$me.phone1$> *** ## Smart Lists Smart Lists are saved filters that live in Daylite's sidebar and update automatically any time a record changes. Every time a job moves stages, a task goes overdue, or a new brief lands — your Smart Lists reflect it instantly. Think of them as your always-on dashboard for commercial work. The goal is a small set of views you check every morning before you open your inbox. ### People Smart Lists | Smart List Name | Filters | Match | What it's for | | ------------------------------ | --------------------------------------------------- | ---------------------------------------- | ------------------------------------------------------------------ | | **⭐ VIP Contacts** | Category = Client Contact + Keyword = VIP | Match All | Key contacts worth prioritising for relationship maintenance | | **🔁 Repeat Client Contacts** | Category = Client Contact + Keyword = Repeat Client | Match All | Individuals at brands or agencies who've booked you more than once | | **📬 Prospects Gone Cold** | Category = Prospect + Activity not in last 60 days | Match All (sub-filter: Do Not Match All) | Leads you haven't been in touch with — worth a check-in | | **🤝 Referral Sources** | Relationship = Referred to | Match All | People who've sent work your way — stay in touch | | **🆕 New Contacts This Month** | Create Date = this month | Match All | Everyone added recently — make sure they're categorised | ### Company Smart Lists | Smart List Name | Filters | Match | What it's for | | --------------------------- | ---------------------------------------------------- | --------- | --------------------------------------------------------------------------------------------- | | **🏢 Active Clients** | Category = Active Client | Match All | All brands and agencies you're currently working with | | **🏛️ Agency Roster** | Category = Agency | Match All | Every creative and advertising agency in your network | | **🔁 Retainer Clients** | Category = Active Client + Keyword = Retainer Client | Match All | Companies on ongoing content agreements — track renewal dates | | **🌱 Prospect Companies** | Category = Prospect | Match All | Brands and agencies in your pipeline — not yet booked | | **💤 Dormant Past Clients** | Category = Past Client | Match All | Companies you've worked with before but haven't had a job from in a while — worth re-engaging | ### Opportunity Smart Lists | Smart List Name | Filters | Match | What it's for | | ---------------------------------- | -------------------------------------------------------------------- | --------- | --------------------------------------------------------------- | | **🔔 New Briefs** | Pipeline & Stage = Brief Received | Match All | Enquiries just in — respond the same day | | **📋 Estimates Out** | Pipeline & Stage = Estimate Sent | Match All | Quotes waiting on a decision — follow up if stuck beyond a week | | **🧊 Follow-Up Needed** | Pipeline & Stage = Follow-Up Needed | Match All | Prospects who've gone quiet after the estimate — needs a nudge | | **✍️ Contracts Awaiting Sign-Off** | Pipeline & Stage = Contract Sent | Match All | Deals nearly closed — follow up fast | | **📅 Retainer Renewals Due** | Category = Retainer / Ongoing + Forecasted Close Date = next 60 days | Match All | Ongoing client agreements approaching renewal | | **💰 Won This Year** | State = Won + End Date = this year | Match All | All confirmed bookings this calendar year | | **❌ Lost — Rate** | State = Lost + State Reason = Rate Too High | Match All | Track how often price is the issue | ### Project Smart Lists | Smart List Name | Filters | Match | What it's for | | ------------------------------ | ----------------------------------------------------------- | --------- | ----------------------------------------------------------------- | | **📸 Shoots This Month** | Pipeline & Stage = Shoot Day(s) + Start Date = this month | Match All | Every confirmed shoot coming up this month | | **✂️ Currently in Post** | Pipeline & Stage = Edit / Post-Production | Match All | Jobs actively in editing or colour — check for anything overdue | | **👁️ Awaiting Client Review** | Pipeline & Stage = Selects / Rough Cut Review | Match All | Selects or rough cut sent — waiting on client response | | **🔄 Revisions in Progress** | Pipeline & Stage = Revisions | Match All | Jobs where client feedback has come in and changes are underway | | **📤 Final Delivery Overdue** | Pipeline & Stage = Edit / Post-Production + Due Date = past | Match All | Projects past their agreed delivery date — triage immediately | | **🧾 Invoice Outstanding** | Pipeline & Stage = Invoice Sent | Match All | Jobs delivered but not yet paid — follow up on overdue invoices | | **🎉 Completed This Year** | Pipeline & Stage = Complete + End Date = this year | Match All | All closed jobs this calendar year — useful for revenue reporting | | **🙏 Follow-Ups Pending** | Pipeline & Stage = Follow-Up | Match All | Post-delivery follow-up stage — thank-you and next brief | ### Task Smart Lists | Smart List Name | Filters | Match | What it's for | | --------------------------- | ----------------------------------------------- | --------- | ----------------------------------------------------------- | | **🚨 Overdue Tasks** | Status = Incomplete + Due Date = past | Match All | Everything already past due — triage first thing | | **📅 Due Today** | Status = Incomplete + Due Date = today | Match All | Your task focus for the day | | **📬 Estimates to Send** | Category = Estimate + Status = Incomplete | Match All | Estimate prep or delivery tasks outstanding | | **📦 Deliveries This Week** | Category = Delivery + Due Date = this week | Match All | Final files or galleries due to go out this week | | **🔧 Pre-Production Tasks** | Category = Pre-Production + Status = Incomplete | Match All | All outstanding pre-production tasks across active projects | ### Calendar Smart Lists | Smart List Name | Filters | Match | What it's for | | ----------------------------- | ------------------------------------------------------- | --------- | ----------------------------------------------- | | **📸 This Week's Shoots** | Category = Shoot Day + Start Date = this week | Match All | Confirmed shoot days coming up this week | | **☎️ Client Calls This Week** | Category = Pre-Production Call + Start Date = this week | Match All | Production meetings and review calls this week | | **✈️ Travel Days Ahead** | Category = Travel + Start Date = next 30 days | Match All | Upcoming travel commitments in the next 30 days | ### Pro Tips for Smart Lists * Pin your daily drivers to the Favourites bar — "Due Today", "New Briefs", and "Active Productions" should be one click away each morning. * Organize Smart Lists into folders by object type (Opportunities, Projects, Tasks) so the sidebar stays clean as the list grows. * Use emojis in Smart List names to identify purpose at a glance — they work as visual categories in the sidebar. * Review your Smart Lists every couple of months and prune the ones you never open. A sidebar of 40 lists is just as useless as no lists at all. *** ## Making It Your Own Everything in this guide is a starting point. The best setup is the one that matches how you actually work — not a generic CRM template. Once you've run a few jobs through Daylite, you'll know what's working and what's creating friction. That's the right time to adjust: * **Categories and keywords** — if you're not using a category or keyword, remove it. A short, clean list beats a comprehensive one you ignore half of. * **Pipeline stages** — if a stage never has anything in it, remove it. If you always skip from Estimate Sent directly to Contract Sent, take the intermediate stage out. Fewer stages that reflect reality are more useful than a perfect process that doesn't match how you actually close work. * **Activity Sets** — adjust timings after your first real cycle. The first version is an educated guess. After six productions you'll know exactly how many days you actually need between shoot and selects delivery. * **Smart Lists** — pin what you check daily, remove what you never open. Your sidebar should feel like a control panel. * **Custom fields** — if you keep writing the same thing in notes on every project (PO number, delivery link, archive location), that's a signal it should be a custom field. > **Tip for teams:** Individual users can personalise their views, Smart List favourites, and task display preferences without affecting anyone else's setup. Encourage everyone to make Daylite feel like their own working environment, not a shared filing system. *** ## Using Daylite as a Team If you work with a producer, studio manager, or plan to bring on team members, a few conventions make shared Daylite work much smoother. **Establish clear ownership.** Every record in Daylite has an Owner. Decide whether ownership follows the person who creates the record or transfers when the job is handed off. On commercial jobs, the natural owner is the account lead — the person responsible for the client relationship. Crew bookings and post-production tasks can be delegated without changing record ownership. **Set a shared visibility policy.** By default, all records are visible to all users. For most commercial studios this is correct — everyone should see every active client and project. Use record-level permissions only for edge cases (confidential client information, sensitive rate negotiations) — a database where half the records are hidden quickly becomes unworkable. **Delegate tasks, don't just mention them.** When a producer needs to book crew or a retoucher needs to know the delivery deadline, delegate the task in Daylite rather than sending a Slack message. Delegated tasks appear in the recipient's task list and stay visible to you — nothing falls through the cracks and you don't need to chase for updates. **Create shared Smart Lists as team dashboards.** A shared "Active Productions" project Smart List and a shared "New Briefs" opportunity Smart List give everyone common ground and reduce the need for status check-in meetings. **Agree on naming conventions before anyone imports contacts.** How do you name opportunities? ("Brand Name — Campaign Name — Year" works well for commercial.) Which keywords are mandatory on a new client company record? Document a one-page cheat sheet before you onboard a second user — it prevents the database from fragmenting into inconsistent systems. **Assign Activity Set tasks deliberately.** When you apply an Activity Set, each task is assigned to a specific user. Pre-production tasks typically go to the producer; post-production tasks to the retoucher or editor; client communication tasks to the account lead. Set this up in the Activity Set template so it fires correctly every time. *** ## Tips for Day-to-Day Use * **Start every morning with your Boards and Smart Lists, not your inbox.