📸 Kitt Creative Photo Booth — CRM guide
How to manage clients, log payments, and update booking stages
In this guide
1. Adding a new client and booking 2. Logging a payment 3. Updating a booking stage 4. Using the client hub Quick reference
1
Adding a new client and booking

When someone inquires about booking, add them in this order — Contacts first, then Leads, then Events, then Bookings. The order matters because each table links to the one before it.

Step 1 — Add the client to Contacts
  1. Open Airtable and click the Contacts table
  2. Click the + at the bottom of the table to add a new row
  3. Fill in their name, email, and phone number
  4. Add their company or venue name if it's a corporate or planner inquiry
Step 2 — Add the inquiry to Leads
  1. Click the Leads table
  2. Add a new row — name it something recognizable like Sarah - June Wedding
  3. Fill in Event type, Inquiry date, Lead source, and estimated Event date
  4. Set Status to New
  5. Click the Contact linked field and search for the contact you just created
Tip: If they're already confirmed and you're skipping the inquiry stage, you can leave Leads blank and go straight to step 3.
Step 3 — Add the event details
  1. Click the Events table and add a new row
  2. Name it after the event, e.g. Mitchell Wedding
  3. Fill in Date & time, Venue name, Venue address, Setup time, Hours, and Guest count
Step 4 — Create the booking
  1. Click the Bookings table and add a new row
  2. Set the Stage to where you are in the process (usually New inquiry or Quote sent)
  3. Fill in Base price, Discount (if any), and Tax rate (5.3%)
  4. Total price will calculate automatically
  5. Select any Add-ons (Prints, Guestbook)
  6. Click the Contact field and link to their contact record
  7. Click the Event field and link to the event you just created
FieldWhat to enter
Base priceYour full price before discount and tax
DiscountDollar amount off (leave blank if none)
Tax rate5.3% — enter as 5.3
Total priceCalculates automatically — do not edit
Deposit amountWhat you're asking for as a deposit (usually 50%)
Add-onsSelect Prints and/or Guestbook if applicable
Internal notesAnything the team needs to know
2
Logging a payment

Every payment — deposit or balance — gets its own record in the Payments table. Once linked to a booking, the balance due updates automatically.

  1. Click the Payments table and add a new row
  2. Set Payment type to Deposit, Balance, or Extra
  3. Enter the Amount received
  4. Set the Date received
  5. Set the Method (Zelle, Venmo, Cash, Check, Credit card)
  6. Set Status to Received
  7. Paste the Square or Stripe Invoice/payment link into the Payment link field
  8. Check Receipt sent once you've confirmed receipt with the client
  9. Click the Bookings linked field and search for the client's booking to link them
After linking: Go to the Bookings table and open that client's record. Total paid and Balance due will have updated automatically. Then hit Refresh on the client hub to see the updated figures there too.
If Balance due shows the wrong amount, check that the payment record is properly linked to the correct booking — an unlinked payment won't be counted.
3
Updating a booking stage

The Stage field in Bookings tracks where every client is in your process. Keep it updated so your pipeline view and client hub always reflect reality.

  1. Open the Bookings table
  2. Find the client's row — use the Pipeline Kanban view to see all stages at a glance
  3. Click their Stage field and select the new stage
The 9 stages in order
StageWhen to use it
New inquiryFirst contact, no quote sent yet
Quote sentYou've sent them pricing
Deposit paidDeposit received and confirmed
Contract signedContract returned and on file
ConfirmedFully booked — deposit, contract, event details all set
Event completeEvent has happened
Balance collectedFinal payment received
Follow-up sentPost-event thank you and review request sent
ClosedEverything wrapped up — moves to Past in the hub
Pipeline view tip: In the Bookings table, switch to the Pipeline Kanban view to drag cards between stages visually instead of editing the field directly.
4
Using the client hub

The client hub at photobooth-hub.pages.dev (access code: K1ttr3dge!) shows a live summary of all your bookings pulled from Airtable. It's read-only — changes are made in Airtable, then Refresh updates the hub.

  1. Visit photobooth-hub.pages.dev and enter the access code: K1ttr3dge!
  2. The hub opens on Upcoming by default — showing all bookings with future event dates that aren't closed
  3. Click any client card to expand the full booking details
  4. Use the All filter to see every booking, or Past to see completed events
  5. Click Refresh to pull the latest data from Airtable
What each stat card shows
StatWhat it means
Upcoming bookingsNumber of confirmed future events in the current filter
Total contractedSum of all Total price values in the current filter
CollectedSum of all payments received (green)
OutstandingTotal balance still owed across all visible bookings (amber)
Note: The hub is view-only. To make changes — update a stage, log a payment, edit event details — always go to Airtable directly, then hit Refresh on the hub.
★
Quick reference
Common tasks
New client inquiry→Contacts → Leads → Events → Bookings
Log a deposit→Payments table → link to Booking
Log a balance payment→Payments table → type: Balance → link to Booking
Update booking stage→Bookings table → Stage field (or Pipeline Kanban view)
Check balance due→Bookings table → Balance due column (auto-calculated)
See upcoming events→Client hub → Upcoming filter, or Booking calendar view in Airtable
See new inquiries→Leads table → New inquiries view
Mark event complete→Bookings → Stage → Event complete
Send follow-up→Follow-ups table → To do view
Close a booking→Bookings → Stage → Closed (moves to Past in hub)