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WHAT IS IT?
WHAT IS IT?
A test that adds pre-pro conversations with customers + stylists before production day.
This beta test offering will currently only be available to our Enterprise members.
Customers will have the ability to book a call with their stylist at any point before their booking.
They can use the time to discuss whatever they'd like about their shoot and can book as many calls as they need.
TESTING PERIOD
Tuesday, Oct. 8th - Dec. 31st 2024
In addition to making edits as feedback rolls in, we will re-evaluate on a monthly basis.
Success will be evaluated at the end of 2024.
YOUR RESPONSIBILITIES
YOUR RESPONSIBILITIES
📅 set up a Calendly account
connect your calendar
set your general working hours + holidays
Calendly will look at your calendar against your set working hours + will only offer your available times.
✅ keep your connected personal calendar up to date
ensure soona bookings are accepted + appearing on your connected calendar. add calendar blocks for prep time as needed.
add personal or other events on this calendar
👀 review Calendly notifications when a call is scheduled
text notifications when a customer has booked
email summaries of their intake form
🎨 facilitate meetings and provide creative insights
a soona member will be present on the call (most likely a PS team member)
use this loose agenda/script for organization, prompts, + anticipated questions/responses
🗣️ provide feedback to the PS team
a feedback form will be sent to you 1 day after each call
questions + concerns can be directed to #stylist-consultation-test slack channel
the gold boxes indicate stylist actions
THE FLOW
THE FLOW
SET UP
SET UP
Review customer intake form.
Glance at their socials/website. Review the booking if applicable.
No need for a deep dive, the customer will be instructed to start the meeting talking more in depth about their brand + vision.Gather relevant portfolio imagery to share or visuals of your ideas.
THE CALL
THE CALL
Pull up this script and suggested meeting structure
Join the call with the meeting link
WRAP UP
WRAP UP
Read Kim's emailed meeting notes to ensure understanding + clarity
Perform any follow up tasks discussed
Invoice for all time worked.
line item title:
"[date] Consultation Call for [Client]"
INVOICING
INVOICING
all time prepping for calls, time on the call, and time spent on follow up actions is billable time that should be added to your invoice at your styling rate. it is the stylist's responsibility to track their hours worked on each styling pro project + invoice accordingly.
please do not exceed 30 minutes of prep work for each call.
Invoice Line Item Title:
"[date] Consultation Call for [Client]"
Availability
🔎 Calendly will cross reference your set working hours + holidays against your connected calendar to surface available times.
Please add calendar blocks on your personal calendar for any prep or early arrivals requests on soona bookings.
❌ It will also prevent anyone from booking within 15 minutes before or after any existing calendar events or other consultation calls.
⏰ Times are shown in 15 minute increments. selected times will book 60 minute meetings.
✅ You can check your Calendly event link anytime to ensure your availability is showing accurately.
You've been booked!
You will get a...
1. a text message*
*must set up yourself! see slack for details
2. a google calendar invite
3. an Calendly email summary of the customer's call intake responses
Next you should...
1. mark that hour as unavailable in book.soona.co
2. accept the calendar invitation
3. read the email summary of intake responses
4. prepare any previous work examples or initial concepts to share
NOTE: depending on where the client is in pre-pro, you could also get a assignment email for the customer's booking with the role of "assistant."
Intake Questions
customer name
brand website/storefront + social links
type of product to highlight
content deadline. soft/medium/hard deadline
pre-production stage
topics to discuss
other comments to address
Preparing Initial Concepts
During call prep, use the intake form responses to prepare some initial materials that could be relevant to the conversation.
This could be in the form of moodboards, past portfolio examples, relevant competitors, inspo images etc.
Below are examples/templates of what an initial concept pitch could look like.
You may use whatever tools you deem easiest (google slides, Canva, etc.)
If you do not have enough information to build something like the example below,
we suggest gathering past portfolio work or general visuals using product/industry info to use as conversation starters.
Please do not exceed 30 minutes for this step.
Meeting Structure
We have provided a Consultation Call "Script" to suggest a meeting agenda + answer anticipated questions.
The agenda is merely a recommendation you can use as needed. Depending on the customer's goals and where they are in their pre-production efforts, you may or may not follow the outline.
Also written out are a few Q&As so you can answer some anticipated questions confidently.
Kim will also be supervising calls and can field anything that you may not have knowledge to answer.
Anticipated Customer Qs
What props are already at the studio?
