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Photo Studio Management
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Photo Studio Management · Available now

Sessions, proofs and approved content.

Photo Studio Management organizes client photography projects, planned work, photo sessions, proof selections and final content. A Studio Manager sets the project owner, schedule and budget.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewContent Review Queue
Photo Studio Management · Content items

Content Review Queue

Content items in one list

New content item
Content items in view
6
Editing
3
Review
3
Due at within 14 days
4
Editing3
Autumn collection hero portraitCampaign portrait
22 Oct
Ceramic catalog coverEvent gallery
24 Oct
Restaurant menu detail setMenu detail
30 Oct
Add
Review3
Founder headshot selectsProduct still life
16 Oct
Garden wedding galleryEditorial headshot
31 Oct
Team profile contact sheetSocial media crop
01 Nov
Add
Autumn collection hero portraitContent items · CI-34138
Editing
Content typeCampaign portrait
OwnerAmina Yusuf
Due at22 Oct
ProjectSilver Fern holiday gift guide
Approve versionCI-34138 · Autumn collection hero portrait

Publication Reviewer checks current rights and decides on the file version.

Waiting for Publication Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
11
Saved views
13
Roles with set permissions
7
Reports and dashboards
8
Features

Studio work in view

Every feature works on the same records. Pick one to see the screen your team works in.

Projects and production

Keep each client photography project, assignment, budget and cost line together.

  • Project ownership
  • Assigned tasks
  • Cost lines
  • Projects
  • Production tasks
  • Project costs
  • People
Explore projects and production
OverviewProduction Tasks Timeline
Photo Studio Management · Projects and production

Production Tasks Timeline

Production tasks

New
TaskDue dateCompleted atStatusAssigned toProject
Cull raw portrait set21 OctOpenHana KimSilver Fern holiday gift guide
Retouch hero product image18 OctIn progressLeila HaddadLarkspur team headshots
Export web gallery11 OctReviewJonah ReedSilver Fern holiday gift guide
Color match print proofs20 Oct22 OctCompletedEvan ColeSilver Fern holiday gift guide
Confirm client selections01 NovOpenEvan ColeWillowcrest garden wedding
6 of 6 records
Cull raw portrait setProduction tasks · PT-56828
Open
Due date21 Oct
Assigned toHana Kim
ProjectSilver Fern holiday gift guide
Example screen with sample data
Process

Manage shoots and deliverables

Studio production and delivery ships ready to use. 2 steps need a named approval before the work moves on: Approve version (Publication Reviewer) and Publish content (Editorial Manager).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Plan project

    Set owner, dates and budget for the client job.

    Autumn collection hero portraitCI-34138 · Studio Manager
    Plan projectBy Studio Manager

  2. Capture session

    Save the photographer, place and valid time interval.

    Autumn collection hero portraitCI-34138 · Photographer
    Capture sessionBy Photographer

  3. Record proof selections

    Attach chosen images and print details to the shoot.

    Autumn collection hero portraitCI-34138 · Content Producer
    Record proof selectionsBy Content Producer

  4. Review content

    Submit the current file version with its rights context.

    Autumn collection hero portraitCI-34138 · Producer
    Review contentBy Producer

  5. Approve version

    The Publication Reviewer approves the exact covered version.

    Autumn collection hero portraitCI-34138 · Publication Reviewer
    Approve versionBy Publication Reviewer
    ApprovalPublication Reviewer checks current rights and decides on the file version.

  6. Publish content

    The Editorial Manager acknowledges the delivery event.

    Autumn collection hero portraitCI-34138 · Editorial Manager
    Publish contentBy Editorial Manager
    ApprovalEditorial Manager confirms coverage and acknowledges delivery.

Start with Project planning

Inside a record

Fit the studio's handoffs

Open any content item to see its rights agreements, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Content type, Owner, Due at and Project.

  2. 2
    Rights agreements

    Each line is linked to this content item.

  3. 3
    Who works on it

    Studio Manager, Producer and Content Producer, each with their own permissions.

