Stage 1 – Capturing Images

The first step in the Digital Workflow is to import your images and create preview files to be used in Spectra/Stratus. Depending on how you shoot your images, there are a number of options. You can import from a camera card or folder, acquire the images using your own capture software, or use the software’s Group...

Setting up Digital Workflow

Step 1 – Setting up your Company Preferences Begin setting up your digital workflow by opening Maintenance > Preferences > Company (Studio) Preferences. Choose your settings on the Digital and Slideshow tabs: Digital Tab Open the Digital tab in Company (Studio) Preferences. See also: Company (Studio) Preferences – Digital Image Numbers – Decide how you...

Inventory

  NOTE: This feature is available in the Essential, Professional, and Enterprise versions of both Spectra and Stratus Desktop. Use this feature to track inventory levels for stock items such as frames or picture albums. All inventory items must be enabled for inventory tracking and require an inventory adjustment form to add new items into inventory or adjust...

Employee Commissions

  NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and Stratus Desktop. You can set up Spectra/Stratus to track Employee Commissions. Commissions can be earned by the Booker (the user that books the session), Photographer, Assistant, and/or Sales Rep. Commissions are set on the product line or item level. Follow...

Payment Plans

  NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and Stratus Desktop. You can create a payment plan on any invoice in Spectra/Stratus. The Payment Plan feature allows you to create pending payments to be processed at a future date. You can create a single pending payment or a series...

Gift Certificates

Training video unavailable. The original video for this topic was not carried over when TechSmith retired the old Screencast (Flash) platform. It can be re-added if a source copy is located.   NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and Stratus Desktop. IF SKIN Flow2 Enter Conditional Content Here...

FAQ – Writing Off Invoices

Q: How do I write off an invoice? A: You can write off either an entire invoice or partial balance due to bad debt or a customer service issue. To write off an invoice, follow the steps shown in this video or in the written instructions below. Written Instructions Open the invoice you need to write...

End of Day Wizard 2016V2

  NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and Stratus Desktop. Streamline your posting procedures with the End of Day Wizard, which combinesdeposits and invoice posting into one process. Use the software’s Wizard Builder tool to customize the End of Day Wizard by adding or hiding pages and more. See...

Setting up the Accounting Link – QuickBooks Online

  NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and Stratus Desktop. Watch video and/or follow the instructions below to set up the accounting link in the 2021 and higher versions of Spectra/Stratus Desktop. Requirements: QuickBooks Desktop Version 2023 or 2024 or QuickBooks Online. Stratus 2023 or greater. *Keep in...

Legacy Online Payments (myStratus Only)

  NOTE: This feature is available in the Essential, Professional, and Enterprise versions of Stratus Desktop. Spectra does not include this feature. Note: This document currently reflects the Legacy compatibility with TSYS. Overview The Online Payments feature allows you to email clients a link to view their invoices online in our mobile-friendly portal and pay their outstanding balances...

Global Payments Credit Card Processing (Canada)

  Global Payments is a credit card processing company that integrates directly with Spectra, Stratus, and InSpiredByYou in Canada. An alternate service, TSYS, is available for studios in United States. If you’re in the US, refer to TSYS Credit Card Processing (US). In addition to making credit card processing extremely easy, StudioPlus and Global Payments take...

Genius Countertop Terminal (US)

Genius is a payment processing platform designed and offered exclusively by TSYS (Formerly Cayan). This topic walks you through the steps to configure the Countertop Genius Terminal for use alongside Spectra/Stratus. This platform supports traditional credit and debit cards, gift and loyalty cards, chip cards (EMV), and mobile payment applications like Apple Pay® and Android...

FAQ – Using Third-Party Coupons (Groupon)

Q:  Can I keep track of Groupon promotions with Spectra/Stratus? A: There are several third-party coupon sellers that are popular with photographers, such as Groupon and Living Social. If you’ve used these services, you realize that it’s important to:  Record and collect sales tax when a coupon is redeemed. Report redeemed coupons to the seller...

