Back to topSetting up a CRM for your photography business can feel daunting, but I promise, it’s so worth it to find one that works for you and spend some time getting it fully set up! A great CRM (or Client Relationship Manager) can automate your workflow, let you customize your branding for client communications, manage your calendar, and so much more.
If you want to learn more about the best CRMs, check out this photographer CRM comparison post of mine! This is a great resource if you’re looking to learn what the top CRMs are, what they do, and how to choose the right one for you.
Once you have a couple of options in mind and are feeling ready to try out an option or two before making a final decision, you’re ready to proceed!
Here’s what you should know about how to set up your brand new photography CRM, whether you’re using a CRM for the first time ever or if you’re migrating from another option:
Step 1: Write out your workflow from inquiry to gallery delivery
Before even opening up a CRM, it is a good idea to think through and outline your entire workflow. This usually includes emails, questionnaires, payment due dates and reminders, tasks and deliverables, calls, etc… as well as timing and what “triggers” or activates each step in your workflow. I’d also recommend keeping a separate list of all of the content that you will need to create or revise.
This workflow document (handwritten or typed, whatever works for you!) will essentially be a map for what you need to create and set up for your CRM.
Step 2: If you are switching from a different CRM to a new one, then reach out to the customer support team for your new CRM to ask what migration services they offer
(skip this step if this is your first-ever CRM!)
Some CRMs have articles about any migration or concierge services they offer, but there’s no harm in reaching out directly to make sure you know all of the resources available to you to help with this process. Switching over all of your contacts, questionnaires, and templates can be a daunting and time-consuming task—any help you can get will make it easier!
Step 3: Connect & integrate your accounts
Start with connecting your calendar (i.e. through Google Calendar or Apple Calendar) and email account. After that, look into what other integrations your CRM supports—including Zoom, QuickBooks, photography galleries, etc.
Step 4: Add your branding/logo/etc. to any universal settings
Look into your account settings to see what universal customization is available. Some CRMs have additional customization options when you are setting up questionnaires/forms or client portals, but typically these kinds of universal settings will apply to your entire account and CRM experience. If you want to learn how customizable each of the top 7 CRMs are, check out this blog post!
Step 5: Import, add, and/or create content
This includes:
- Email templates
- Contract templates
- Questionnaires
- Package/pricing options
Step 6: Decide if/how you want to use client portals
(skip if your CRM doesn’t include client portals—go to this photographer CRM comparison if you want to see which of the top 7 CRMs don’t!)
For some CRMs, client portals are optional—and for others, they are a feature that can’t be turned off. Look into the client portal settings for your CRM to see what your options are in terms of functionality, customization, client logins, and the types of forms/documents it supports… and then decide how you want to use client portals.
How central do you want them to be to your client communications? How can you use them to elevate or better organize your client experience?
Step 7: Set up workflow automations
Now that you have all of the content created and client portals configured, it is time to set up your workflow automations from inquiry to gallery delivery! Use your written out workflow from Step 1 as your guide—making sure that all of your steps are included and all of your content connected.
Step 8: Embed contact/lead form on a DRAFT version of a page on your website
All of the 7 best CRMs for photographers included in this blog post have contact/lead forms that can be embedded onto your website… and at this stage of the process, you’ll want to embed that form on a draft or private version of the page. It shouldn’t be accessible to anyone but you yet, and here’s why…
Step 9: Go through the entire process as a sample client
Fill out your own contact/lead form as if you were a client—and then go step-by-step through your entire workflow from the client perspective. You might have to manually trigger some of your automated steps, but ideally you want to experience it all like your future clients will.
This is hands down the best way to make sure your workflow flows and your automations activate like you want them to… and to be certain that nothing’s accidentally broken. It’s better to find any possible mistakes now than to only realize when an actual, paid client brings it up, putting you in an awkward spot.
Doing this can also help you imagine what it is like to work with you as a client. If you can wait a week or two after setting up your workflows in step 7, even better because you can have a bit more distance from organizing your content to actually experiencing it yourself. Are there any gaps in your workflow? Any parts of the process that are not clearly communicated? This gives you a chance to resolve any possible snags before putting your workflow into place with real clients.
Step 10: After you’ve confirmed everything is working like it’s supposed to and you’re happy with the result, embed or publish your new contact/lead form on your website
And voilà! Now you’re ready to sustainably grow in your business and form more meaningful relationships with your clients!
Don’t be afraid to try out a couple of different options using their free trials (more information on those here) and get a feel for each one to decide which is going to be best for your business long term. I promise you that you can learn any CRM that you set your mind to—and finding the best one for you is one of the best gifts you can give yourself as a business owner.
Now get out there and get ready to book with confidence in your workflow!