  4. 4
    Process stages

    Check rights coverage, with the role that acts.

  5. 5
    Approvals

    Approve version and Publish content, with who decides.

Content Review QueueAutumn collection hero portrait
Photo Studio Management · Content items

Autumn collection hero portrait

Campaign portrait · Editing

Log activity
1
Record details
Content typeCampaign portrait
OwnerAmina Yusuf
Due at22 Oct
ProjectSilver Fern holiday gift guide
2
Rights agreements

Autumn collection hero portrait

ContentParty nameAllowed uses
Founder headshot selectsCedar Vale seasonal campaign rightsWebsite and organic social
Team profile contact sheetMarshline founder portrait licensePrint catalog only
Founder headshot selectsMossbrook catalog usage rightsInternal staff directory
Rights agreements
6
3

Who works on it

  • Studio ManagerManage Projects, project costs
  • ProducerManage Projects, photo sessions, production tasks, content…
  • Content ProducerManage proof selections, content items, content files…
4

Process stages

  • Check rights coveragePublication Reviewer
5

Approvals

  • Approve versionPublication Reviewer
    Approved
  • Publish contentEditorial Manager
    Waiting
Example screen with sample data
Approvals

The version and delivery decisions

Version approval belongs to the Publication Reviewer; publication belongs to the Editorial Manager.

OverviewApprovals
Photo Studio Management · Overview

Approvals

Signed in as Publication Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • PC-61918Studio rental
    North Pier menu refreshRequested by Studio Manager
    Draft2dActions
  • PC-59049Photographer time
    Marshline founder portraitsRequested by Studio Manager
    Draft3dActions
  • PC-30404Retouching
    Cedar Vale autumn collectionRequested by Studio Manager
    Draft2dActions
  • PC-39796Props and set design
    North Pier menu refreshRequested by Studio Manager
    Draft6dActions

Who approves what

DecisionApprover
Approve versionThe Publication Reviewer approves the exact covered version.Publication Reviewer
Publish contentThe Editorial Manager acknowledges the delivery event.Editorial Manager
Approve content files, content itemsPublication Reviewer
3 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Photo Studio Management to the work that is theirs. Pick a role to see what it starts with.

Studio Manager

Owns project schedules, budgets and delivery priorities.

This is the first screen this role sees.

OverviewProjects In Flight

Projects In Flight

Projects · Studio Manager

Approved2
Cedar Vale autumn collectionPRJ-80405
860
01 Nov
Willowcrest garden weddingPRJ-84339
70
15 Oct
Add
In production2
Marshline founder portraitsPRJ-66121
50
04 Nov
North Pier menu refreshPRJ-46098
940
03 Nov
Add
Review2
Mossbrook ceramics catalogPRJ-85266
830
23 Oct
Larkspur team headshotsPRJ-94146
190
12 Oct
Add
Example screen with sample data

Roles and permissions

Reports

Questions your records can answer

Review project schedules, production work, proof demand, rights and costs.

Overview
Photo Studio Management · Overview

Photo Studio Management dashboard

This quarter

Projects in view
6
Total budget
2,940
Approved
2
In production
2

Content items by status

How far records got this quarter

StageReachedStep
Draft26
Editing727%
Review114%
Approved1100%

Number of content items by status

Sample counts per stage

0
-30Draft
-50Editing
-60Review
-20Approved
-50Published
Example screen with sample data
  1. 01Project delivery status

    Projects by owner, due date, budget and lifecycle status.

  2. 02Content review due dates

    Content items by status, owner and due date.

  3. 03Production task load

    Open, in-progress and review tasks by assigned person and project.

  4. 04Session schedule

    Sessions by photographer, client, location and start and end dates.

  5. 05Proof print demand

    Selected quantities by session and print size.

  6. 06Rights coverage

    Agreements by content, party, allowed uses and coverage end date.

  7. 07Project cost status

    Cost amounts by project, category and status.

  8. 08Published deliverables

    Published content by project, owner and publication date.

