Tracking Client Activity
You booked Sarah eight months ago. She just emailed asking about her album. Do you remember what you discussed at the consultation? What she paid? Whether she signed the print release? If the answer is no, you need a better system for tracking client activity.
The Activity Timeline
Every client profile in creavio includes an Activity Timeline — a chronological log of everything that has happened with that client. This is not something you need to maintain manually. creavio logs events automatically:
- Emails sent and opened — when you sent it, when they read it
- Invoices — created, viewed, paid, overdue
- Contracts — sent, viewed, signed
- Bookings — scheduled, confirmed, rescheduled, completed
- Galleries — delivered, viewed, favorites selected, downloads
- Forms — submitted (with form data visible in the timeline)
- Pipeline changes — when the client moved between stages
- Notes — anything you manually add
Adding Notes
Manual notes are how you capture context that the system cannot. To add a note:
- Open the client profile
- Scroll to the Activity section
- Click + Add Note
- Type your note and click Save
What to put in notes:
- Details from phone calls or in-person meetings
- Client preferences ("wants mostly candid, minimal posed shots")
- Location or venue specifics discussed
- Special requests or concerns
- Internal reminders ("follow up after honeymoon — mid-July")
Notes are internal. Clients never see them.
Communication History
Every email you send through creavio appears in the client's timeline with delivery status:
- Sent — the email was dispatched
- Delivered — confirmed delivery to their inbox
- Opened — the client opened the email (with timestamp)
- Bounced — delivery failed (bad email address)
This is tracked through the email activity log and also shown per-client in the timeline.
Filtering the Timeline
For clients with a long history, use the filter dropdown above the timeline to show only:
- Notes only
- Emails only
- Financial activity (invoices, payments)
- Bookings and sessions
- Gallery and collection activity
Why This Matters
Photographers who track client interactions close more repeat bookings. When you can pull up everything about a client in 10 seconds — their preferences, their payment history, the last time you spoke — you give a personal experience that no big studio can match.
That is the advantage of being a small operation with a good system. Use it.