The Proven Process

The Proven Process is our field-tested flow that helps you manage your day, your sessions, and your conversations with families.
It’s designed to simplify your job, keep the experience smooth for families, and ensure every baby gets photographed. This helps to not only take the guesswork out of it for you, but so parents are getting the same experience nationwide. 

Before You Arrive at the Hospital

• Dress Code

• Attendance

  • Arrive early enough to be ready and clocked in via Rippling at shift start.

  • Time off requests must follow WNB’s policy and be submitted to your manager with adequate notice. 

At the Hospital

Professional Behavior:

• • Greet hospital staff politely.

  • Check-in if required (badge in if needed).

  • Be respectful in all shared spaces.

Census & Dashboard

• Grab the paper census from the designated location.

• Confirm with staff if there are special situations (Demise, Adoption, Surrogacy, COVID, etc.).

• Log into Dashboard.

• Enter all rooms from the paper census.

• Do NOT enter baby details until you enter the room for the session.

Prioritizing Rounds:

• Visit rooms in the following order:

  • Discharges.

  • Oldest vaginal deliveries.

  • Oldest C-sections.

  • Yesterday’s vaginal deliveries.

  • Yesterday’s C-sections.

  • Today’s vaginal deliveries.

Session Rounds:

• Make rounds, book rooms (using our booking speech), and complete sessions in order of priority.

• Leave live, timestamped notes in Dashboard for every room you attempt or visit.

• Follow the caryover policy 

In the Room - Session Flow 

1. Greet warmly.

   • Knock first.

   • Smile, introduce yourself.

   • Sanitize hands and visibly wipe down cart, camera, computer, props.
     
     
     

2. Set the scene.

   • Fill out consent form.

   • Verify email with family.

   • Open blinds for natural light.

   • Turn off overhead lights.

   • Move bassinet/cart for best lighting.

3. Session Standards.

   • Fresh48 shots (bassinet, close-ups, feet, hands, profile, parents blurred if possible).

   • Lifestyle shots (direct parents confidently—don’t ask if they want photos).

   • Posed shots (use cart, couch, or bed—pose professionally).

   • Capture 20–25 high-quality images.

   • Check camera and flash settings.

   • Ensure image focus, exposure, composition.

   • Keep session area tidy.
     
     
     

4. After shooting.

   • Show pricing and product guides to family.

   • Discard used linens inside room’s dirty laundry.

   • Discard gloves.

   • Clean up.

   • Return lights and blinds to normal.
     
     
     

Post-Session - Editing

• Upload photos to Darkroom

• Cull down to 20-25 images

• Edit in 4x6 aspect

• Light editing if needed

• Create birth announcement 

• Select all images, create digital media, download to folder under Customer Galleries folder on Desktop 

Post-Session - Dashboard & Selling

• Upload photos with Title and End slides.

• Show photos and process sale using WNB’s sales process.

  1. Present gallery enthusiastically.

  2. Confirm birth announcement details.

  3. Provide access code card.

  4. Remind parents: Photos are online for 14 days.

  5. Explain they will receive a link with a survey.

• Leave session notes and any follow-ups or checkbacks in Dashboard.

• Ensure all Dashboard notes are updated real time.

• Send Welcome Email if needed.

End of Day Responsibilities 

• Recheck the census- complete Welcomes if needed 

• Check with any families still deciding—confirm yes or no.

• If unable to clear census, leave notes and move to next day.

• Confirm all rooms are:

• Spoken to.

• Booked or properly declined.

• Rolled over to next day if needed (with updated photographer if applicable).

• Have proper notes  and correct notations on every room.

• Tidy up cart/office, dispose of used linens.

• Put all equipment on chargers.

• Complete Employee Stats form.

• Clock out via Rippling