All reports and dashboards

Who it's for

Made for photography teams

See how Photo Studio Management fits your kind of team.

Portrait studios

Keep repeat client shoots, proof choices and print requests traceable to sessions.

Commercial photography teams

Coordinate client deliverables, version review and usage rights by project.

Editorial studios

Manage scheduled image production with clear owners, review states and publication dates.

Controls

Keep attribution and rights visible

Each stage of studio production and delivery names the role that acts and the status it records, so a change is never anonymous.

OverviewStudio production and delivery
Photo Studio Management · Process

Studio production and delivery

Each stage, the role that acts and the status it records

Process stages
11
Approval steps
2
Roles involved
6
Tables touched
5
Approve projectApproval
Studio Manager
StatusPlanned → Approved
RecordsProjects
Assign production work
Producer
StatusOpen → in progress
RecordsProjects
Prepare content
Content Producer
StatusDraft → Editing
RecordsProjects
Studio production and delivery
  1. Start
    Approve projectPlanned → Approved
    Projects
  2. Step
    Assign production workOpen → in progress
    Projects
  3. Step
    Prepare contentDraft → Editing
    Projects
  4. Step
    Review contentEditing → Review
    Producer
  5. Approval
    Approve versionReview → Approved
    Publication Reviewer
Example screen with sample data

See each stage in detail

AI agent

Get help with the next step

Use Proto to help the studio configure records and rehearse real handoffs.

It can

  • Studio Manager: Set up a sample project with owner, dates, budget and cost review.
  • Producer: Show tasks due on a project and prepare a content item for version review.
  • Photographer: Help capture a session with the correct person, location and time.
  • Content Producer: Enter selected image references and print details on the right session.

Stays with a person

  • A person must decide whether rights cover the intended use and approve the exact file version.
  • The Editorial Manager must acknowledge the actual delivery event.
  • Proto can prepare records and show context, but it should leave those decisions with the named people.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Photo Studio Management
  • Client communication
  • Image storage
  • Print fulfillment
  • Accounting
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 11 tables
11tables
  • Projects and production4
  • Photo sessions4
  • Proof selections4
  • Content production5
  • Rights and review4
  • Publishing and delivery5
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Set owners and access

    Link users to active people, then agree who manages projects, captures sessions, enters proof choices and makes review decisions.

  2. Load a sample job

    Record a project with owner, dates and budget; assign production tasks and schedule a photo session.

  3. Rehearse capture

    Submit a valid session and proof selection, then try duplicate, invalid and unauthorized commands.

  4. Rehearse review

    Upload a content file version, attach a current rights agreement and ask the Publication Reviewer to decide on that version.

  5. Rehearse delivery

    Let the Editorial Manager acknowledge publication, verify the publication date and check that unrelated tasks remain open.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Photo Studio Management.

All questions
How do I get started?

Click Get started, then use Proto to configure Photo Studio Management for your business. Start with one project, one photographer's session, its proof choices and a content item to review.

How do I see upcoming shoots?

Use Upcoming Sessions or Photo Sessions Calendar to review client, photographer, location and time.

Where do client proof choices go?

Record image references, selected values, print sizes and quantities in proof selections linked to the session.

Can one shoot have several selected images?

Yes. Record each proof selection against the same saved photo session.

How is an uploaded version reviewed?

The Producer submits the content file version; the Publication Reviewer checks that exact version and current rights coverage before approval.

Who publishes a finished item?

The Editorial Manager checks Approved status and current rights, then acknowledges the internal delivery event.

What date is used for publication?

The acknowledged event timestamp is recorded as the content item's publication date.

What happens to unfinished project work?

Publishing closes only production tasks genuinely linked to that delivery. Review remaining work before marking the project Delivered.

Where can we check rights dates?

Open the rights agreement for the content item to check its coverage dates. Rights Coverage Watch shows agreements ending today or earlier.

How do costs appear?

Each project cost records its project, cost date, category, amount and Draft, Approved or Paid status.

Set up Photo Studio Management your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

A personal agent for your business

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