Booking Modals

Booking modals support the booking workflow after a customer enquiry becomes confirmed work. Most of these modals open from Booking > View through the workflow step buttons, and each one records a specific part of the job history: duplicate checking, team assignment, shoot completion, backup, production jobs, files, and customer sharing.

Before saving any modal, confirm that the correct booking is open. The modal actions update the active booking record and may also update the booking step indicator.

How Booking Tracking Is Shown

Booking tracking is shown through the workflow steps on Booking > View and through status badges in the booking list.

• Workflow step bar: Shows the booking path as Enquiry > Booking > Advance > Assign Team > Shoot > Backup > Job Assign > Ready > Fully Paid > Delivery > Review.
• Checked steps: When a modal saves a completed action, the related step is marked as checked. For example, saving Assign Team checks Assign Team, saving Shoot Complete checks Shoot, and saving Event Data Backup checks Backup.
• Not required steps: If a step does not apply to the booking, such as team assignment for a package without crew, the step is marked as not required.
• Cancelled booking: When a booking is cancelled, the booking and related workflow statuses are marked cancelled.
• Booking list badges: The booking list shows separate status badges for Booking Status, Assign Shoot, Shoot Status, Assign Job, and Receipt Status.
• Booking filters: Use the booking list filters to find records by overall booking status, assign team status, shoot status, job assign status, receipt status, upcoming shoot, or delayed shoot.

The main booking status tracks the overall booking state, while the modal statuses track specific work:

• Main Booking Status: Pending, Confirm, Ready, Delivered, Completed, or Cancelled.
• Assign Team Status: Pending, Completed, Not Required, or Cancelled.
• Shoot Status: Pending, Completed, or Cancelled.
• Backup Status: Pending, Completed, or Cancelled.
• Job Assign Status: Pending, Completed, or Cancelled.

Typical tracking flow:

1. Booking is created as Pending.
2. Booking becomes Confirm after the required booking/payment condition is met.
3. Assign Team modal saves team members and marks Assign Team as Completed.
4. Shoot Complete modal saves completion details and marks Shoot as Completed.
5. Event Data Backup modal saves backup location and marks Backup as Completed.
6. Assign Job modal saves production jobs and marks Job Assign as Completed.
7. When assigned jobs are completed, the booking can become Ready.
8. After delivery work is completed, the booking becomes Delivered.
9. If the booking is cancelled, the related booking workflow statuses are also cancelled.

Running Enquiry Modal

Opens from the enquiry form.

• Purpose: Show active enquiries for the selected customer.
• When to use: Review this before creating a new enquiry for an existing customer. It helps prevent duplicate leads for the same event or customer.
• Table columns: Enquiry No., Date, Full Name, Mobile No., Event Type, Status, Remark, and Options.
• What to check: Compare the event type, enquiry date, customer phone number, status, and remark against the new enquiry being entered.
• Actions: Use the available option link/button if you need to inspect an existing enquiry. Close the modal after reviewing the list.

Running Entry Modal

Opens from the booking form.

• Purpose: Show active enquiry, quotation, and booking records for the selected customer in one place.
• When to use: Review this before creating or editing a booking so you can see whether the customer already has open work, an estimate, or a confirmed booking.
• Sections shown: Enquiry, Quotation, and Booking.
• Enquiry columns: Enquiry No., Date, Full Name, Mobile No., Event Type, Status, Remark, and Options.
• Quotation columns: Quotation No., Date, Event Type, Total Amount, Status, and Options.
• Booking columns: Booking No., Date, Event Type, Total Amount, Status, and Options.
• Actions: Open an existing related record from the Options column when required, or close the modal and continue with the current booking.

Assign Team Modal

Opens from booking view during the Assign Team step.

• Purpose: Assign shoot/event team members to a booking.
• When to use: Complete this after the booking event details have been entered and before the shoot is marked complete.
• Header controls: Assign for further role switch and event detail rows generated from the booking event schedule.
• Event detail context: Each event row shows details such as Sr No., Start Time, Duration, and Extra Details so team members can be assigned to the correct function or shoot slot.
• Assignment rows: The modal creates role rows from the event requirements, such as Photographer, Candid Photographer, Videographer, Cinematic Videographer, Drone, Manager/Assistant, and Extras.
• Key fields: Event Detail ID, Role, Team Member, Remark, Amount, and Account.
• Account options: Use Calculation when the amount is only for internal calculation. Use Expense when the assigned team amount should be treated as an expense.
• Review table: After moving forward, the Employee Detail List summarizes employee names, total amounts, and remarks.
• Actions: Next calculates and reviews the employee totals. Back returns to the role assignment rows. Submit saves the assigned team and updates the booking assign team status.
• Good practice: Fill remarks for special instructions such as reporting time, location contact, equipment, or travel notes.

Shoot Complete Modal

Opens from booking view during the Shoot step.

