Skip to content

Photo Session Prep Guide · Creators & Studios

Clients who show up prepared, dressed right and on time

Every Calendly booking gets a personal prep guide from your style guide, what to wear, the timeline and what to bring, then a reminder with the meeting spot two days before.

Coming soon — waiting for Calendly approval $79 one-time · never renewsIncluded in Enterprise
Start free Get product updates

Can't be bought yet: waiting for Calendly approval. It opens for purchase on its own once approved.

  • Starts from an event in a connected app
  • 2 AI steps
  • A person approves before it acts
  • About 15 min to set up

Sound familiar?

The job, before and after this agent.

What it feels like today

  • “I send the same what-to-wear email by hand after every booking.”
  • “Clients show up in clashing outfits or at the wrong entrance of the park.”
  • “Someone always forgets the session is this weekend.”

What you get with the agent

  • A prep guide the moment a session is booked, matched to the session type, location and group size from the booking answers.
  • What to wear, the timeline, what to bring, your meeting spot and weather policy, all from your own style guide.
  • You approve the guide first unless you switch approval off.
  • Two days before, it re-checks the booking in Calendly and sends a short reminder with the meeting spot; canceled bookings are skipped.

Before

You type a prep email between edits, forget the weather policy, and spend the session start hunting for a family at the wrong gate.

After

Minutes after booking, the family gets a guide for a fall session at the park. Two days before, a reminder with the exact meeting spot arrives, and they show up coordinated and early.

How it works

The whole workflow, step by step.

When a client books a session in Calendly, the agent reads their answers (session type, location, number of people) and writes a prep guide from your own style guide: what to wear for that session and place, the timeline, what to bring, your meeting spot and weather policy. You approve it first unless your style guide switches approval off, and it's emailed with replies to your studio inbox. Two days before the session the agent checks the booking is still on in Calendly and sends a short reminder with the meeting spot. The instant trigger needs a paid Calendly plan, and sessions booked more than 30 days ahead get only the guide.

  1. TriggerNew Calendly booking
  2. AI stepWrite the prep guide
  3. LogicSend the guide?
    • Skip:Not sent
    • Check first:Approve the prep guide
    • Automatic:Ready to send
  4. OutputNot sent
  5. Human approvalApprove the prep guide
    • Approved:Ready to send
    • Rejected:Not sent
  6. LogicReady to send
    • Skip:Held
    • Send:Email the prep guide
  7. OutputHeld
  8. OutputEmail the prep guide
  9. LogicWork out the reminder date
  10. LogicReminder possible?
    • Remind later:Wait until 2 days before
    • Too far ahead:Guide only
  11. OutputGuide only
  12. LogicWait until 2 days before
  13. App callRe-check the booking
  14. AI stepWrite the reminder
  15. LogicStill 1–3 days away?
  16. LogicSend the reminder?
    • No reminder:No reminder
    • Remind:Email the reminder
  17. OutputNo reminder
  18. OutputEmail the reminder
  19. OutputReminder sent
  20. OutputNot sent

This is the workflow that opens in your workspace when you set the agent up. Every step can be edited.

  1. Step 1New Calendly bookingStarts within seconds of a client booking a session in Calendly, with their answers to your booking questions (session type, location, number of people). Needs a paid Calendly plan.
  2. Step 2Write the prep guideAI writes a prep guide for this session type and location from your style guide (what to wear, timeline, what to bring). When the reminder goes is worked out in code.
  3. Step 3Send the guide?Canceled bookings are skipped; guides wait for your approval unless your style guide says otherwise.
  4. Step 4Not sentCanceled booking or no email; the run history keeps it.
  5. Step 5Approve the prep guideYou read the guide in Reviews, edit it and approve.
  6. Step 6Ready to sendApproved or automatic guides are emailed now.
  7. Step 7HeldThe guide was marked not to send.
  8. Step 8Email the prep guideSends the guide to the client, with replies coming back to your studio inbox.
  9. Step 9Work out the reminder dateIn code, not AI: the session date's days from today, and the reminder time — 09:00 two days before the session. Sessions more than 31 days ahead get no reminder (a run can wait at most 30 days). Change the time (add.time) or set your time zone (timezone, e.g. America/New_York; UTC otherwise) here.
  10. Step 10Reminder possible?Sessions more than 31 days ahead (or with an unreadable start) get only the guide.
  11. Step 11Guide onlyThe session is more than 31 days away (a run can wait at most 30 days); the date check's reason is in the run history.
  12. Step 12Wait until 2 days beforePauses until 09:00 two days before the session (computed in code; right away when that's past); the run resumes on its own (Dry Run doesn't wait).
  13. Step 13Re-check the bookingReads the booking again from Calendly: still active, or canceled or rescheduled?
  14. Step 14Write the reminderAI skips canceled bookings, then writes a short reminder with the meeting spot. Whether the session is still 1–3 days away is checked in code next.
  15. Step 15Still 1–3 days away?In code, not AI: after the wait, checks the session is 1 to 3 days from today (not today, not past, not still far off). Change the window here (within.min / within.max).
  16. Step 16Send the reminder?Canceled bookings, and sessions not 1–3 days away (checked in code), get no reminder.
  17. Step 17No reminderThe run history keeps why no reminder was sent.
  18. Step 18Email the reminderSends the reminder with the meeting spot.
  19. Step 19Reminder sentThe run history keeps both emails.
  20. Step 20Not sentYou rejected the guide; nothing was sent.

