Automated Photography Session Reminder and Prep Guide
Every morning, WebRun checks Studio Ninja for sessions scheduled in the next 3 to 5 days, drafts a personalised shoot reminder with your prep guide, location details, and what-to-wear tips for each client, then posts the drafts to Slack for your approval before anything is sent.
How do I automatically send clients a shoot reminder and prep guide before their session?
Every morning, WebRun opens Studio Ninja and identifies sessions scheduled in the next three to five days. For each one, it drafts a personalised pre-shoot reminder in Gmail covering the session details, prep tips, and what to wear, then posts the drafts to Slack for your approval so every client arrives prepared.
- Every client gets a personalised prep reminder days before their session
- Clients arrive better prepared, reducing on-the-day confusion and delays
- Prep guide delivery is consistent without adding to your manual workload
Built for portrait photographers · family photographers · wedding photographers · photography studio owners
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
app.studioninja.coin a real browser with your saved login - no setup, no API keys. -
1
Studio Ninja - find sessions scheduled in 3 to 5 days
studioninja.co
WebRun opens Studio Ninja to find sessions scheduled in 3 to 5 days. - Open Studio Ninja and view the job calendar for sessions in the next 3 to 5 days
- Gather the client name, session type, date, time, and location for each upcoming job
- Check whether a reminder has already been sent for each session
- Note any specific instructions or questionnaire responses from the client
Done when Every session in the 3-to-5-day window is listed with its details and no duplicate reminders flagged.
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2
Gmail - draft personalised reminder and prep guide
gmail.com
WebRun opens Gmail to draft personalised reminder and prep guide. - Draft a personalised pre-shoot reminder for each client
- Include the session date, time, and full location or address
- Add your standard prep guide: what to wear, what to bring, and how to prepare
- Tailor the prep tips to the session type such as family, wedding, or portrait
- Save as a Gmail draft, do not send yet
Done when A personalised prep reminder draft is ready in Gmail for each upcoming session.
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3
Slack - notify you to review and approve
slack.com
WebRun opens Slack to notify you to review and approve. - Post a summary of upcoming sessions needing a prep reminder to your Slack channel
- List the client name, session type, date, and a link to the Gmail draft
- Flag any same-day or next-day sessions that need urgent attention
Done when You have a Slack list of prep reminder drafts ready for your one-click approval.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it send the reminder without me reviewing it first?
No. Every reminder is saved as a Gmail draft and posted to Slack for your approval. Nothing reaches the client until you send it.
Can I use different prep guides for different session types?
Yes. Give WebRun a prep guide for each session type such as family, wedding, or portrait and it will automatically include the right one for each client.
What if a client has already received a reminder for this session?
WebRun checks before drafting and skips any session where a reminder has already been sent, so clients are never messaged twice.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.