Why Photographers Need Online Booking
Lisa spent 30% of her time on the phone scheduling sessions. "Can you do Saturday?" "How about 2 PM?" Back and forth, back and forth. Plus, 18% of couples didn't show up—leaving a $300 gap on her calendar.
She set up Calendly. Now couples book themselves 24/7. Lisa's calendar updates automatically. Couples get instant confirmation + reminders. No-shows dropped to 8%. She recovered 3 hours per week and $1,200 in lost revenue.
Step 1: Set Up Calendly (10 minutes)
Create Your Calendly Account
Go to calendly.com, sign up free with email. Choose "Calendly Basic" (free forever). Follow the prompts to connect your calendar (Google, Outlook, or Apple).
Create Your First Booking Type
Go to "Event Types" → Create New Event. Set up each session type:
| Session Type | Duration | Price (Optional) |
|---|---|---|
| Engagement Session | 2 hours | $[PRICE] |
| Wedding Photography | 8 hours | $[PRICE] |
| Portrait Session | 1 hour | $[PRICE] |
| Consultation (Free) | 30 min | Free |
For each type, set:
- Duration (how long the session takes)
- Buffer time (30 min between sessions for setup)
- Meeting location ("Client's location" or specific address)
- Price (collect deposits upfront)
Add Your Availability
Tell Calendly when you're available. Example:
- Saturdays: 9 AM–6 PM (wedding/engagement sessions)
- Weekdays: 5 PM–7 PM (portrait sessions)
- Sundays: Closed
Calendly will only show open slots when you're available. Couples can't book into your personal time.
Step 2: Add Intake Questions (5 minutes)
Create Custom Questions
Go to event details → Customize → Add Questions. Ask:
- Full names: (text)
- Phone number: (for reminders)
- Location preference: (Indoor studio / Outdoor location / Your choice)
- Style preference: (Traditional / Candid / Mix of both)
- Special requests: (Large field for notes)
- How did you find us? (Google / Instagram / Referral / Other)
Step 3: Create Reminders and Confirmations (5 minutes)
Set Up Automatic Reminders
Go to event details → Notifications. Add:
- Confirmation email: Sends immediately after booking (template below)
- Reminder 48 hours before: Email reminder
- Reminder 2 hours before: SMS text message
Confirmation Email Template:
Hi *|FNAME|*, Your session is confirmed! Here's what you need to know: DATE & TIME: *|DATE|* at *|TIME|* LOCATION: *|LOCATION|* DURATION: 2 hours WHAT TO WEAR: [Link to style guide] WHAT TO BRING: Yourself and good energy! DEPOSIT: Your $[amount] deposit has been collected. QUESTIONS? Reply to this email anytime. Can't wait to capture your [session type]! [Your Name]
Step 4: Get Your Booking Link (2 minutes)
Share Your Scheduling Link
Calendly gives you a unique URL. Put it everywhere:
- Website "Book Now" button
- Instagram bio
- Email signature
- Facebook page
- Google Business Profile
- Email to couples: "Ready to book? Click here →"
What to Expect After 1 Week
Real Results: Lisa Torres, Seattle Wedding Photographer
"Before Calendly, I spent an hour every day on the phone. Now couples book themselves. My calendar syncs automatically. Reminders go out without me doing anything. And no-shows dropped because couples get texts the day-of reminding them."