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
An order moves through a simple pipeline: Planning (booked but not yet underway — confirm details, schedule sessions, answer intake questions), 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 on file but clears its sessions from the calendar. Completed and Cancelled close an order out; the other three stages are where day-to-day work happens.
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 or a travel fee, leave internal and client-facing notes, and send an order confirmation email with a receipt or invoice attached.
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 travel fee, resend the confirmation, and watch payment status move from unpaid through to paid — or overdue, if it doesn’t. When a job is done for good, archive it to keep your active list clean; archiving doesn’t touch the order’s status or its history.
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 profile also rolls up their full order history and a billing summary, so you can see at a glance whether they’re a reliable payer before you take the next job.
Go deeper
- 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.
- Client Records — your built-in CRM for agent contacts, with editing preferences, order history, and billing summaries.