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Event / Session Pipeline Overview

Updated

Overview

This tutorial explains when and how to use event/session pipelines 

Table of Contents

What is an Event or Session Pipeline

An event/session pipeline is a series of steps or pipeline stages that occur before and/or after the session/event/appointment.

Please note that each pipeline stage requires that an employee click a Pipeline Stage Completed button when the stage is completed before moving to the next pipeline stage. A common mistake is to use event/session pipelines when other features should be used instead.

 

Event/Session Pipelines should not be used in the following situations:

A common mistake is to use event/session pipelines when other StudioCloud features should be used instead. As such below is a list of items that should not be used with event/session pipelines as well as recommendations for what should be used instead.

  • Confirmation Session Booked Emails or Text Messages
    • To set confirmation emails or text messages correctly do the following steps:
      1. Edit the Calendar Type
      2. Click on the Messages tab
      3. Select the Confirmation email or Text Message checkboxes 
        • confirmation_emails_and_text_messages.png
  • Session Automated Emails or Text Messages
    • CloudAlerts are designed for sending emails or text messages to a client before or after a session. Typically CloudAlert Emails/Text Messages should be used for all session or event emails or text messages. 
      • CloudAlerts.png
  • Tracking all the setup features before an event/session
    • A common mistake is to have multiple pipeline stages to track everything that needs to be done before a session. This can become quite tedious and often employees will stop doing it. StudioCloud recommends having, at most, one pipeline stage for setting up what needs to be done for a session. Typically this does not even need a pipeline stage because it is something that employees already do out of habit.

How to Manually Assign a Pipeline to a Session

To manually assign an event or session pipeline to a session or event do the following steps

  1. Create a new event/session/appointment or edit an existing one
  2. Click the Select Pipeline button 
    • select_event_pipeline.png

How to Automatically Assign a Pipeline to a Session when the Session is Booked

To have StudioCloud automatically assign an event/session pipeline when a session is booked do the following steps:

  1. Click on Calendar
  2. Click on the Settings tab
  3. Click on the Manage Calendar Types button 
    • manage_calendar_types.png
  4. Create a new Calendar type or edit an Existing Calendar type
  5. Click on the Defaults / Online Booking tab
  6. Click the Select Pipeline button 
    • calendar_type_event_pipeline.png

How to Automatically Mark a Lead Pipeline as Completed When an Event or Session is Booked

To have StudioCloud automatically close a lead pipeline refer to the following steps:

  1. Click on Calendar
  2. Click on the Settings tab
  3. Click on the Manage Calendar Types button 
    • manage_calendar_types.png
  4. Create a new Calendar type or edit an Existing Calendar type
  5. Click on the Settings tab
  6. Click the "Mark Lead Pipelines Completed" checkbox

How to Automatically Convert a Lead to a Client When an Event or Session is Booked

To have StudioCloud automatically close a lead pipeline refer to the following steps:

  1. Click on Calendar
  2. Click on the Settings tab
  3. Click on the Manage Calendar Types button 
    • manage_calendar_types.png
  4. Create a new Calendar type or edit an Existing Calendar type
  5. Click on the Settings tab
  6. Click the Convert Leads To Clients checkbox

Here are a Few Example Event/Session Pipelines

Here is an example of a portrait session pipeline where a follow-up phone call is made 6 months after the portrait session to schedule a new portrait session.

  • Pipeline Name: Portrait Session Pipeline Example
    • Pipeline Stage 1: Check Camera Batteries, memory card, and other session setup steps
      • Deadline: Two hours before the session
    • Pipeline Stage 2: Backup Memory card
      • Deadline: One hour after session
    • Pipeline Stage 3: Call To Schedule New Portrait Session Attempt #1
      • Deadline: 6 months after session
      • Action If Call Goes To Voicemail: Send Email
    • Pipeline Stage 3: Call To Schedule New Portrait Session Attempt #2
      • Deadline: 6 months and 5 days after session
      • Action If Call Goes To Voicemail: Send Email
    • Pipeline Stage 3: Call To Schedule New Portrait Session Attempt #3
      • Deadline: 6 months and 10 days after session
      • Action If Call Goes To Voicemail: Send Email

Here is an example of a wedding pipeline where a sales session is scheduled by phone 2 weeks after the wedding:

  • Pipeline Name: Wedding Pipeline Example
    • Pipeline Stage 1: Call to confirm details regarding the wedding
      • Deadline: One week before the wedding
    • Pipeline Stage 2: Check All Equipment
      • Deadline: One Day before the wedding
    • Pipeline Stage 3: Backup Memory card
      • Deadline: Four hours after the wedding
    • Pipeline Stage 4: Call To Schedule Sales Session Attempt #1
      • Deadline: Two weeks after the wedding
      • Action If Call Goes To Voicemail: Send Email
    • Pipeline Stage 5: Call To Schedule Sales Session Attempt #2
      • Deadline: Three weeks after the wedding
      • Action If Call Goes To Voicemail: Send Email
    • Pipeline Stage 6: Call To Schedule Sales Session Attempt #3
      • Deadline: Four weeks after the wedding
      • Action If Call Goes To Voicemail: Send Email