# Running your studio with projects and tasks

> How photographers run a busy week with CoreHue projects and tasks: every job on one board, to-dos with deadlines and reminders, and a 15-minute setup.

Source: https://help.corehue.co/docs/guides/running-your-studio-with-projects-and-tasks/

Most photographers keep the business in their head: which couple still owes the balance, whose album proofs are out, which edit is due Friday. Projects and tasks move that into one place. A project holds a whole job, from booking to album, and tasks hold the jobs in between, each with a date that reminds you before it slips.

Here's what that looks like across a real season, and how to set it up in about 15 minutes.

## A wedding, from yes to album

Ellis and Morgan accept your proposal in March. Open the proposal, choose **Add to project**, and create *Ellis and Morgan wedding* right there. The booking it became, the deposit invoice, the contract and your emails about them all come along with it. Anything you create later, like the timeline questionnaire, you start from the project so it's filed there too. See [What comes along with a booking or proposal](/docs/projects/what-comes-along).

The card lands on your projects board in **Booked**. From now on, everything about the wedding sits on one page: the next booking date, what's been invoiced, paid and still outstanding, and tabs for bookings, documents, messages and galleries. When you book their engagement shoot or create the gallery from the project's **More actions** menu, it's filed there too. See [Everything on a project page](/docs/projects/the-project-page).

Then add the to-dos, on the project's **Tasks** tab so they're filed with the wedding:

- **Timeline call with Ellis and Morgan**, due six weeks out, with a time so it goes overdue the moment you miss it.
- **Send second-shooter brief**, with a checklist: arrival time, addresses, family groups, shot list, dress code.
- **Cull and edit**, labeled Editing, due two weeks after the day.
- **Album proofs back from the couple**, moved to **Waiting** once you've sent them. Waiting tasks still go overdue, so if the proofs sit for a month, you'll hear about it.

The card moves as the job does: **In progress** on the day, **Delivered** once the gallery is out, where it can wait for the album order. Moving it never emails the couple or touches an invoice. When the album arrives, archive the project and it leaves your board with everything intact. See [Creating a task](/docs/tasks/creating-a-task) and [Adding a checklist to a task](/docs/tasks/adding-a-checklist).

## A commercial job with a shot list and sign-offs

A brand books you for a spring catalog. The marketing manager who hired you is the project's primary contact. Add the producer under **People**, and when the final invoice goes to their accounts team, that person joins the list by themselves. People don't have roles, so if it matters who signs off, write it in the project's **Notes**. See [Adding people to a project](/docs/projects/people-on-a-project).

The shot list becomes a task with a checklist, one step per shot, up to 100. Its card shows progress like 18/40, so you can see from the board how far through the day you are.

For approvals, add a task status like "With client" between **In progress** and **Done**. Each retouched set moves there while the client reviews it, and on to **Done** when they sign off. Your statuses are shared across every board, so this one will be there for your weddings too. On the projects board, a stage like **In review** shows the whole job is with the client. See [Setting up statuses, labels and priorities](/docs/tasks/statuses-labels-and-priorities).

## A busy season

In October you might have six galleries in editing, two album orders out and a mini session weekend coming up. This is where views and reminders earn their keep.

Your account starts with a **Due this week** view, a board of everything unfinished due Monday to Sunday, across every project. Add an "Editing queue" view for tasks labeled Editing, sorted by due date, and you have a delivery schedule without a spreadsheet. Each view sits under **Views** in the sidebar. See [Saving task views](/docs/tasks/saving-task-views).

For six edits at once, an Editing stage field with Culled, Edited and Exported turns that view into a pipeline. Group the board by it and each edit moves across as you work. See [Adding fields to your tasks](/docs/tasks/adding-task-fields).

At 9:00am you get one email listing what's due, earliest first, so anything overdue is at the top. Read it with your coffee and you know your day. If something does slip, a count appears beside **Tasks** in the sidebar and in red above your board, and **Home** lists it under **Needs attention**. Choose the red count, then **Reschedule all** to move every late task to today, tomorrow or next week in one go, or give each one an honest new date. See [Setting up task reminders](/docs/tasks/task-reminders) and [Tracking tasks on a board or list](/docs/tasks/tracking-tasks-on-a-board).

A single mini session with one booking and one gallery doesn't need a project. Give its edit and delivery tasks a Mini sessions label instead, so a filter shows them together. See [Planning a mini session day](/docs/guides/planning-a-mini-session-day).

## The solo routines

Plenty of work has no client at all: renewing your insurance, backing up last month's cards, sending a lens for repair, chasing a print lab. Create these as tasks with no project and a due date, and the same morning email picks them up. A "Studio admin" view filtered to **No project** keeps them in one place.

Tasks don't repeat, so for something monthly like backups, create next month's task when you tick this one off.

## Setting it up in 15 minutes

1. Go to **Projects → Settings**.
2. On the **Stages** tab, rename your stages to match your jobs, such as Booked, Planning, Shot, Editing, Delivered and Album for weddings.
3. Check the **Project types** tab and add any you need, like Elopement.
4. Open the **Labels** tab and add a few, such as Admin and Gear.
5. On the **Reminders** tab, tick **Email** for **1 day before**, **In-app** for **On the due date**, and both for **1 day after**.
6. Go to **Projects → Tasks**, choose **New view** and save an "Editing queue" with **Labels** set to Editing.
7. Open your next wedding's proposal, choose **More actions**, then **Add to project**, and create its project.
8. Add three tasks to that project, each with a due date.

That's enough to feel the difference within a week. Add stages, labels and views as you find yourself wanting them.

## Where to go next

- [How projects work](/docs/projects/how-projects-work) and [How tasks work](/docs/tasks/how-tasks-work)
- [Setting up stages and project types](/docs/projects/stages-and-project-types)
- [Using the projects board and list](/docs/projects/the-projects-board)
- [Adding records to a project](/docs/projects/adding-records-to-a-project)
- [Tracking tasks on a board or list](/docs/tasks/tracking-tasks-on-a-board)
- [Sorting, filtering and searching tasks](/docs/tasks/sorting-filtering-and-searching-tasks)
- [Archiving, restoring or deleting a project](/docs/projects/archiving-and-deleting-a-project)

## Frequently asked questions

### Can my second shooter or assistant work from my task list?

No. Tasks don't have assignees and are only for you, the account owner. You can add your second shooter as a contact on a task, so you can see who it's about.

### Will my tasks show up in my calendar?

No. Tasks stay in CoreHue, and reminders reach you in your notifications and the morning email. Google Calendar covers your bookings, not tasks. See [Connecting Google Calendar](/docs/online-booking/google-calendar).

### Can I reuse the same tasks for every wedding?

There are no task or project templates. Keep your usual wedding list in a note and add the tasks when you create each project. With due dates, eight or so tasks take a few minutes.

### Do projects and tasks cost extra?

No. Both are included on Free, Plus and Pro, with no limit on how many projects you create.