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WHY THIS MATTERS

Every reminder you send by hand is a thread tying you to your inbox. Automations let the routine parts of your client experience keep running quietly, without you, and often better than when you're stretched thin.

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WHAT TO DO

List each automation you have or need below. Set up what's missing, then run through the testing checklist so you know each one works before you leave.

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WHEN TO DO IT

Set up 8–12 weeks before your due date. Test everything at least 3 weeks before leave starts, so there's time to fix what breaks.

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Things I Should Never Have to Remember Manually

If any of these currently depend on your memory, they're your first automations.

• [ ] Invoice and payment reminders
• [ ] Session reminders (and what-to-wear guides)
• [ ] Questionnaire reminders
• [ ] Follow-ups after inquiries that go quiet
• [ ] Consultation confirmations and reminders
• [ ] Gallery delivery emails
• [ ] Gallery expiry reminders
• [ ] Review requests
• [ ] Print and album upsell emails
• [ ] Out-of-office / maternity leave autoresponder

How to think about each automation

Every automation has four parts. Fill them in for each row in the database.

Trigger

What starts it? ("Invoice is 3 days overdue")

What happens

What does it do? ("Sends payment reminder email #2")

Tested?

Have you watched it work with a test client?

Backup plan

If it fails, who notices and what do they do?

Before you rely on it: the testing checklist

Do this once, with a pretend client, about 3–4 weeks before leave starts.

• [ ] Create a test client in your CRM using a second email address you can check