** Open the Opportunities Board first — scan for new briefs that need a response, estimates that have been out more than a week, and any deals stuck in negotiation. Then open the Projects Board — check for anything in post that's overdue and any selects reviews you're waiting on. Then check your task Smart Lists before you open your email. This keeps you running the business instead of reacting to it. * **Link every email, note, and call to the right contact and project.** A complete linked history is your protection if a scope dispute ever arises — and it will. A brief confirmation email linked to an Opportunity, a note from a production call linked to a Project, a scope change agreed in writing linked to both — this paper trail protects you and builds trust with clients who know you keep good records. * **Create an Opportunity the moment a brief lands.** Don't wait until you've replied, or until you've decided whether to quote. Log it first, then respond. Opportunities that don't get logged get lost. * **Add a note after every client call.** Two sentences is enough: what was discussed, what the next action is. Over time these notes become an invaluable record of how a client relationship has evolved — and they're there when someone asks "didn't we agree to X six months ago?" *** ## Quick-Start Checklist Use this when first setting up Daylite. Work through it in order — the structure needs to be in place before you import contacts. **People Setup** * [ ] Create People categories: Client Contact, Prospect, Crew, Talent, Vendor, Industry, Personal * [ ] Add People keywords: discipline (for crew), client contact type, relationship status, lead source * [ ] Define Roles: Primary Contact, Decision Maker, Creative Approver, Billing Contact, and crew roles (DP, Gaffer, Sound, Stylist, Talent, Editor) * [ ] Define Relationships: Referred by / Referred to, Works with, Introduced by, Represented by **Companies Setup** * [ ] Create Company categories: Active Client, Past Client, Prospect, Agency, Vendor, Talent Agency * [ ] Add Company keywords: work type, relationship status (Retainer Client, Repeat Client, High Value), scale * [ ] Set Company Types: Corporation, Agency, Small Business, etc. * [ ] Set Company Industries relevant to your client base **Opportunities** * [ ] Build the Sales pipeline with 8 stages (Brief Received through Lost) * [ ] Set Opportunity categories: Commercial Photography, Commercial Video, Photo & Video, Corporate Events, Headshots & Portraits, Retainer / Ongoing * [ ] Add Opportunity Types (lead sources) * [ ] Add Win and Loss reasons * [ ] Set a default pipeline so new Opportunities appear on the board automatically **Projects** * [ ] Build the Project pipeline with 10 stages (Pre-Production through Follow-Up) * [ ] Set Project categories matching Opportunity categories * [ ] Add Project keywords: rush, travel, deliverable types, usage rights **Calendar** * [ ] Set up Calendar categories: Shoot Day, Pre-Production Call, Location Scout, Edit/Post Block, Client Review, Travel, Admin, Deadline * [ ] Assign colours — make Shoot Day stand out (Red recommended) **Activity Sets** * [ ] Build "Commercial Photo Shoot — Pre-Production" Activity Set * [ ] Build "Commercial Video Production — Pre-Production" Activity Set * [ ] Build "New Client Onboarding" Activity Set * [ ] Assign tasks to the correct team member role in each set (if working with a team) **Forms & Custom Fields** * [ ] Create "Commercial Shoot Brief" Form (for Opportunities / Projects) * [ ] Create "Post-Production Delivery Spec" Form (for Projects) * [ ] Set up Opportunity custom fields: Day Rate Agreed, Licensing Fee, Usage Rights Summary, Estimate Expiry Date * [ ] Set up Project custom fields: PO Number, Gallery Link, Gallery Password, Asset Archive Location, Final Delivery Deadline, Invoice Due Date **Email Templates** * [ ] Build templates: Initial Response to Brief, Estimate Follow-Up, Booking Confirmation, Selects Review Request, Final Delivery, Post-Delivery Check-In **Smart Lists** * [ ] Create People Smart Lists: VIP Contacts, Prospects Gone Cold, Referral Sources, New Contacts This Month * [ ] Create Company Smart Lists: Active Clients, Agency Roster, Dormant Past Clients, Retainer Clients * [ ] Create Opportunity Smart Lists: New Briefs, Estimates Out, Follow-Up Needed, Contracts Awaiting Sign-Off, Won This Year * [ ] Create Project Smart Lists: Shoots This Month, Active Productions, Currently in Post, Awaiting Client Review, Final Delivery Overdue, Invoice Outstanding * [ ] Create Task Smart Lists: Overdue Tasks, Due Today, Pre-Production Tasks, Deliveries This Week * [ ] Create Calendar Smart Lists: This Week's Shoots, Client Calls This Week * [ ] Pin your daily-use Smart Lists as Favourites in the sidebar **Data Migration** * [ ] Import existing contacts in groups by Category (Client Contacts first, then Crew, then Vendors) * [ ] Create Company records for all client brands and agencies before importing People — so you can link them during import * [ ] Review and categorize all imported records before going live --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://docs.daylite.app/help/by-industry/commercial-photography-video.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.