Using Dashboard (From Census to Shopping)

• Log into the Dashboard with your wnbphotographer.com email address

• Select the hospital you are working at on your home page- if you do not see one of your hospitals on your home page, please let your RM know. Please be extra careful to select the correct hospital!

• Hit 'Report Census' for the hospital you are currently working at that day. Note- this page will always default to todays date- if you need to adjust a census from a prior day, please select the day you need. 

• Once you click on 'Report Census' you will see dropdowns for you to select how many c-sections, natural (vaginal) births and NICUs. Please refer to your census to fill in correctly. If this information is not listed on your census, report everything as vaginal and adjust as needed. You do not need to report your NICU rooms as anything but NICU (they do not count as vaginal and NICU)

•  Hit Submit. PLEASE NOTE: you need to highlight the census on names that you upload to the census to keep yourself and the next day photographer organized. You will compare your census to yesterday, transfer highlighted names over to your today's census and ONLY add the un-highlighted rooms (these would be all of your new moms- we only add new moms each day, no need to re-add previous days). Highlighting Census.mov 

• You will see a page where you hit 'enter details' to add each of your rooms to the Dashboard. Please fill this out with what you know, there is no need to have babys info unless we are doing a session for them. 

• If mom is in a different room than baby (NICU), you will report the room number as normal and then put the babys room number in the notes. 

• Fill out the information and hit 'save and close' to move to filling out the next room. 

• Repeat until the entire census is uploaded.

VIDEO- CLICK ME 

ELECTRONIC CONSENTS (Using Dashboard) 

• After you have your census uploaded to the Dashboard, you can move to booking your rooms. 

  • Please keep in mind if your hospital is using Booking 2.0 or Booking 3.0 Process. 

• You will carry the computer (if you want to bring in a personal table/iPad with you, you can- please note, WelcomeNewborn is not responsible for your property if it gets broken, stolen or lost. If you choose to bring your own device, understand the risks that come with it. WNB is not requiring you to bring your own device- you can use the computer. The tablet/iPad is a suggestion that some people have found to be easier to make rounds with) with you to either make your rounds or book your sessions.

• When you get ready to have parents fill out a consent form, you will go to your Daily Log (if on home page, click on report census again and it will pull up). 

• Find your room and click, 'Edit' first to fill out any empty info you may have (baby's name, DOB, birth facts (length, weight and time- add this to notes)).  Filling out the consent form accurately and correctly is a key process with WelcomeNewborn. Please watch this video to ensure you are following the correct process. 

Consent Form VIDEO 

• Once filled out, hit 'save and capture consent'

• Please be sure to add notes to the customer file as needed. Reasons for declinations, etc. Anything you need to stay on the customer file if they call customer service. Note- these notes CANNOT be deleted once you place them on the file, so please be cautious and professional with what you choose to write. 

• Have the parents fill out the consent form, and check their agreed boxes. An electronic signature is required. 

• A password box will pop up, this is to prevent parents from accessing other parents information. You have to put in your Dashboard password to get back to the home page. 

• Family Contacts- parents can add Family Contacts to their sessions so that means if they want the other parent or grandparent to receive information about the gallery or access links, they can add the Family Contact. 

• Verifying Email- the Dashboard is an email verification system- so the parents will get an email where they have to verify their email- this will show us it is their valid email and we do not have to worry about misspelled emails. VIDEO

• When filling out the consent form, direct the parents to go check their emails to verify the email before you continue. "I just sent you an email verification link, please go check your email so we can move on"

• BE SURE the email is verified BEFORE placing an order. Get into a habit of 'before we place your order, can you please go verify your email?' (Verbal verification is not enough- their photo op needs to say 'email verified'!) 

• Translating the Consent Form- there are two ways to translate the consent form to a different language. If needing Spanish, there is a button on the left by Photography Consent Form. If needing another language besides Spanish, click the 3 dots in the top right (You HAVE to be in Google Chrome for this), click 'Translate' and choose your needed language. 

• Once you click submit, the email confirmation email will trigger. Have parents and whoever was listed as Family Contact (if in room) verify their emails. 

