Setting up Studio Ninja can feel a bit like preparing for a big move – you know it’s going to make your life so much better once it’s done, but the thought of gathering everything together first? That’s where it gets overwhelming.
If you’re staring at your new Studio Ninja account wondering where to even begin, you’re definitely not alone. Having a proper Studio Ninja setup checklist makes all the difference between a smooth setup and spending your weekend pulling your hair out. The good news is that with a bit of preparation, your setup can go much more smoothly than you think.
I’ve helped hundreds of photographers get their Studio Ninja systems up and running, and the ones who have the smoothest experience are always the ones who come prepared. So let’s talk about exactly what you need to gather before you dive in.
Why Preparation Matters for Your Studio Ninja Setup
Think of setting up Studio Ninja like baking a cake – you could start throwing ingredients together as you go, but you’ll have a much better result (and way less stress) if you measure everything out first.
When you have all your content ready to go, you can focus on getting your workflows right instead of stopping every few minutes to hunt for that contract template or figure out what your session reminder email should say.
Plus, there’s something really satisfying about ticking items off a proper checklist. It makes the whole process feel manageable instead of overwhelming.
The Complete Studio Ninja Setup Checklist
Here’s everything you’ll want to gather before you start your Studio Ninja setup:
1. Your Logo
What you need: Logo file that’s ideally 500px wide, maximum 2MB, JPG or PNG format only.
Your logo will appear on invoices and throughout your client portal, so you want it to look crisp and professional. If your logo file is huge, most online image compressors can help you get it down to size without losing quality.
2. Client Portal Banner Image
What you need: Banner image that’s 1540px by 300px, maximum 5MB, JPG or PNG format only.
This is the image your clients will see when they log into their portal. Think of it as the first impression of their online experience with you – maybe a beautiful photo from one of your sessions, or something that represents your brand style.
3. Your Workflow Steps
What you need: Your complete client journey mapped out from initial inquiry to gallery delivery.
This is probably the most important part of your setup, and often where people get stuck. You need to know exactly what happens when – when do you send contracts? When do you collect payment? When do questionnaires go out?
If you’re not sure about your workflow steps, I’ve got free Workflow Blueprints that show you exactly how other photographers structure their client journeys. They’re perfect templates to start with.
4. Email Templates
What you need: All your client communication emails written out and ready to go.
This includes inquiry responses, booking confirmations, session reminders, payment reminders, gallery delivery emails – basically every email you send during your client experience.
Don’t worry about making them perfect right now. You can always refine them later, but having something written down gives you a solid starting point.
If writing email templates from scratch feels daunting, I’ve got ready-made email templates that sound warm and professional for you to use as a base.
5. Contract Templates
What you need: Photography contracts for each type of session you offer.
If you don’t have contracts yet, I recommend the ones from Foundd Legal (KPVIRTUAL is my affiliate code and gets you 15% off). They’re written specifically for photographers and cover all the important legal bits you need.
6. Questionnaire Templates
What you need: Pre-session questionnaires for each session type you offer.
Family sessions need different questions than weddings, and couples sessions are different again. Think about what information you actually need to deliver a great experience, and write those questions down.
Need help with what questions to ask? My questionnaire templates cover all the important details for family, wedding, and couple sessions without overwhelming your clients.
7. Package and Pricing Information
What you need: All your session types, packages, products, and pricing details clearly listed.
This includes everything you offer – different session lengths, add-on products, travel fees, rush delivery options. Having it all written down makes the process of setting up your packages and products much faster.
8. Client Attachments
What you need: Any files you regularly send to clients ready to upload.
This might include price guides, welcome packets, session prep guides, location suggestions, or styling tips. Gather them all in one folder so you can easily upload them to the relevant email templates during setup.
What if You Don’t Have Everything Ready?
Here’s the thing – you don’t need to have everything perfect before you start. But having most of these things ready will make your setup experience so much smoother.
If you’re missing a few pieces, don’t let that stop you. You can always add or update things later. Studio Ninja is designed to grow with your business.
The most important things to have ready are your workflow steps and basic email templates. Everything else can be added as you go.
Making Setup Feel Less Overwhelming
Setting up Studio Ninja doesn’t have to be a weekend-long project that leaves you feeling drained. When you come prepared with this checklist, you can actually enjoy the process of creating a system that’ll make your business life so much easier.
Remember, every successful photographer started somewhere. Your setup doesn’t need to be perfect from day one – it just needs to be better than what you’re doing now.
Need Help Getting Everything Set Up?
If you’re looking at this checklist and feeling a bit overwhelmed, that’s completely normal. Setting up a CRM properly takes time and thought, and when you’re already juggling clients and family, finding that time can feel impossible.
That’s exactly why I offer done-for-you Studio Ninja setups. You gather the content (using this handy checklist), and I handle all the setup, workflow building, and automation configuration. No weekend projects, no wondering if you’ve done something wrong – just a system that works from day one.
My premium setups even include email, contract, and questionnaire templates, so you don’t need to stress about writing everything from scratch.
Ready to get your Studio Ninja system properly sorted? Learn more about my Setup service here – because you’ve got better things to do than figure out CRM settings on your own.
