Inside every project you have two simple tools to stay organised:

Tasks — your checklist for the job: “Send the contract”, “Scout the venue”, “Deliver the gallery”. Tick them off as you go.
Sessions — the separate moments you'll photograph within one job, each with its own day, time and place. A wedding can have a welcome dinner, the wedding day and a brunch the day after.

Both live in the project sheet. Open a project from Projects to find them. New to projects? Start with Projects.

Add a task

In the project sheet, find the Tasks card in the right column.
Click + New.
Write a Title. If you like, set a Priority (Low, Medium or High), a Due date and a Description.
Press Create. The task joins the list.

The count next to the title tells you how many tasks are still open. A task past its due date shows its date in color, so it's easy to spot.

Tick off a task

Click the small box in front of a task to mark it done. It's crossed out and the open count goes down. Click again to reopen it.
Click the task's name to change it.
Point at a task to Duplicate or Delete it.
Drag a task by its handle to change the order.

Start from a task template

Most jobs of the same kind need the same steps. A template adds them all at once:

In the Tasks card, click Choose template.
Pick a template from Available templates. The Content preview shows its tasks.
Press Apply. The tasks are added to the project, in order.

Ready-made templates are marked System. To make your own, click Create new template in the same window, or open Settings → Tasks (under Templates). Press New template, give it a name, then add its tasks one by one.

Let a task do something for you

A task can act when you tick it. Open the task (click its name) and look at the bottom of the window:

On task completion → Change stage: pick a stage, and the project moves there when you tick the task. For example, “Shoot done” moves the project to Post-production.
Type → Automation: add a Send email action, write the subject and the message, and choose who gets it (usually the Client email). Turn on Ask for email confirmation before sending if you want to check it first: you'll get an email to approve before it goes out.

Tasks that do something show a small badge in the list, like Change stage or Email.

Add a session

Sessions sit in the project's Journey, on their own row.

In the Sessions row, click New session.
Write a Name, like “Welcome dinner”.
Click Location to add the address.
Pick the day under Dates, then a Start time and a Duration (minutes). The end time is worked out for you. For a full day, turn on All day instead.
Add a Description if it helps, then press Create.

The session appears in the Journey with its day, time, length and place. Click it to change it. To add another one, use + New session under the list.

Tip: if you shoot the same kinds of sessions often, save them as templates in Settings → Sessions (under Templates). When you create a session, pick one from Template (optional): the name, the description and the duration fill in by themselves.

Charge for an extra session

When a session is an add-on the client pays for, write the amount in Extra price. The session row then offers two buttons:

Create quote — a draft quote with the session as its line, for the client to accept first.
Create invoice — a draft invoice with the session as its line, to bill it straight away.

The draft opens so you can check it before sending. Back on the session row, the button becomes Open quote or Open invoice, with its state. If you'd rather keep everything in one quote, leave these buttons alone and add the session as a line of your main quote. See Quotes and Payments.

See them on your calendar

Tasks with a due date and sessions with a day show up in Projects → Calendar, next to your projects. Drag one to another day to move it.

To see them in the calendar you already use:

In Projects → Calendar, click Add to your calendar.
Press Turn on calendars. You get four links: Projects, Tasks, Sessions and Appointments.
For each one you want, click Add to Google Calendar or Open in Apple Calendar or Outlook.

Each one arrives as a separate calendar, so you can color it or hide it. Google Calendar can take a few hours to show a change; Apple Calendar and Outlook are faster. Anyone with the links can see your schedule, so keep them to yourself. Turn on Hide client names if you share your calendar with others.

Good habits

Build one template per kind of job. A wedding template, a portrait template: every new project starts with the right checklist.
Give tasks a due date. They show up on your calendar and turn colored when they're late.
One session per moment. Different day, time or place? Make it its own session, so your calendar shows it right.
Let tasks move the stage. A “Gallery delivered” task that moves the project to Completed keeps your board up to date without thinking about it.