✦ Workflow 004 · Session Prep ✦

The Signature Session Prep.

Five phases. Three session types. One reschedule-proof workflow. The most sophisticated workflow in The Vault.

~35 Min Build Session Prep

✦

✦ The Overview ✦

What this workflow actually does.

This handles three different session types with one workflow using smart segmentation and conditional logic. Reschedule-proof, distance-aware, and personalized to each client.

Set it up once and it runs forever for every session you book.

✦ The Trigger ✦

What fires the workflow.

✦ Trigger Type · Multiple

Three Triggers, One Workflow

Three different triggers all funnel into the same workflow. Reschedule-proof from the start.

✦ The Steps ✦

The full sequence... step by step.

I.
Phase One: Smart Trigger
Three triggers, one workflow. Reschedule-proof so rescheduled sessions do not double-fire.
II.
Phase Two: Segmentation
An If/Else branch tags her by session type so all messaging is tailored.
III.
Phase Three: Reschedule-Proof Dating
Date math that updates automatically when she reschedules.
IV.
Phase Four: Contract Handoff
Auto-attaches the right contract and advances her pipeline stage.
V.
Phase Five: Distance-Aware Messaging
Messages adapt based on how far away her session is.

✦ How To Build This In GHL ✦

Click by click... exactly what to do.

Open GHL in another tab and follow these steps. Every button, every field, every click.

I.Create The Workflow — Click Automation → Workflows → + New Workflow → Start From Scratch. Name it Signature Session Prep and click Continue.
II.Add Your Three Triggers — Click Add New Trigger for appointment booked. Click + Add New Trigger to add a second for tag added. Add a third for rescheduled. This makes it reschedule-proof.
III.Add If/Else For Session Type — Click + and search If/Else. Set condition to check her session type tag. Build a branch for each type.
IV.Build Each Branch — Inside each branch add Wait actions and Send Email actions timed to her session date. Use date-based waits so the sequence reschedules automatically.
V.Test Then Publish — Test with a contact for each session type. Confirm each branch fires correctly. Then publish.

✦ Why This Works ✦

Three session types... one workflow.

This replaces what most photographers handle with three or four separate workflows and constant manual updates when clients reschedule. Build once. Serve forever.

✦ What's Next ✦

What happens after this.

When she signs her contract, Workflow 005 (Contract Signed Welcome) fires the luxury onboarding sequence.

✦ Common Mistakes ✦

Things that trip people up... and how to avoid them.

✕
Only one trigger instead of three
Using a single trigger means rescheduled sessions fire the workflow a second time and double-send all her emails. Add all three triggers from the start.
✕
Fixed-day waits instead of date-based waits
If you set Wait 7 days instead of Wait until 7 days before her session date rescheduling breaks everything. Use date-based timers tied to her appointment date.
✕
Same prep email for all session types
If she books a couples session and receives a solo prep guide that is confusing and unprofessional. Your If/Else branch must send the right prep content for each session type.
✕
Session date hard-coded in email copy
Always use the custom field variable for her session date in your emails. If you type a static date and she reschedules the email still shows the wrong date.

✦ Test Your Workflow ✦

Before you go live... check every box.

Test with your own contact first. Do not consider this workflow done until every box below is checked.

☐All three triggers are added and saved correctly
☐I tested with a contact for each of my session types
☐The If/Else branch tagged her correctly by session type
☐Wait timers are date-based not fixed-day
☐Session date variables are used in email copy not static dates
☐The workflow toggle is set to Published

✦ Troubleshooting ✦

Something not firing? Start here.

Rescheduled client got double emails

You are missing one of the three triggers or the reschedule trigger is not configured correctly. Add a Remove From Workflow action at the very top so the workflow resets cleanly when she reschedules.

Wrong session type branch fired

Check the If/Else condition and make sure it is reading the correct tag or custom field for session type. Test by tagging a contact with each session type and confirming the right branch fires.

Date-based wait is not working

Make sure the custom field storing her session date is in the correct date format GHL recognizes. Go to the contact record and confirm the session date field shows a proper date value before testing.

The Signature Session Prep.

What this workflow actually does.

What fires the workflow.

Three Triggers, One Workflow

The full sequence... step by step.

Phase One: Smart Trigger

Phase Two: Segmentation

Phase Three: Reschedule-Proof Dating

Phase Four: Contract Handoff

Phase Five: Distance-Aware Messaging

Click by click... exactly what to do.

Three session types... one workflow.

What happens after this.

Things that trip people up... and how to avoid them.

Only one trigger instead of three

Fixed-day waits instead of date-based waits

Same prep email for all session types

Session date hard-coded in email copy

Before you go live... check every box.

Something not firing? Start here.

Rescheduled client got double emails

Wrong session type branch fired

Date-based wait is not working

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