If in studio … I can give you a quick tour right now of the items that could fit your aesthetic but are not featured online.
If remote … After our call, I can take some pictures of additional items that could fit your aesthetic but are not featured online.
(If you think this will take more than 30 min, scope time for additional styling hours.)
Can you help me source props or model wardrobe?
Yes (props/wardrobe)
I can pull together a shoppable list of suggested props or model wardrobe items that are in line with the vision we discussed today. The list will contain links for you to purchase the items directly and send them to soona. Shoppable prop moodboard starter.
This option takes away your need to search for the perfect item, but gives you full control over your prop + wardrobe budget. This option also gives you the flexibility to return items as necessary after the shoot, since you will be purchasing the items.
According to your shoot needs, I would require an additional [x] hour(s) to create the list after this call.
Yes (grocery)
soona offers a grocery shopping service that you can add to your shoot. With this service, a stylist will go to some local stores to source fresh produce. Read more about the service here: https://soona.co/pro-services/grocery-shopping
Yes (prop shop full service)
Only offer this if you want to - highly complex process
I can purchase all props on your behalf. I will compile a prop moodboard for you to approve, then find and purchase similar items online or in person for your shoot.
We would determine a pre-set amount to spend on all of your items. Please note I will be making all judgment calls on aesthetics and spend, and returns cannot be accommodated with this option.
According to your shoot needs, I would require an additional [x] hour(s) to do full service shopping.
Can you build my shot list for me?
I can pull together a moodboard of visual suggestions based on our conversation today. This will take the creative research and development off your plate for this shoot. I suggest refining the moodboard with your products + other details into a shot list after I deliver.
According to your shoot needs, I would require an additional [x] hour(s) to create this mood board after this call.
If you want a detailed shot list curated for you, soona’s Producer service could be a great option. They assist in shotlist creation + will be your white-glove dedicated soona person to ensure your entire shoot coordination goes off without a hitch. (Also use this option if they have a lot of SKUs)
I need help coordinating multiple services/bookings or managing the budget…
I am happy to discuss creative concepts for as many bookings / models as we can today - however, soona’s Producer service is the best route to help coordinate a series of shoots and maintain budget. https://soona.co/pro-services/producer
They will be your white-glove dedicated soona person to ensure your entire shoot coordination goes off without a hitch.
What equipment or scenes do you have / what lighting is possible?
How can we technically execute these shots?
What can editing do for my images?
I can help refine creative concepts and advise on composition of shots. For all technical elements, Kim will ensure your Account Manager/Producer gets those answers and will follow up with you later.
Instances that require additional styling hours OR additional services….
If you wish to proceed with this service, your Account Manager will invoice for or deduct the total cost from your retainer after this call.
Any Scheduling Questions
Pass off to PS Team member to answer. The answers will generally look like:
“We generally require all products and props to arrive in the studio before scheduling your shoot. Scheduling time frames vary greatly and depend on the complexity of your shoot (usually impacted by # of talent involved and your availability). You are welcome to inquire more about scheduling to your Acccount Manager or hey@soona.co.”
Moodboards / Prop Suggestion Lists
You can use any platform or method that works best for you to create a moodboard or prop/wardrobe suggestion list.
Once complete, please upload the shareable link to the customer's shotlist tab and/or their shoot details tab. Please also Slack Kim the shareable copy so we can send it to the customer on your behalf via email.
How to upload to shotlist:
You should all have crew level access, which gives you the ability to edit a shotlist on a customer's behalf.
Once in a booking, you can "upload your own shotlist." Here you can paste a link or drop a pdf file.
How to attach to booking details
You should all have crew level access, which gives you the ability to edit detail summary.
Once in a booking, you can click the edit button on the details summary and add a moodboard or edit booking details.
NOTE: notes to crew will not be visible to customers.
Upload to booking details.movRESCHEDULES + CANCELATIONS
RESCHEDULES + CANCELATIONS
If a client cancels or reschedules...
Any cancelation or reschedule within 24 hours of the event will result in the standard late cancelation compensation of $25. If the customer no shows, you will get your full rate.
Customers will be allowed only 1 reschedule. We may make exceptions for high value customers.
if you need to cancel or reschedule
Alert the PS Team via our #stylist-consultation-test channel and we will cancel or reschedule the meeting on your behalf + include a note to the customer with reasoning.
Please indicate to us a reason for your cancelation or reschedule.
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