Multi-city shoot self-booking

Honest note: rules automation (online booking and confirmations), not AI. The result in the source is qualitative ("improved responsiveness, easier to book online") with no numbers, so we can't promise a percentage gain. It's included because the setup is concrete and repeatable for any team that sends people out to jobs.

Prerequisites

• A Setmore account (Free covers up to 4 team members).
• Your services (for example "Standard listing photos", "Photos + drone", "Floor plan") with durations.
• Each photographer's name and email, and who does admin or editing.

Step-by-step setup

Step 1. Add each photographer as a team member. In the web app go to Settings → Your team (labelled My Team in some help pages), click +, enter name and email, then Add team members. Click Edit profile to add a photo, specialties and phone number. Each team member gets their own calendar and booking link.

Step 2. Add your shoot types and assign photographers. Go to Settings → Services, click + Add service, enter name, description, location and duration, and assign the team members who can do it. Use More options to require a deposit or add buffer time for travel. Open each team member's Services tab to confirm they're ticked for the right shoots.

Step 3. Collect the shoot details at booking. Go to Settings → Booking Page → Booking preferences, scroll to Contact fields, click + Add field, and add labels such as "Property address", "Lockbox / access instructions", "Square footage". Save each one and toggle Required for must-haves. They show under Additional information in the intake form. For long forms, use the Callback label and URL (under Booking Policies) to send clients to your own form after booking.

Step 4. Confirm the automatic emails. Go to Settings → Notifications → Customer Notifications, tick booked / edited / canceled in Updates, and turn Email reminders on. Setmore sends the confirmation to both the client and the service provider.

Step 5. Share the right link. The main Booking Page link (Settings → Booking Page → Overview, pencil to rename it) lets clients choose service and photographer. EasyShare (under the Settings cog) has a link per service and per photographer; use those in agent emails or your website's Book now button.

Step 6. Give the team one view. In the calendar, press T (or choose Team from the calendar view button) to see up to 10 team schedules side by side. Staff-level users see only their own schedule; admins see the whole team. Add photographers as users so they get booking emails.

Easier: let your AI do it

Setmore has no official Claude, ChatGPT or Grok connector, so the clicking stays manual. Use the Copy-paste prompt below only to write your service descriptions, intake questions and confirmation wording.

What success looks like

A real estate agent books a shoot at 9 p.m., picks the package and photographer, and types the property address and access notes. You and the photographer get the booking, and nobody calls to ask what the job is.

Common issues & fixes

• A photographer doesn't appear on the booking page: they have no services assigned (Step 1–2).
• Clients skip the notes: make the contact field Required.
• More than 4 people: you need Setmore Pro; each team member is billed separately.
• Menu names differ: Setmore's help pages use slightly different labels (for example Booking preferences vs Booking Policies); use the Support Center search.

Optional: Maintenance

• When a photographer joins or leaves, add or delete the profile (Settings → Your team) and re-check service assignments.
• Review your intake fields each quarter and delete the ones nobody uses.

Copy-paste prompt

I run a real estate photography company in [CITIES]. I'm setting up an online booking page in Setmore.
Write:
1. Short descriptions (max 25 words each) for these shoot types: [LIST SHOOT TYPES AND DURATIONS].
2. Five intake questions agents must answer when booking (property address, access instructions, occupancy, special requests, preferred delivery date).
3. A short confirmation-email signature that tells the agent what to expect: arrival window, prep checklist (lights on, cars off the driveway), and delivery time [DELIVERY TIME].
Tone: efficient and friendly. Don't invent prices or turnaround times.

Sources

• Case: Setmore customer story on CaseStudies.com. Credit: Square Foot Photography. Vendor-published summary.
• Setmore Support: Add, edit or delete team members, Add, edit, or delete a service, Customer Contact Fields, Customer Email Notifications & Reminders, Default Calendar View, Your Booking Page URL
• EasyShare and form callback: Setmore blog: EasyShare, Setmore blog: forms in the booking process. Pricing: setmore.com/pricing