Managing Shoots on Your Calendar

Once bookings start coming in, your calendar is where you run the day. Spatiko’s calendar shows every scheduled shoot and lets you move, split, and reassign them without breaking anything downstream.

The calendar view

See your shoots in month, week, or day view (day-focused on mobile). Each shoot shows the client, address, services, status, and assigned photographer, and clicking it opens the full order. On a team, you can filter by member and turn on an availability overlay that shades each person’s working hours and busy blocks — so you can see, at a glance, who’s free when.

Times throughout Spatiko display in your own timezone, falling back to your business timezone if you haven’t set one.

Rescheduling a shoot

Move a shoot by dragging it on the calendar or editing the session. When the time changes, Spatiko asks whether to notify the client and the photographer, and by default it emails the client about the new time — with an opt-out for the times you’d rather handle the conversation yourself. Edits that only touch a label or note don’t email anyone.

You can also reschedule straight from Google Calendar by dragging the event there.

When the client moves the shoot

Rescheduling doesn’t have to start with you. Turn on Allow client self-reschedule in Settings → Payments, under “Cancellations & rescheduling” — it sits alongside the self-cancellation toggle and shares the same free-cancellation window. With it on, a client can pick a new time from their portal without a single phone call, and the move flows through the same way your own reschedule does: calendar updated, the people affected notified, the change recorded on the order.

The offer is deliberately narrow. A client can move their own shoot when the booking is still inside your free-cancellation window, when the order has one session with a photographer already assigned, and when nothing has been delivered or marked complete — and never on a cancelled order. Twilight shoots are excluded no matter what, because their time has to be placed against the light rather than picked off a list. When a client does reschedule, they keep the same photographer and the same duration, choosing only from that photographer’s genuine availability, so you can’t end up double-booked.

Everyone who falls outside that gets the other path: instead of moving anything, they send you the times that would work for them. The request reaches you as a notification and is written onto the order, and your calendar stays exactly as it was until you act on it.

More than one session per order

A single order can hold more than one shoot. That’s how you handle a return visit, a separate twilight session, or a two-part job — each session has its own time, assigned photographer, and notes. When you schedule the first session, the order’s items come along automatically; later sessions can carry specific items you assign to them. It keeps everything for one listing on one order instead of scattered across several.

Each session also carries its own travel fee, priced from its assigned photographer’s travel settings and the drive to the property — the order’s travel fee is the sum of those trips. The fee sits right on the session, where you can edit it or reset it back to the photographer’s rate.

Reassigning a photographer

Change who’s shooting and Spatiko moves the event off the old photographer’s calendar onto the new one’s, notifies the people affected, recalculates payouts for the new assignment, and reprices that session’s travel fee from the new photographer’s settings. No manual calendar cleanup, no forgotten payout, no stale mileage charge. One exception: once the client has paid something on the order, the billed travel fee stays as it was and simply follows the new photographer for payout — adjust it by hand if it needs to change.

Wrapping up

Mark a session complete as you finish it. When the last shoot on an order is done, Spatiko sends the client a wrap-up email letting them know their media is on the way. Removing a session deletes its calendar event and lets the assigned photographer know they’re off that shoot.

On a team, there’s a dedicated reschedule permission separate from full order access, so you can let photographers move their own shoots without handing over the keys to everything else.

Reminders that go out on their own

• Day-before reminder to the client — Spatiko emails the client ahead of the shoot with the address, time, the photographer’s name and phone, and access instructions, so someone’s ready to let you in. It only sends when there’s a client email on file.
• Wrap-up email — sent automatically once all of an order’s shoots are complete.
• Booking and reschedule notices — sent to the client and the assigned photographer as things change, with you in control of who gets notified on a reschedule.

These run automatically, so the day-before “just confirming we’re on for tomorrow” text you used to send by hand is already handled.

Go deeper

• Calendar & availability — what decides which slots exist before a shoot is ever booked.
• Assigning shoots to your team — who’s eligible for a session, and how bookings get assigned in the first place.
• Setting up photographer payouts — what each photographer earns, and when a reassignment changes it.
• How clients pay and cancel a booking — the client’s side of moving or cancelling a shoot.
• Managing an order — edit line items, cancel, or archive the order behind the shoot.