Why Wedding Photographers Choose creavio
Wedding photography is the most complex genre in the business. You are managing multi-month timelines, coordinating with planners and venues, delivering thousands of images, and keeping anxious couples calm through it all. creavio was built to handle every stage of that process in one place.
This guide walks through setting up creavio specifically for a wedding photography business, from the first inquiry to final album delivery.
Setting Up Your Wedding Workflow
1. Create Your Wedding Session Type
Go to Settings > Session Types and create a new type called "Wedding." Set your default duration (8-12 hours is typical), base price, and required deposit percentage. Most wedding photographers require a 25-50% retainer to hold the date.
Add a buffer time of at least 60 minutes before the session. This accounts for travel and setup. For the day after, block the full day if you typically need recovery time.
2. Build Your Wedding Contract
Under Money > Contracts, create a wedding-specific contract template. Include these essential clauses:
- Coverage hours with overtime rate
- Second shooter terms and costs
- Image delivery timeline (6-8 weeks is standard)
- Album design rounds and revision limits
- Force majeure clause for weather and emergencies
- Cancellation and postponement terms (critical post-2020)
- Image rights and social media usage
Use creavio's smart fields to auto-populate the couple's names, wedding date, venue, and package price. No manual find-and-replace needed.
3. Set Up Wedding Packages
Go to Money > Packages to create your wedding pricing tiers. A common structure:
- Essential: 6 hours, one photographer, online gallery, print rights
- Classic: 8 hours, second shooter, engagement session, online gallery
- Premium: 10 hours, second shooter, engagement session, album, prints
Each package links directly to your invoice templates, so when a couple selects their package, the invoice generates automatically with the correct line items.
The Wedding Client Journey in creavio
Inquiry to Booking
When an inquiry comes through your booking page or contact form, it lands in your CRM as a new lead. The client record captures their wedding date, venue, guest count, and how they found you.
Set up an automation workflow that immediately sends a branded response with your pricing guide and availability confirmation. Speed matters. Couples who hear back within an hour book at 3x the rate of those who wait 24 hours.
Consultation and Proposal
After the initial response, schedule a consultation through creavio's booking calendar. The couple picks a time that works for them. creavio sends a confirmation with a Google Meet or Zoom link automatically.
After the consultation, send a proposal with their selected package. In creavio, this means sending a contract + invoice combo. The couple reviews terms, signs electronically, and pays the retainer in one flow.
Pre-Wedding Communication
Between booking and the wedding day, you need to collect a lot of information. Use creavio's questionnaires to gather:
- Detailed timeline and shot list
- Family group photo combinations
- Vendor contact information
- Venue access details and restrictions
- Special moments they do not want missed
Set these to send automatically at specific intervals. The detailed questionnaire 6 weeks before. The final timeline questionnaire 2 weeks before. creavio handles the reminders if they do not complete them on time.
Engagement Session
If your package includes an engagement session, create it as a linked session under the same client record. The engagement gallery delivers through creavio Collections, giving the couple a preview of your delivery experience months before the wedding.
Wedding Day
On the day itself, creavio is not in the picture. You are focused on shooting. But everything before and after that day runs through the platform.
Post-Wedding Delivery
This is where creavio really earns its place. Upload your edited images to a Collection with these settings:
- Gallery mode for the full set
- Proofing mode if they need to select album images
- Download enabled with full-resolution files
- Password protection for privacy
- Expiration date if you limit download windows
Send sneak peeks within 48 hours. Deliver the full gallery within your contract timeline. creavio tracks when the couple views, downloads, and shares their gallery.
Album Design and Print Orders
If your package includes an album, use the proofing mode in Collections to let couples select their favorite images. Export the selections to your album design software. After design approval, track the order and delivery through creavio's session notes.
Wedding-Specific Tips
Managing Second Shooters
Add second shooters as team members with limited permissions. They can view session details and timelines without accessing your financials or other clients. Assign them to specific sessions under Bookings > Team.
Vendor Referral Tracking
Wedding photographers thrive on vendor referrals. Use creavio's referral source field on every client record to track which planners, venues, and florists send you business. Run a referral report quarterly to see who deserves a thank-you gift or a preferred vendor shoutout.
Seasonal Calendar Management
Block your peak season dates early. In Settings > Availability, mark dates as "tentative hold" or "booked" to prevent double-booking during October and June rushes. Use the calendar view to see your entire wedding season at a glance.
Wedding photography is a high-stakes, high-reward business. The photographers who succeed are the ones who nail the client experience from first click to final delivery. creavio gives you the tools to do exactly that.