Session How To's
Import Sessions
Last Updated: July 15, 2026Importing Sessions with the Session Import Wizard Overview The Stratus Session Import Wizard is a tool that helps you bring session records into Stratus from an external spreadsheet or CSV file. This wizard guides you through importing sessions step by step – from selecting your file, mapping columns to Stratus fields, to setting options for...
Using Session Promotions
Last Updated: July 15, 2026NOTE: This feature is available in the Essential, Professional, and Enterprise versions of both Spectra and Stratus Desktop. Creating Promotions Go to Maintenance > Sessions > Session Promotions to set up your list of promotions. See also: Session Promotions Assigning Session Promotions Promotion Reports Analysis Reports Run various analysis reports for a specific promotion or group a comprehensive...
Confirming a Session
Last Updated: July 15, 2026Follow these steps to confirm a session: Open the session. Check the Confirmed box in the bottom-right section of the General tab. Click Save & Close. Session descriptions on the calendar can be modified to include the confirmed status of a session. See also: Changing Event Descriptions Session Confirmation Emails with StudioPlus Mail NOTE: This...
Using Session Reminders
Last Updated: July 15, 2026Follow these steps to set up a session reminder: Open the session. Check the Reminder box in the bottom-right section of the General tab. From the drop-down list, choose when the reminder should occur – anywhere from 2 months before the session to the actual start time. Click Save & Close.
Rescheduling a Session
Last Updated: July 15, 2026Follow these steps to reschedule a session: On the Calendar The Spectra/Stratus Desktop calendar also features drag and drop rescheduling. Just drag the session to another date and/or time and drop it in place! Note: If the Session you’re moving had previously been marked as Confirmed, the confirmed checkbox will automatically uncheck itself if the...
Adding Participants
Last Updated: July 15, 2026Follow these steps to add participants to a session: Open the session. Click the Participants tab. Use the arrows in the middle of the form to add participants to the session. This list displays the main session client and their family members. Click Save & Close when finished.
Using Outside Locations
Last Updated: July 15, 2026Follow these steps to use your outside locations when booking appointments and sessions: Open an appointment or session. Select “Outside Location” from the Camera Room drop-down list. Choose a location. The software will automatically fill in the rest of the information for the location. See Outside Locations for instructions on setting up your specific locations.
Setting up the Session Numbering System
Last Updated: July 15, 2026Following these steps to set up your session numbering options: Go to Maintenance > Preferences > Company (Studio) Preferences and open the Sessions tab. In the Session Number Options section, choose when you want the software to assign the session number. When Creating a New Session – The session number will be assigned when the session is created. On Day...
Tracking Statuses on a Session
Last Updated: July 15, 2026Once the session cycle has been defined with statuses, you can track the status of each session as shown below:
Using Session Statuses
Last Updated: July 15, 2026Updating Session Statuses Follow these steps to change the status of a session: Open the session. On the General tab, click the Change Status (“…”) button to the right of the session status line. The following Status Change window appears: HERE’S A FLASH FOR YOU! You can also update the status of one or more...
Using Session Types
Last Updated: July 15, 2026Before using Session Types, see Session Types for set up instructions. After you have created your session types, you can easily sort your sessions and customize your workflows by session type. This section is short at the moment, but check back later as there are lots of great features being added that use session types....
Setting Up Conflict Notifications
Last Updated: July 15, 2026Setting up Conflict Options You can set up the software to notify you if there is a conflict when scheduling an appointment or session. Follow these steps to set up your scheduling conflict options: Go to Maintenance > Preferences > Company (Studio) Preferences and open the Scheduling tab. Choose the option that works best for...
FAQ – Tracking Revenue by Promotion
Last Updated: July 15, 2026NOTE: This feature is available in the Essential, Professional, and Enterprise versions of both Spectra and Stratus Desktop. Q: Can I track revenue by promotion? A: Yes! Here’s an example of how to set up and track the effectiveness of your promotions. Instructions Tracking your studio’s revenue by promotion can help you evaluate the effectiveness of your promotions....