• You have two options once submitted, Return to your rooms photo op, or you can go back to your census to continue capturing consent forms (again, follow your booking process)

PAPER CONSENTS

• If your internet is down or you have a family that really insists on a paper consent form, there will be paper consent forms available for you to use- you will just take a photo of the paper consent and upload it right to their photo op. 

VIDEO- CLICK ME 

*Note: In the Dashboard, please do not hit 'Never Sold' for any reason. This skews numbers and reporting. 

Declines - You must put every mom in your Dashboard and check the box for decline if they decline photos. You must also write a note about the decline. Example: Mom has scheduled an outside photographer to take photos. Please be detailed in your notes. 

Carryovers - Change the photography date to the next day. The website will then move this mom off this day and over to the next day. You must also write in the notes why this room is being carried over. Example: Baby was under lights, and we could not take them off for photography. {View what is an acceptable carryover} 

Leaving Notes- It is imperative that you leave detailed notes in your client file. This helps keep your Admin team and Customer Service knowledgeable about what your sessions and days look like. This also helps us know what happened if a family calls into customer service. Please keep in mind these notes CANNOT be deleted after you hit submit- even by your admin team. So please be professional and thorough with the notes you leave. 

Examples of acceptable notes- 

• Family had another photographer coming to the hospital, told them to let nurse know if I'm needed

• Parents were not interested in a session, tried overcoming objections. 

• Baby is in NICU with no estimated date of leave

Examples of unacceptable notes- 

• "Said no" (without explaining WHY they said no- remember that we should be asking exploratory questions)

• Any type of profanity or unprofessional language. Pretend mom can read every word you write.

Here’s a great example of Photo Op Notes:

Q: What am I supposed to enter in the client’s notes?

A: Anything and everything! We want to see at least 3 entries in every Photo Op; a beginning, a middle, and an ending. For example, when you first introduced yourself to Mom, she told you, "Last time, I hated my pictures." This is something you’ll want to make a note of. Another example is: when you came back to show the family their pictures, the mom mentioned she liked image #10 but couldn’t buy it right now. You’ll want to make a note of that in her account so that if mom calls and wants to order through Customer Service, they'll already know that mom really liked image #10.  Another benefit is if mom calls and complains about the pictures for whatever reason, Customer Service can easily say that the photographer made a note that she actually loved the images, especially image #10.  

Additional info: Your notes are a crucial part of your daily process. Not only can your photo op notes help you to remember details from a session, but they can also be accommodating for Customer Service or your manager.

Q: Are putting notes in the client’s profile really that important?

A: YES! This is the only way that Customer Service and your RM can get a feel for what happened in the room. Every single bit of information, no matter how big or small, is important. If anything comes up, it’s nice to see extensive notes of exactly what was asked, said, or told to you and the client. It’s the best way that Customer Service can have your back should they receive some sort of complaint.

Additional info: Help us help you; write everything in the notes, please! 

Q: I left a note in the client’s profile asking Customer Service to call the client, but the client said she hadn’t received a call yet. What gives?

A: We can’t go through every Photo Op. If you need Customer Service to follow up, you need to send a message to your RM.

VIDEO- CLICK ME

• For exporting from Darkroom, view THIS PAGE 

• After you export photos to a folder on your desktop, it is time to upload them to the parent's gallery. 

• Find your room, hit 'manage gallery'

• Scroll to the bottom of the page and hit 'Use Classic Uploader' 

• Be sure to add your images, the slides, and your birth announcement. 

• Find the folder that you put your images in, select all images, and hit open

• Low Res Images- If you try to upload a photo that is low resolution, the Dashboard will flag those and you will not be able to turn your shopping cart on if you have low-resolution images.

• Do not select 'Add all of your images in black & white'

VIDEO- CLICK ME

Creating Slideshow

• Be sure your Title and End slides are in your gallery before showing. 

• Be sure to upload the birth announcement to the slideshow. This goes before your ending slide. 

Audio Track- 

Regular Session: Dana McKeon- Little Miracle of Mine

Bereavement Sessions: Fragile

Non-English Speaking Room: Companyon

Shopping Cart- Make sure your shopping cart is turned on or parents cannot purchase 

Watermark- ALWAYS leave this on. The parents that purchase will not get watermarked images. 

