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What Is Zapier? (Plain English)
Zapier watches for things to happen in one app (like "someone books a session in Calendly") and then does something in another app (like "send a welcome email via Gmail"). You don't write code, you just tell it what to watch for and what to do. Each automation is called a "Zap." You get 5 free Zaps on Zapier's free plan, which is enough for everything in this guide.
Automation #1
New Booking → Instant Welcome Email with Session Prep Guide
When a client books a session through Calendly, this Zap automatically sends a warm welcome email within minutes, with everything they need to know to prepare for their session. No more copy-pasting the same email 20 times a month.
📅 Calendly
New booking created
→
📧 Gmail
Send email immediately
How to build it in Zapier:
1. Go to zapier.com and click "Create Zap." Search for "Calendly" as your trigger app. Choose the trigger event "Invitee Created" (that means a new booking). Connect your Calendly account when prompted.
2. For the action, search for "Gmail." Choose "Send Email." Connect your Gmail account. In the "To" field, click on the Calendly data and select "Invitee Email." In "Subject" and "Body," use the template below.
Welcome Email Template (copy this into Zapier's Gmail body field)
Subject: You're booked! Here's how to prepare for your session 📸
Hi {{Invitee First Name}},
I'm so excited for your upcoming session! You're all set for {{Event Start Time}} at {{Event Location}}.
Here's a quick guide to help you get the most out of your time:
WHAT TO WEAR
• Wear colors that complement each other, soft tones (cream, sage, navy, blush) photograph beautifully together
• Avoid busy patterns, logos, or bright neon
• Bring an extra outfit option, it's always worth having a backup
WHAT TO BRING
• Any meaningful props (a favorite book, flowers, a blanket you love)
• Lip balm and a small compact mirror for quick touch-ups
• Comfortable shoes for travel between spots
ON THE DAY
• Arrive 5–10 minutes early so we have a relaxed start
• Eat beforehand, a hungry client is a distracted client!
• Try not to schedule anything stressful right before, come relaxed and ready to have fun
If you have any questions before the session, just reply to this email or call/text me at [YOUR PHONE NUMBER].
I can't wait to create something beautiful together!
[Your Name]
[Your Studio Name]
[Website]
📸 Screenshot Placeholder: Zapier Gmail Action Setup
In the Body field, use the rich text editor. The {{Invitee First Name}} and {{Event Start Time}} fields are Calendly data that Zapier automatically fills in for each booking.
Automation #2
New Booking → 48-Hour Session Reminder with Location Details
Zapier can send a delayed email, you just add a "Delay" step between the trigger and the email action. This Zap sends a reminder 48 hours before the session with the exact location details, parking info, and a friendly "what to expect" note that reduces last-minute anxiety and no-shows.
📅 Calendly
New booking created
→
⏱ Zapier Delay
"Until" specific time before event
→
📧 Gmail
Send reminder email
⚙️ Setting Up the Delay Step
In Zapier, add a "Delay" step between Calendly and Gmail. Choose "Delay Until" and enter a formula: take {{Event Start Time}}, subtract 48 hours. This makes the email send exactly 2 days before each individual session, regardless of when it's booked.
48-Hour Reminder Email Template
Subject: See you in 2 days, {{Invitee First Name}}! 📸 Your session details
Hi {{Invitee First Name}},
Just a friendly reminder that we're shooting together in 2 days!
📅 Date & Time: {{Event Start Time}}
📍 Location: [SESSION LOCATION WITH FULL ADDRESS]
🚗 Parking: [PARKING DETAILS]
A few last-minute reminders:
• Wear your chosen outfit, if you packed extras, bring them!
• Get a good night's sleep the night before (it really does show in photos)
• Plan to arrive 5 minutes early, it gives us time to settle in
If anything's changed or you need to reschedule, please let me know as soon as possible: [YOUR PHONE NUMBER] or reply to this email.
So excited to shoot with you!
[Your Name]
[Your Studio Name]
Automation #3
Gallery Delivered → Review Request 6 Hours Later
The best time to ask for a review is when a client opens their gallery and sees their photos for the first time. That moment of excitement is when they're most likely to leave a glowing review. This Zap captures that window automatically.
This Zap requires a gallery delivery app that integrates with Zapier. Popular options: Pic-Time, Shootproof, or Pixieset (check if your app is in Zapier's directory). If your gallery tool doesn't connect, use a Google Sheet as a manual trigger, add a row when you deliver a gallery, and the Zap fires.
🖼️ Gallery Tool
Gallery delivered / marked sent
→
⏱ Delay
6 hours
→
📧 Gmail
Send review request
Review Request Email Template
Subject: Your gallery is ready, and a small favor 💛
Hi {{Client First Name}},
Your gallery is live! I hope you love the photos as much as I loved taking them.
If you have 60 seconds, it would mean the world to me if you left us a Google review. Reviews help other families and couples find our studio, and they genuinely make a difference for a small business like mine.
👉 Leave a Review: [YOUR GOOGLE REVIEW LINK]
I so appreciate you trusting me with such a special moment.
With gratitude,
[Your Name]
[Your Studio Name]
💡 Why 6 Hours?
Immediately after delivery, clients are busy going through photos. Six hours later, they've had time to share favorites with family, gotten excited reactions, and are at peak emotional engagement, which is exactly when you want the review request to land.
Automation #4
New Client Booked → Mailchimp Welcome Sequence for Future Re-booking
Every new client you shoot should go into Mailchimp so you can send them automated anniversary emails next year. This Zap adds new Calendly contacts to your Mailchimp audience automatically, no manual data entry required.
📅 Calendly
New invitee created
→
📧 Mailchimp
Add/update subscriber in audience
Setup: In Zapier, use Calendly as the trigger (same as Zap #1). For the action, choose Mailchimp → "Add/Update Subscriber." Map the Calendly fields: Invitee Email → Email Address, Invitee First Name → First Name. Tag the contact with "photography-client" so you can segment them in future campaigns.
Once they're in Mailchimp, your automated anniversary email campaigns will reach them at the right time. See the full email sequence in our Email Marketing for Photographers guide.
What These 4 Zaps Do for Your Studio
40%
Fewer no-shows with reminder emails
3×
More Google reviews per month
8 hrs
Saved per month in manual emails
Want This Done for You?
Our team sets up all 4 Zaps plus your Mailchimp sequences in a single 2-hour session. You leave with everything running.
Common Questions
I don't use Calendly, does Zapier still work?
Yes. Zapier connects to thousands of apps, Acuity Scheduling, HoneyBook, Dubsado, Studio Ninja, and more. The Zaps in this guide use Calendly as an example, but the same logic works with your booking tool. Search for your app at zapier.com to see if it's available.
What if I run out of Zaps on the free plan?
Zapier's free plan includes 5 Zaps and 100 tasks per month. The 4 Zaps in this guide should all fit. If you need more, Zapier's Starter plan is $19.99/month. It's worth it once automation is saving you 8+ hours a month, the math works out to about $2.50/hour to automate admin work.
How do I test a Zap before it goes live?
Every Zap has a "Test" button that sends a sample record through the workflow so you can see exactly what the email will look like before it goes live. Always test before turning it on. Send the test email to your own address and read it carefully, check the name fills in correctly, the links work, and the tone sounds right.
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