Printing or Emailing a Session Confirmation
Last Updated: July 15, 2026Printing a Session Confirmation Follow these steps to print a session confirmation: Open the session. Click the Print drop-down arrow and choose Session Confirmation. You may also want to: Use Preview to view before printing. Use Export to produce a PDF version that can be saved Emailing a Session Confirmation Follow these steps to email...
Deleting a Session
Last Updated: July 15, 2026Find the session you want to delete and double-click to open it. See also: Finding a Session From the open session, click Delete on the ribbon. This will remove the entire session record from the database. HERE’S A FLASH FOR YOU! Sessions with invoices or production records cannot be deleted.
Finding a Session
Last Updated: July 15, 2026You can search for a session on the Sessions hub or by using the Session Search tool under the File menu. Both search options are described below. Searching the Sessions Hub You can narrow down your session list or search for a specific session using the Search box on the ribbon. Click the down arrow next...
Scheduling a Session
Last Updated: July 15, 2026There are two ways to schedule a session in the software – by using the Scheduling Wizard or by creating a new session right from a client record. In this topic you’ll see how to create a new session from an existing client. For step-by-step instructions for using the Scheduling Wizard, see Scheduling a Session...
Resolving Scheduling Conflicts
Last Updated: July 15, 2026Resolving Conflicts NOTE: This feature is available in the Essential, Professional, and Enterprise versions of both Spectra and Stratus Desktop. Follow these steps to resolve scheduling conflicts: Go to Tools > Resolve Scheduling Conflicts. The left portion of the window lists sessions and appointment with conflicts. Click on one of them to see the conflict. Double-click on...
Copying a Session
Last Updated: July 15, 2026You can copy an existing session, linking it to the same client or another client. This will copy all the session information, custom fields, advanced calendar data, session promotions, session participants, and session notes. Here’s how: Open the session you want to copy. Go to File menu and click Copy Session. Choose whether the new...
Printing a Photographer Confirmation
Last Updated: July 15, 2026Follow these steps to print a photographer confirmation: Open the session. Click the Print drop-down arrow and choose Photographer Confirmation. You may also want to: Use Preview to view before printing. Use Export to produce a PDF version that can be saved. HERE’S A FLASH FOR YOU! You can easily attach a photographer confirmation to an...
Session Clients for Reference
Last Updated: July 15, 2026To link additional Clients to Sessions, a flag needs to be set in Maintenance > Preferences > Company Preferences – Sessions tab – Display These Tabs on Session Form Restart Stratus. From Session record, go to the new tab Clients. Here you can add, remove, or just view them.
FAQ: How to handle headshots for corporate accounts
Last Updated: July 15, 2026Add the Business to your Client List Add the person you’ll be taking the headshot of to your client list and book the Session under that record Create a Session Invoice – use the Bill-To Client on the invoice to bill the Business client created above The person getting the headshot will get the Session...
FAQ: How to send a Session Confirmation to a Bill-To Client
Last Updated: July 15, 2026NOTE: This feature is available in the Essential, Professional, and Enterprise versions of both Spectra and Stratus Desktop. This can be useful for Business Headshots if the Bill-To Client needs a session reminder. Create either a form letter or HTML email based on Invoices. For more info on Form Letters or HTML Emails, follow the links Insert...
Bulk Scheduling
Last Updated: July 15, 2026NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and Stratus Desktop. The Bulk Session Wizard is used to create sessions for a group of clients. You can use this tool to quickly schedule sessions for hundreds of clients belonging to a client group, filter, or organization. Sessions scheduled this...
Advanced Scheduling
Last Updated: July 15, 2026NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and Stratus Desktop. The Advanced Scheduling feature allows you to create multiple date/time, photographer, and location combinations for a single session. You can create a session that has multiple days, photographers, assistants, and/or locations. When using advanced scheduling, the initial time,...