Expiration Date- This will always default to 14 days. The only time you change this is if doing a NICU progression gallery.

Access Code- Do NOT change the access code for any reason. This is their unique gallery identifier and it cannot be changed. It does not matter if the access code is another photographers name, as long as you are listed as the photographer. 

Presenting Slideshow

• Click Preview Gallery 

• A second tab will pop up, click 'View Slideshow' in the top right

• Hit play 

• After slideshow, "Love" (click the heart) on any that the parents really liked,  hit 'Go To Gallery'

• From here you can choose packages to checkout.

Please note: If your hospital has bad internet connection and you cannot get the slideshow to play without buffering, show the slideshow in Darkroom with the audio 'Little Miracle of Mine' . Double click first image, change the music and hit auto. 

VIDEO- CLICK ME

Within your 'Manage Gallery' page, make sure 'Turn shopping cart on?' button is turned on. You have to ensure that the photos are high resolution images as the shopping cart will not activate if you have even one low resolution photo in your gallery (these photos will say Low Res on them so you can easily identify them. This is to prevent parents from receiving images that they cannot print due to low quality. 

Once you click on preview gallery, it will take you to the page in which you can show parents the slideshow and shop our packages. 

Once parent decides to purchase, click on the package or product they want and 'Build This Package'

• You have the option to add all photos as a black and white copy for an additional $10 

• For prints, select image and then size. Preview the photo at the bottom to crop/adjust as needed. Save & Continue to move to next sheet. 

• If choosing al la cart products, you can choose either color or BW. Click on the image and scroll down to see a preview. Adjust the cropping as needed by clicking on the image and dragging it. Choose a quantity and add to cart. 

Once everything has been added to cart, click on cart, check out. Parents will have the option to pay with debit, credit, Apple Pay, Amazon Pay and Google Pay. 

• With Google Pay and Apple Pay- parents have to be on THEIR own device (their phone) to check out. They cannot check out on our device and use this payment option because of face ID/fingerprinting. Get into a habit of before adding items to your cart, "will you be paying with a card or apple/google pay today?" If using electronic pay, you need to log into the dashboard on their phone so they can get the in-hospital pricing. Be sure to log out of your account once complete. 

• To do so, go back to the first tab (this should already be on their Photo Op Details), click 'Send Welcome Email'. (This normally goes out 6 hours after you create their Photo Op but you c
  an manually trigger if needed). Check their email, copy their access code and click on the link. It will automatically pull up the slideshow, but click, "Go to Gallery' and proceed. 

Once checkout is complete, the digital images should arrive within 24 hours. 

VIDEO- CLICK ME

Once you have shown the slideshow and parents have decided to purchase, you get to help the parent build their order. They will have already looked over the pricing guide at this point and (hopefully) decided what they wanted. 

Up in the top left corner is where you can choose Shop Packages or Shop Products depending on if they are wanting a package or al la cart items. Thankfully the Dashboard is very 'walk you step by step' when it comes to building your order. 

You can either choose to 'Build This Package' or 'Add to Cart as Draft' (See Draft Orders page for more info on Draft Orders). 

Building a Package: 

Click Build Package

Depending on the package, you will choose your products. 

With prints, you will choose photo, scroll down and choose your size. Below that you can see a live preview of the cropping and adjust as needed. 

The system walks you through adding each product to the cart. 

Once you click 'Finish Package' on the last screen, it will be added to your cart for you to proceed. 

Digital Products: 

You can add the black and white copies for every photo to the session for $10

You can add the slideshow with music to your orders

Shipping: 

The system will automatically charge shipping when needed, the parents will get to decide on their shipping speed. Please note, shipping is charged separately for different items. For example, if they purchased prints and a book, it will be 2 different shipping fees because they are coming from different places.

Please note: IF you are asking the next day photographer to run a sale for you, they are unable to process that sale for you with you getting the commission. For this, the next day photographer will need to call customer service or reach out to your RM for them to process the sale.