Creating a Coupon or Promotion

  NOTE: This feature is available in the Essential, Professional, and Enterprise versions of both Spectra and Stratus Desktop. Create coupons and promotions in your price list and then apply them to your invoices during the sales process. Promotions can include:  Combination Dollar Amount Off Per Item Flat Dollar Amount Off Percentage Off Free Product Loyalty Reward Creating...

Unsupported: Genius Mini Terminal (US)

Note: This device is no longer supported by TSYS.  Genius is a payment processing platform designed and offered exclusively by TSYS (Formerly Cayan). This topic walks you through the steps to configure the Mini Genius Terminal for use alongside Spectra/Stratus. This platform supports traditional credit and debit cards, gift and loyalty cards, chip cards (EMV),...

Genius Handheld Terminal (US)

Genius is a payment processing platform designed and offered exclusively by TSYS (Formerly Cayan). This topic walks you through the steps to configure the Handheld Genius Terminal for use alongside Spectra/Stratus. This platform supports traditional credit and debit cards, gift and loyalty cards, chip cards (EMV), and mobile payment applications like Apple Pay® and Android...

Dashboard Examples

Learn how to apply everything you have learned to the first two videos by learning how to create and use your key reports. Please note: Because we are continually updating our library of training videos as new versions of our software are released, this video will likely show an older or newer version of StudioPlus...

Setting up Budgets

  NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and Stratus Desktop. Budget Maintenance is used to enter and maintain the budgets (also known as your targets or plan) you want to use on the Dashboard. The software gives you the flexibility to define hundreds of budgets or just a couple,...

Dashboard Overview

  NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and Stratus Desktop. The Dashboard is one of the most powerful features in the Spectra/Stratus Desktop software! Imagine trying to drive an automobile that did NOT have a dashboard. How fast are you driving? How much fuel do you have left? How...

Price List Overview

In order to properly invoice your clients, you must create your price list(s) in Spectra/Stratus. Note: Spectra/Stratus Express is limited to one price list. Your price list should contain every product you sell, every service you offer, and every fee you charge. If you sell it, it should be in your price list! Key Price...

Step 1: New Users Basic Setup

Watch the training video for a full set up overview and scroll below for full written instructions. Initial Set-up Below are the most important settings you need to set up beforehand to ensure a smooth transition to InspiredByYou for your clients. Some settings can be done after the upgrade process. Link Below!  If you’d like...

Time Slots SR2

  NOTE: This feature is available in the Essential, Professional, and Enterprise versions of both Spectra and Stratus Desktop. Use time slots to define times on the calendar when certain types of sessions can be booked, either by someone in your studio or through online booking. Note: Online booking is a feature available in Stratus. See Online Booking for...

Bulk Scheduling

  NOTE: 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

  NOTE: 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,...

Google Sync Video

Find out how to sync the software with your Google account, giving you on-the-go access to your schedule and contacts. Learn how to set up the Google sync and also find out some recommended “best practices” for syncing properly. Please note: Because we are continually updating our library of training videos as new versions of...

Sessions

Appointments

Scheduling Wizard

The Scheduling Wizard is a built-in tool designed to walk you through the booking process — from finding or creating a client, to scheduling the session or appointment, to creating an invoice and accepting a payment. To schedule a new appointment or session using the Scheduling Wizard, go to the Calendar hub and double-click on...

Walk-Through

Get an idea of how you’ll use the software day-to-day by watching this sample walk-through. Please note: Because we are continually updating our library of training videos as new versions of our software are released, this video will likely show an older or newer version of StudioPlus Spectra/myStratus than you have installed. The video will...

Clients

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Setting up Spectra with the Preferences Wizard_New

The Preferences Wizard guides you through entering the most important settings in Spectra so you can get up and running quickly. However, don’t forget to go back later and set all your company and user preferences. There are many settings available on the Spectra Maintenance menu, helping you customize Spectra for your studio. For more...

Calendar Overview

The Calendar is the best way to view schedules for your users and resources. A resource can be any facility, studio, room, camera, or equipment that you want to keep a schedule for. Schedules for multiple users and resources can be viewed simultaneously in an easy-to-read, graphical layout, making it easy to compare schedules or...