StudioCloud - Free Business Management Software

I’m ready to be done with this transition from PhotoOne to StudioCloud. We’re getting pretty close to wrapping up. Yesterday I finished moving appointment types to StudioCloud, and I think all I have left to do is get StudioCloud ready to accept credit card payments, then do a massive data import before doing the switch. If you’ve hung in there through the conversion, you’re a superstar. If I had blogger loot to give you, I’d definitely be happy to give you some. OK – let’s transfer some email templates.


Transferring Email Templates 01

In StudioCloud, open the CloudBoost tab.


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If you don’t have Cloudboost, this will be a good chance for you to upgrade your account to include Cloudboost. Before you upgrade, all the functionality under the Cloudboost section will be disabled. Click Manage Emails.


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If you’re just getting everything set up, like I am, your list of emails will be empty.


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Now in PhotoOne, open the Setup menu and go to Email Editor.


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Double click the first email in the list to see the email details.


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As long as your emails are set up the same as mine are, you’ll want to click Text to view the email text.


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Review the text of your email in case there’s anything you need to change before transferring the email template over to StudioCloud.


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Highlight the email text (use your mouse to select the text or go to the beginning of the text and click shift + ctl + end). Right click the highlighted text and click Copy.


Transferring Email Templates 03

Back in StudioCloud, click New Custom Email.


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Fill out the basic information for the email, and choose which event will trigger the email being sent. This is my 3 month baby email, so I want it to get sent out a few days before the customer comes in for the 3 month baby session. Make sure to check Customer(s) so the customer gets the email. This screenshot doesn’t show it, but I also ended up checking custom so I could send a copy of the email to myself. After you’ve got this info filled out, click Edit Email Message.


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Paste the email you copied to the clipboard from PhotoOne.


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Now you’ll want to swap out the custom message text from the PhotoOne version to the StudioCloud equivalent. I was suprised that I couldn’t include the customer name in the appointment email. Everything else had a direct translation in StudioCloud. Click Save when you’re done.


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Click Save again on the main email screen.


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Back in the email list, you’ll see the new email shows up. Click Activate Alert because you want it to start sending emails automatically.


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Click Yes because you really do want to activate this email.


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Now the alert shows active, and you should be ready to go with this automated email.


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I also had non-automated emails that I needed to set up, so back at the CloudBoost main screen, click the Settings tab.


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Click Manage Templates.


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Again, my list of templates is blank. Click New Document Template.


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Paste your PhotoOne email.


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Translate the special text to be compatible with StudioCloud. This time all the fields that I expected to be able to use were available. Click Save.


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The new email shows up in the list.


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My Adboost email list ended up looking like this after I was done.


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My non-automated email list ended up looking like this.


I think the total time for me to do the transfer was about an hour. Gross. Suck it up – we’re almost done with converting over to StudioCloud (the pep talk is as much for me as it is for you).

Have you guys all upgraded to CloudBoost? If not, are you going to try to remember to send all the emails manually when you schedule an appointment? Is your workflow completely different than ours?

StudioCloud - Free Business Management Software

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