--- title: Projects and all clients description: Manage session projects and all saved clients in one workspace, alongside forms and permanent client pages. url: "https://shootcal.com/docs/projects/" updated: "2026-11-13" category: "The ShootCal app / Schedule & clients" --- # Projects and all clients # Projects and all clients **Projects** brings session work and your saved client directory together in the web app. The **Projects** view is the working area for each session; **All clients** shows your complete saved contact directory in the same card style. **Forms** holds your reusable paperwork and form records. Choose **Clients** in the main header, then **Projects** in the sidebar. On a phone, open the menu at the top of the screen first. The visible **Projects** and **All clients** controls switch between the two views within this workspace. In **Projects**, each saved photography session gets its own card automatically, including separate sessions for returning clients. The compact card shows the client, session date and readable status chips. Select a card to open its session details dialog, including the saved email, time, location, session notes and private studio notes when available. Choose **All clients** to see every saved client alphabetically by name, including people without a session. Search the directory or choose **New client** to add someone. Open a client card to review and edit their contact details, notes, appointment history and paperwork in a full-width view. Choose **Back to all clients** to return to the cards. ## Read the status Status chips show **Deposit paid** in green or **Deposit unpaid** in red, **Paid in full** when all issued invoices are paid, and **Gallery delivered** after confirmed delivery. A manual delivery confirmation reads **Gallery marked delivered**. Invoice status comes from the invoices linked to that exact session; with no linked invoice it reads **No invoice**, and an unpaid invoice past its due date shows as overdue. Open the linked invoice in Invoices to record or change a payment. Cards follow the session date and final-gallery delivery. Publishing a gallery alone does not mark it delivered. The details dialog links to the existing session, client, invoice, contract and gallery screens for the work you need to do there. Completed projects are hidden by default once a past session's gallery delivery is confirmed and it has no unpaid or draft linked invoices. Open **Filters** and turn on **Show completed** to include them. Search or sort by session date, client name or needs attention. Turn on **Needs attention only** in Filters to focus on projects with dates or delivery status needing confirmation, overdue invoices, or contracts waiting for a signature. It works with your search, sort and completed-project settings. Turn it off to return to the full filtered list. ## Connect the final gallery Select the saved ShootCal client beside a gallery name to keep a reliable connection to that client. A newly accepted delivery can then match that client to exactly one completed session from the last nine months. Galleries that have never had an explicit client selection can still match by a unique saved email. Changing a gallery client does not rewrite earlier delivery records or send a message. Delivery must fall on or after the session ends and within nine months of that session. Multiple possible sessions require a choice. Select the final gallery in its project details for older work or an ambiguous match. If delivery was handled elsewhere, choose **Update gallery status** in the session details and tick **Gallery delivered** to record a manual status confirmation for that project. It does not send a gallery or change an invoice. You can undo that manual confirmation; confirmed gallery delivery from an actual accepted share remains visible. ## Work inside a project Open a project to review its session, client, paperwork and delivery. The compact overview keeps the session, paperwork and delivery together. Use **Preview client page** to open the client-page view, or the questionnaire links to open the existing records in **Forms**. It works for every session type; weddings can use preparation notes and questionnaires more extensively. Private client and studio notes remain private. Automatic pages use the saved session details and your public defaults. Customized pages use the information you review and publish. Payment status, session times and document completion are read from their current records. ## Automatic client pages Choose **Preview client page** in project details to see the current client-facing page. The normal view is a preview, so you do not have to edit every client's page. It shows the session type, current local date and time, saved location, preparation tips, confirmed payment status and gallery updates. Document links appear only when ShootCal can confirm they were shared with this exact session's client. Private calendar descriptions, private studio notes, contact details and questionnaire answers are not copied to the page. The preview itself creates no page and sends no message. **Copy client link** prepares the permanent page when needed, then copies its link for you to share. Each session has its own link, including separate sessions for a returning client. Nothing is emailed automatically. ## Public defaults Open **Clients > Client page setup** to save public information and preparation tips once. Choose **All sessions** for shared content, or select a session type and edit its title, information or tips directly. A type uses the shared content until you edit it. Your saved changes then apply automatically to that type. Choose **Use All sessions** to return a customized type to shared content. Removing all information sections from a customized type leaves its page without those blocks. On wide screens, settings and the full client page preview sit side by side and scroll together. Save setup is below the editor. Smaller screens show one column. Choose **Save setup** to apply your changes. Changes appear on existing automatic pages the next time they are opened. Existing customized pages keep their published content. The live sample preview updates your title and tips as you edit. Its studio name, session date, location and payment details are examples. Previewing does not create or share a client page, and edits only apply after you choose **Save setup**. The **Client page setup** shortcut on a session-type card opens this same editor with that type selected. You can also open the editor for all sessions from **Booking setup**. Only enter information intended for clients. These defaults are separate from private studio notes and session-type preparation notes. ## One permanent client link Automatic pages keep the same link while session times, public defaults and confirmed shared document statuses change. A draft or prepared-but-unsent document does not appear automatically. Some older documents do not have the required sharing evidence and may need explicit review in **Manage existing page**. A gallery must be delivered to the current saved client, have public or password-protected access, and be selected as this project's final gallery. A manual **Gallery delivered** marker alone does not give access. Anyone with the complete link can open its available document links, so treat it like the individual client links you already share. A password-protected gallery still requires its own password. The page does not publish questionnaire answers or unsent invoice information. Recorded payment and deposit amounts appear only for confirmed shared invoices. A manually confirmed deposit can show **Deposit received** without inventing an amount. Clients sign, pay and complete forms on the existing document pages. **Manage existing page** holds access controls and the existing custom editor. **Disable** closes future access through the client page. Automatic links stay permanent and do not offer Rotate in this first version; customized pages retain their reviewed Rotate control. Disabling or rotating a client-page link does not retract individual document or gallery links someone already obtained. Those links keep their own access rules. Cancellation, Trash, client reassignment, changing the client's email address, account recovery, account deletion and ShootCal admin actions can retire access. Changing your password, signing in with or linking Google or Microsoft, and correcting a client's name do not. Restoring a session never revives an old credential. ## Existing customized pages Customized, unpublished and disabled pages keep their settings. To customize an automatic page, use **Manage existing page**, save a draft, review its full preview, then acknowledge and publish. Saving a draft changes no client-facing content. Publishing custom content keeps the current link but switches that page to the custom workflow: shared defaults and newly shared documents no longer appear automatically. Session times and selected document statuses still update from their current records. A failed preview must be resolved before publication. ## Questionnaires for this project Project details lists the questionnaires associated with that exact session. Use **Open in Forms** to open the record in **Clients > Forms**. Forms remains the place to manage reusable questionnaires and read answers; the project overview does not duplicate the responses editor. Preparing or associating a questionnaire does not email it or automatically add it to the published client page. Only an explicit Send action emails the client. Editing a reusable template does not rewrite questions or answers in an existing project form. ## Earlier tasks and follow-ups The general Tasks view and session-type follow-up templates have been retired from the web app. The old Tasks address now opens Projects. New web appointments do not create task plans. Existing saved tasks, original archives and uncertain recovery attempts are preserved, and the iPhone and iPad apps still show their Tasks list. The current Mac app uses Projects for session status. Existing client follow-ups remain associated with their saved client. Projects is available on the web and in the current Mac app. --- ### Discover more from ShootCal Subscribe to get the latest posts sent to your email.