Example run

What goes in, and what comes out.

Example with fictional data

Comes in

Calendly booking: Family Session (60 min) at Riverside Park for four people, late October, booked by Rachel.

The agent produces

Prep guide: coordinated neutral and warm tones for fall, avoid big logos, arrive 10 minutes early, bring a snack for the kids, meet at the north gate, rain policy from your style guide. Approved and emailed. Two days before: booking still active, reminder with the meeting spot sent.

What you need

Everything it takes to run it.

About 15 minutes from purchase to live. A checklist above the canvas takes you through each step.

Plan

Included in Enterprise; on other paid plans it's $79 once. Agents run live on paid plans, from Basic ($39/mo).

Your AI key

Connect any of 14 AI providers on your own key. Your provider bills usage directly, at cost; we add no markup.

Apps

Checklist

  • A paid plan (agents run live on paid plans; the wait also needs the Wait step enabled on your workspace).
  • An AI provider key (Settings → AI Providers).
  • Calendly on a paid plan (Standard or higher), connected in Settings → Integrations.
  • Your written style guide.

Setup, about 15 minutes

  1. Connect your AI provider. The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
  2. Connect Calendly. Connect the Calendly account clients book with (Settings → Integrations → Calendly). The instant trigger needs a paid Calendly plan.
  3. Pick your Calendly account. Open the trigger and “Re-check the booking” and pick your Calendly account in each.
  4. Paste your style guide. Open “Write the prep guide” and “Write the reminder” and replace the placeholder in each with your style guide.
  5. Add your studio inbox. Open “Email the prep guide” and “Email the reminder” and enter the Reply-to address.
  6. Test it with Dry Run. Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
  7. Switch the trigger on. Open the trigger and press “Activate app trigger”: from then on each new booking gets its prep guide.

Is it a fit?

Who it's for, and what it won't do.

Built for

  • Family, newborn and portrait photographers
  • Wedding and engagement photographers
  • Headshot and branding studios

What it doesn't do

  • Sessions booked more than 31 days ahead get only the guide (a run can wait at most 30 days).
  • It reads the first invitee only and never invents locations, prices or policies.
  • It doesn't reschedule or take payments.
  • Coming soon until Calendly is approved.

We list the limits up front so you can decide before you buy.

Price

$79 one-time

Per workspace. It never renews.

Coming soon — waiting for Calendly approval
  • Included at no extra cost on Enterprise.
  • Buying and running it live need a paid plan, from Basic ($39/mo).
  • Dry Run costs nothing: simulated AI and app calls, nothing sent.
  • AI usage is billed by your own provider, at cost. No AI credits to buy from us.
Start free Get product updates

One-time agent purchases aren't covered by the 30-day money-back guarantee. Refund policy

FAQ

Questions about Photo Session Prep Guide.

Will it make up locations or policies?

No. It writes from your style guide and never invents locations, prices or policies. You approve the guide unless you turn approval off.

What do I need?

Calendly on a paid plan (Standard or higher) and your written style guide. Setup takes about 15 minutes. Sessions booked more than 30 days ahead get only the guide. The agent's page shows whether each app is ready to connect.

Is it worth the price?

A one-time price that never renews, against writing prep emails and reminders for every booking. Live runs need a paid plan and your own AI provider key.

Which booking questions should I add?

Session type (if one Calendly event covers several), location and number of people. The guide uses the answers; it works without them, with more general advice.

What if the client cancels?

Two days before, the agent reads the booking again from Calendly and skips canceled ones. A reschedule counts as a new booking and gets its own guide.

Does it work on a free Calendly plan?

No: the instant trigger uses Calendly webhooks, which need a paid plan (Standard or higher).

Is this a subscription?

No. Photo Session Prep Guide is a one-time purchase of $79 per workspace and never renews. The Enterprise plan includes it at no extra cost. Running it live needs a paid plan (from Basic ($39/mo)), and your AI provider bills you directly for usage.

Can I test it before it touches real data?

Yes. Once it's set up in your workspace, Dry Run plays every step on sample data with simulated AI and app calls: nothing is sent and nothing in your apps changes. Switch the trigger on only when you're happy.

Photo Session Prep Guide is almost ready.

Can't be bought yet: waiting for Calendly approval. It opens for purchase on its own once approved. Create a free account now and you'll find it on your Agents page.

Start free Get product updates