Receptionist Overview

The receptionist is responsible for various daily tasks including scheduling appointments, answering phone calls, attending to clients upon entering the facility, making studio sales, answering customer questions when needed, and more. It is also the receptionist’s duty to review the daily checklist and stay up-to-date with the studio’s Communication Book.

Phone Calls

Everyone should be making their best effort to answer every phone call if possible.

ANSWERING Phone Calls

• “Hi, thank you for calling Expressions. This is (NAME) speaking. How may I help you today?”

ENDING Phone Calls

• “Is there anything else I can help you with today?”

• “Any last questions for me today?”

Checking Messages

Messages should be checked EVERY morning, 1:00 pm, and 7:00 pm.

• If the light on the phones are blinking BLUE it means that there are messages on our phone lines. On the base phone (with the cord) click on blue blinking light. Then click on the next button. Listen to the message and jot down notes on the MESSAGE SHEET. Make sure to be descriptive.

• After listening to the message, press delete -> Yes. Make sure to delete messages so we know that we have fulfilled listening to that message. If we do not delete messages then another staff member could call the customer again.

• ALL checked messages must be DELETED.

Making Appointments - Family, Children, Business, Etc.

Schedule Appointment

• Find a day the client wants to schedule their appointment

• Double-click on the time frame the client wants. Make sure to schedule appointments by the hour.

• Remember to keep each appointment 1 hour apart.

  • It is 30 minutes for the session and 30 minutes for looking over the photos and going over the invoice.

• Fill up appointments by the day

• Check if the client has an existing record with us. IF NOT “Create a New Client”

• **It is important to note the types of appointments we take into our studio. Most of our clientele are senior portraits, business headshots, families, newborns, and children. Make sure to collect as much information as possible about the appointment so the photographer can best prepare themselves for the photo shoot.

• Collect client information such as: first name, last name, email, and phone number

• IMPORTANT: Collect a $25 deposit for the client to schedule their appointment.

  • Tell the client “The deposit is non-refundable, but it does go toward the package purchase. The deposit is to hold the time and place of the appointment. If you need to reschedule, make sure you