• Purpose: Mark the shoot as completed and capture completion remarks.
• When to use: Complete this after the event or shoot work has finished and the booking should move into backup or production work.
• Key fields: Complete Date, Shoot Status, Assign Team, Remark For Shoot Complete, Photo Remark, Photo Book Remark, Video Remark, Frames Remark, and Screen Remark.
• Shoot Status: The modal marks the shoot as Completed.
• Assign Team options: Auto Schedule, Auto Fill Data, and Manual Schedule.
• What remarks are for: Use the main shoot completion remark for general completion notes. Use the photo, photo book, video, frames, and screen remarks to capture deliverable-specific issues or instructions.
• Edit behavior: The edit icon enables the fields and shows the Update button. The close icon cancels edit mode.
• Actions: Update saves completion details, marks the Shoot workflow step checked, and may move the workflow toward job assignment depending on the selected Assign Team option.
• Required check: Enter a meaningful shoot completion remark before updating, especially if anything was delayed, changed, missing, or handled manually.

Event Data Backup Modal

Opens from booking view during the Backup step.

• Purpose: Record where event data has been backed up.
• When to use: Use this immediately after copying the event data from camera cards, drives, or working machines.
• Key fields: Backup Date, Backup Type, Backup Drive, Path/Folder, and Remark.
• Backup Type options: Primary Backup, Secondary Backup, Working Location, Final Backup, Important, and Other.
• Backup Drive: Select an active backup drive configured in the system.
• Path/Folder: Enter the exact folder path or location where the files were stored. This is the most important field for finding the data later.
• Backup list table: Saved entries appear with ID, Date, Type, Drive, Path, and Remark.
• Actions: Submit saves the backup entry, clears the Path/Folder and Remark fields, refreshes the backup list, and marks the Backup workflow step checked.
• Good practice: Add separate entries for primary backup, secondary backup, working location, and final backup when they are different. Do not overwrite an old path with a new one; add another entry so the booking keeps a backup history.

Assign Job Modal

Opens from booking view during the Job Assign step.

• Purpose: Assign post-production jobs to employees.
• When to use: Use this after shoot completion and backup so editing, album, video, and delivery work can be tracked by employee.
• Job sections: Selection Job, Photo Job, Photo Book Job Design, Photo Book Job Printing, Video Job, and Schedule Deliver Job.
• Common fields: Role/Task, Employee, Start Date, Due Date, and Remark.
• Expense fields: Use Enter Expense Now when the job amount should be entered during assignment. The modal then shows Amount and Account fields.
• Account options: Update Later, Expense, and Calculation.
• Schedule Deliver Job: Use this section to assign the final delivery task. In the remark field, mention what must be delivered, such as photo book, video, frame, album, or other material.
• Employee Detail List: Use the summary area to review job assignments and employee totals before or after saving.
• Actions: Submit saves the selected job assignment section. Some sections have their own submit button, such as the delivery job submit action.
• Good practice: Set realistic due dates and use remarks for editing instructions, album size, revision notes, customer preferences, or pending inputs.

Booking Related Files Modal

Opens from booking view with the Files button.

• Purpose: Upload and document files related to a booking.
• When to use: Attach reference documents, customer files, proofs, approval files, receipts, notes, or other booking-specific documents.
• Key fields: Header, Upload File Less Then 2MB, Title, and Details Internal Use.
• Header: Defaults to Other unless more file headers are configured.
• File limit: Select a file under 2 MB.
• Files List columns: ID, No., Header, Title, Details, hidden Path, and Options.
• Options: Download opens the stored file from the upload-file area. Delete removes the file record.
• Actions: Submit uploads the selected file and saves the title/details. The modal refreshes the file list after upload or delete.
• Good practice: Use clear titles, such as Bride reference photos, Album approval, or Final delivery receipt, so files are searchable later.

Share Booking Link Modal

Opens from booking view with Booking Details.

• Purpose: Display a shareable booking details link.
• When to use: Use this after reviewing the booking details and confirming that customer, event, amount, and schedule information are correct.
• Main field: The large text area contains generated booking share text and link information.
• Hidden contact details: The modal loads customer mobile number, owner mobile number, customer email, owner email, and share URL when available.
• Share actions: Whatsapp By ERP, Whatsapp, alternate Whatsapp, Email, Copy, and Regenerate Link.
• WhatsApp behavior: The main WhatsApp action opens WhatsApp with the generated text for the customer mobile number. The alternate WhatsApp action opens WhatsApp sharing for another recipient.
• Email behavior: The email action opens a mail draft using the generated text. The first line of the generated text is used as the email subject.
• Copy behavior: The copy action copies the generated text/link from the text area.
• Regenerate behavior: Regenerate Link reloads the booking share text for the active booking.
• Good practice: Regenerate and review the text before sharing if the booking was recently edited.

Photography Studio Management System User Manual · Generated from Markdown