A photography CRM that knows a wedding has two clients.
Caloreel keeps a couple as one household with two people in it. Contracts collect both signatures, invoices go to whoever pays, and every email opens with “Hi Amelia & Jordan”.
Amelia & Jordan
Wedding · Sat 14 June 2027 · Orchardleigh
Amelia Wright
Partner · she/her
amelia.wright@…
SignsPaysGallery
Jordan Okafor
Partner · he/him
jordan.okafor@…
SignsPaysGallery
- Contract
- 2 of 2 signed
- Retainer
- £600 paid
- Next instalment
- £900 · 14 Apr
- Gallery
- 612 photos
Enquiry to delivered · drag a card to move it · stages are yours to rename
Example studio and client data.
Every person.
Their own permissions.
Each contact in a household has their own email, pronouns and role, and four switches: who gets emails, who signs, who pays and who sees the gallery. Planners and venues link to the job without joining the household.
- Household names composed for you, and editable
- Pronouns on every contact
- Merge duplicates, or move a person between households
Amelia & Jordan · people
Salutation: “Hi Amelia & Jordan”| Contact | Emails | Signs | Pays | Gallery |
|---|---|---|---|---|
AW Amelia Wright Partner · she/her | ||||
JO Jordan Okafor Partner · he/him | ||||
LW Linda Wright Parent · pays the final balance |
Planner Kate Morris (Orchard Events) cc’d on timeline emails only
The real conversation,
on the client card.
Connect Gmail and every thread with anyone in the household lands on their record, next to the contract, the payments and the gallery. Replies go out from your own address.
Jordan Okafor08:41
Could we add an hour for the evening speeches?
You09:12
Of course — I've updated your quote with the extra hour.
Amelia Wright09:20
Perfect, signing now!
Synced from your Gmail · replies land in Sent
Timeline
Gallery opened by Linda WrightToday 09:14
Saved 12 to “Prints for Gran”
Retainer paid · £6003 Mar
Amelia Wright · Apple Pay
Contract signed by both3 Mar
Jordan signed last, 07:52
Re: Could we add an hour?2 Mar
3 messages · Gmail
Quote accepted · Full day2 Mar
Contract and invoice created
Enquiry from your website26 Feb
Matched to a new household
Matched by address
A thread joins the household when any participant is one of its contacts.
New enquiries
Unknown senders wait in Enquiries with a one-click “Create client”.
Private stays private
Exclude labels such as Personal, or whole domains.
Gmail and Google Workspace only. Gmail sync is rolling out in early access.
Needs attention
- Reply
Dev & Aisha
Enquiry unanswered for 52 hours
- Unsigned
Morgan & Riley
Contract sent 5 days ago · 1 of 2 signed
- Overdue
Sam & Alex Taylor
INV-1031 · £450 · 3 days overdue
Wedding workflow
OnMoved to Booked
Send the welcome guide
8 weeks before
Send the wedding questionnaire
7 days before
Email the final timeline to both
Gallery delivered
Ask for a Google review after 14 days
Nothing waits
in a corner.
The board shows what each couple needs next. A Needs attention view gathers every unpaid invoice, unsigned contract and enquiry left unanswered for 48 hours, and workflows send the routine emails on time.
- Stage-based steps: moved to Booked, send the welcome guide
- Time-based steps: 8 weeks before, send the questionnaire
- List, calendar and board views of the same jobs
One link for
the whole household.
Every household gets a private portal in your brand: documents to sign, instalments to pay, the questionnaire, bookings and galleries. No accounts or passwords for your clients, and you can revoke the link at any time.
Fern Studio
Hi Amelia & Jordan
Everything for your wedding, in one place.
- Signed
Wedding photography agreement
Signed by you both
- Pay
INV-1042 · next instalment £900
Due 14 April 2027
- To do
Wedding day questionnaire
Due 8 weeks before
- Booked
Engagement shoot
Sat 18 Oct, 16:30 · Bath
- Open
Engagement gallery
64 photos
Photograph by Randy Kinne, via Unsplash.
Import clients
clients-export.csv · from your old CRM
| Your column | Imports as | First row |
|---|---|---|
| Client name | Partner 1 name | Amelia Wright |
| Partner name | Partner 2 name | Jordan Okafor |
| Partner 1 email | amelia.wright@… | |
| Event date | Job date | 14/06/2027 |
Partners on the same row become one household
Bring your
clients with you.
Export a CSV from Pixieset, HoneyBook, Dubsado or Studio Ninja and import it here. Partners on the same row become one household, and you can merge or split households afterwards. Moving a bigger studio? Email us and we'll help you plan it.
Everything in the box.
CRM features, on both plans
- Households of one or more contacts
- Pronouns, roles and per-person flags
- Multi-signer contracts
- Invoices to every billing contact
- Pipeline board, list and calendar
- Needs attention: unpaid, unsigned, unanswered
- Stage and time-based workflows
- Questionnaires saved onto the job
- Client portal, one link per household
- Gmail sync onto the client card
- Vendor contacts cc’d on a job
- CSV import with household matching
- Team roles: staff see assigned jobs
- Read-only accountant role
CRM questions.
What is a household in Caloreel?
A household is one client made of one or more people: a couple, two parents, or a business with two contacts. Every job, invoice, contract, email and gallery belongs to the household and reaches everyone in it, while each person keeps their own email, pronouns and permissions.
Does Gmail sync work with Google Workspace?
Yes. Connect a Gmail or Google Workspace mailbox and every thread with anyone in a household appears on their record. Replies you send from Caloreel go out from your own address and land in your Sent folder. You can exclude labels such as Personal. Gmail sync is rolling out in early access, and Outlook isn't supported yet.
Can I bring my clients across from another CRM?
Yes. Import a CSV export from Pixieset, HoneyBook, Dubsado or Studio Ninja. Caloreel matches partners into households as it imports, and you can merge or split households afterwards.
Can my team use the CRM?
Yes. Studio includes 2 seats and Unlimited 5. Staff only see the jobs they're assigned to, which suits second shooters and editors, and there's a read-only role for your accountant.
Do my clients need to create an account?
No. Each household gets one private link to their client portal. They see documents, invoices, bookings and galleries without a password to remember, and you can revoke the link at any time.
Can I change the pipeline stages?
Yes. The board starts with Enquiry, Proposal sent, Booked, Pre-shoot, Shot, Editing, Delivered and Complete, and you can rename, add or remove stages for each type of job.
Bring your couples home.
Import your client list, connect Google, and send your next contract to both partners. Fourteen days free, no card.