Setting up a Club virtually guarantees more consistent business for your studio and gives you an opportunity to build a lasting relationship with your client. It also requires you to institute a well thought out workflow which will limit the amount of labor and process that can result. PhotoOne is set up to be a work horse for you in this endeavor and it’s our P1 Action for the week.
“How do I track a Club program in PhotoOne?”
Most of you have a Business Category called Portraits. Go to Setup > Business Types and create a Business Type with a description of the type of Club you are marketing (Baby Club, Portrait Club, Birthday Club, etc). I’ve used Baby Club as an example here. Create a price code for the Club membership.
Go to Setup > Pricing > Prices, and Add. Make up an easy-to-remember, easy-to-type code like BC, BABYCLUB, MEM (for Membership) or MBC (for Membership in Baby Club). Fill in the price and the other fields on the price update screen as you wish.
Entering Club Customers
Put all Club clients in this Business Type. You will be able to make Customer list by Business Type to track membership, report on orders and create mailings. Always create a Relationship file within this Customer file for the baby and his or her birthday. The mom could be the customer. The baby could be the Relationship. If you actually make the baby the customer, also add them to the Relationship file so all birthdays can be tracked and searched easily and consistently via the Marketing area.
Entering Club Orders
Create a new order each time you enroll someone in the Baby Club. This can be a Quick Order since it typically isn’t a session or order that you want to track, just an enrollment fee.
Automating your club to save staff time
To remind you to call the customer again for their next session, you can have PhotoOne automatically create a TO DO task for you. This TO DO task would be associated with the Appointment Type.
First, go to Setup > Appointment Types. Add an Appointment Type for each type of session. Example: B3M = Baby Club 3 months, B9M = Baby Club 9 months, B1Y = Baby Club 1 year, and so on.
The P1 Action here is to add an automated TO DO to each of these Appointment Types. On the Appointment Type setup screen, go to the Appointment Husbandry tab, click Add a TO DO after a Customer’s Appointment. The description of the TO DO is Call for Next Appointment. Intervals at which to add this TO DO would be 60 days after the 3, 6, 9 month sessions and 330 days after the yearly sessions.
Task list to run your Club
Daily: Run TO DO list daily to be reminded of the customers you need to call to setup new Baby Club appointments.
Weekly: Look up birthdays weekly to send cards.
P1 Action to make the process run more smoothly
Make all 4 first-year appointments ahead of time. Have the Automated Email send out 30 day reminder emails so that the customer will receive a notice 30 days prior to the next appointment, giving them their reminder and an opportunity to change the appointment.
Make all appointments in advance. Run the Appointment Confirmation list for any day in the future (example: 30 days in advance) so you can call all appointments well in advance to confirm the date and time. Use the Appointment Shoebox to store postponed appointments. Check the shoebox daily for appointments waiting there to be rescheduled or look at the customer’s Appointment tab, where the Shoebox Appointments will be noted in red.
Hopefully this post sparks some marketing creativity. Rest assured, PhotoOne is designed to assist you with your marketing campaigns.
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