How Orders Work
How orders work in Spatiko — the stages a shoot moves through, what you can edit after booking, and how client records track agent history and billing.
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Every shoot in Spatiko lives inside an order — the record that ties together the client, the property, the services booked, the sessions on your calendar, and the payment. Client records sit right alongside orders, so an agent’s history, preferences, and billing are always one click from the job itself.
How an order moves
Out of the box, an order moves through a simple pipeline: Planning (booked but not yet underway — confirm details, schedule sessions, check the client’s booking answers), Production (the shoot is happening or the media is being edited — your active workload), Delivery (media is ready and shared with the client, with a pay-to-download gate doing its job if you require payment first), and Completed (media delivered, payment settled, filed away in your history). An order can also be Cancelled at any point — a final stage that keeps the record and its history on your side, but takes the job down on the client’s: its sessions are deleted from your calendar, its charges are voided, the client’s gallery link stops working, and any published property website comes down. Completed and Cancelled close an order out; the other three stages are where day-to-day work happens.
These five are the defaults every studio starts with. On Pro and up you can rename them, change their colors, and add stages of your own, such as a separate Editing column between Production and Delivery. Planning, Completed, and Cancelled are built in: you can rename them, but every pipeline keeps one intake stage where new bookings land and the two closing stages. Customizing your order pipeline covers the editor.
Stages are for you and your team. Clients never see stage names: when an order changes stage, their portal timeline just says “Order updated”, and they aren’t notified.
Some moves happen on their own
You don’t have to remember to start a job. By default, an order still in Planning — your intake stage — moves itself to Production the moment the first media is added to it or you send it out for editing, whichever comes first. The change is recorded in the order’s history, marked as automatic, so it’s clear later that nobody clicked it. This move only ever happens from the intake stage; an order you’ve already moved on stays where you put it.
Sending the delivery moves the order again, to Delivery by default. A delivery never pulls an order back out of Completed, so re-sending one on a finished job leaves it finished.
On Pro and up you choose both targets under Automatic moves in the pipeline editor — any in-progress stage for the first media, and any in-progress stage or Completed for the delivery — or turn either move off. Everything else is yours to drive.
Booking a shoot
Most orders arrive on their own, through your order forms when an agent books online. When a job doesn’t fit a form — a phone booking, a repeat client, a custom price — you build the order by hand in one flow: attach or create the client, add the property and access details, pull in line items from your catalog or drop in a one-off custom line, and schedule one or more sessions. Along the way you can apply a discount, set each trip’s travel fee, leave internal and client-facing notes, and send an order confirmation email with a receipt or invoice attached. Either way, the new order lands in your intake stage — Planning, unless you’ve renamed it.
Bookings that never quite happen are worth a look too: abandoned carts and quote requests collect the clients who started booking and stopped, and the ones who asked for a price instead.
Keeping an order current
Nothing about an order is locked once it’s booked. Add, remove, or reprice line items as the scope changes, adjust the discount or a session’s travel fee, resend the confirmation, and watch payment status move from unpaid through to paid — or overdue, if it doesn’t. The order’s Billing card holds its invoices and payments — see creating and sending an invoice for that side. An order can also carry more than one person — a co-listing agent, the seller, a billing contact — each with their own access and delivery link; agents, sellers, and billing contacts covers who gets what. An order that never collected anything — or was cancelled and fully refunded — can be archived to keep your active list clean; an order with payments or open invoices on it can’t be. Archiving leaves the order’s status and history alone, but it does take the order out of the client’s portal and unpublish its property website — see managing an order before you archive something a client still needs.
What the order’s history records
Every order keeps a running log of what happened, when, and who did it — stage changes, billing edits, sessions added or moved, media delivered, payments recorded. What your client does lands there too, so a request never lives only in your inbox:
- A client asked to move the shoot. When they can’t reschedule themselves, their preferred times are written onto the order.
- A client requested changes to delivered photos. The shots they flagged come through with the notes they left.
- Those change requests were marked resolved. Logged when you close them out, so you can see how many rounds a job actually took.
Your client list
Every agent you work for gets a record — created automatically the first time they book through a form, or added by hand for a phone booking. Each record holds contact details, notes, and editing preferences that pre-fill on every new order, so you’re not repeating the same instructions job after job. A client’s record also rolls up their orders and a Billing tab, so you can see at a glance whether they’re a reliable payer before you take the next job, and agents from the same brokerage can be grouped under a company. The CRM overview covers what those records add up to across a whole client list — lifetime value, repeat bookings, and who’s gone quiet.
Go deeper
- Customizing your order pipeline — rename and add stages, and choose where orders move on their own.
- Creating an Order Manually — book a shoot by hand: client, property, line items, sessions, discount, travel fee, and confirmation, all in one flow.
- Managing an Order — edit line items, adjust discounts and travel fees, leave notes, resend confirmations, and cancel or archive.
- Agents, Sellers, and Billing Contacts — put the co-listing agent, the seller, and the payer on one order, each with their own access.
- Client Records — your built-in CRM for agent contacts, with editing preferences, order history, and billing summaries.
Frequently asked questions
Do I have to move an order to Production myself?
No — by default, an order sitting in Planning moves itself to Production the moment the first media is added to it or you send it out for editing, whichever comes first, and sending the delivery moves it to Delivery. The first move is recorded in the order's history and marked as automatic. On Pro and up you can point either move at a different stage or turn it off.
What happens to my calendar when I cancel an order?
Its scheduled sessions are deleted, so they come off your calendar. Cancelling does more than that, though — the order also goes dark for the client, so their gallery link stops working, downloads are locked, and any published property website comes down. The order and its history stay on your side and on the client's record, so a job that fell through is still something you can look back at.
What stages does an order move through in Spatiko?
By default, Planning, Production, Delivery, and Completed, with Cancelled available at any point. Planning is booked but not yet underway, Production is the shoot happening or the media being edited, Delivery is media ready and shared with the client, and Completed is delivered, settled, and filed away. On Pro and up you can rename these and add stages of your own; every pipeline keeps one starting stage and the two closing stages, Completed and Cancelled.
Where can I see who changed something on an order?
Every order keeps a running log of what happened, when, and who did it — stage changes, billing edits, sessions added or moved, media delivered, and payments recorded. Client actions land there too, including reschedule requests and change requests on delivered photos.