Deciding Whether to Add Sneak Peeks to Your Deliverable Records

Identifying the mismatch in your records

In this hypothetical scenario, the studio owner reviews the accepted quotation for the October 10 wedding. The document lists a 20-image sneak peek alongside the primary wedding gallery. When the owner opens the post-production schedule on the morning of October 11, the deliverable is listed, but the field for the assigned editor is blank. The record shows a mismatch between the agreed scope and the studio's internal resource allocation. To resolve this mismatch, the owner must update the post-production record by assigning a named crew member to the sneak peek task, setting its status to "In Progress," and confirming the due date aligns with the October 11 deadline.

Categorizing the project phase

If a studio owner uses a system with customizable statuses, assigning the project to a specific job status on October 11 is one way to signal to the team that post-production has begun. Moving the record from a pre-event status to an active editing status clarifies that the early deliverable is ready for the assigned editor to begin working, even if the primary gallery is not due for several weeks.

Evaluating your existing tracking tool

When deciding whether to overhaul how you assign quick-turnaround deliverables, evaluate your current procedure. If your existing tool is adequate—meaning it reliably displays the sneak peek line item, the assigned editor, and the October 11 due date without requiring secondary text messages—you have the option to continue using it to manage the post-wedding handoff. If you are instead relying on a physical whiteboard that does not sync with the accepted quotation, moving to a connected project record is a logical next step.

Establishing a workflow task list

Studio Ninja describes a workflow as a task list applied to a job. Studio Ninja documents several conditions that tick Job accepted, including quote acceptance, a contract signature, invoice payment, a newly created job and manual ticking.^[1]

Applying a workflow task list to the October 10 job gives the owner a designated place to mark the sneak peek as complete. The owner evaluates the task list on October 11 and manually ticks the next-day preview item, separating this immediate deliverable from the final gallery task.

Testing a sample workflow in RevePod

To test a connected deliverable process, set up a sample project in RevePod. RevePod has a native quotation builder for events, crew role quantities and deliverables. Create a hypothetical quotation for $0 (USD) that includes one sneak peek deliverable and a primary gallery. When creating a project from an inquiry with an accepted quotation, RevePod can prefill the schedule, deliverables, payment total and quote details. Save the prefilled project to log the October 10 event date.

RevePod Post Production collects deliverables across projects with an assignee, status and delivery link. Project deliverable due dates in RevePod Post Production are derived from the configured delivery-day value for that deliverable type and the latest scheduled project event date. For a sneak peek with a one-day delivery configuration attached to an October 10 event, RevePod derives an October 11 due date. RevePod Post Production has four built-in statuses: Not Started, In Progress, For Review and Done. You assign the sneak peek to an editor and move its status to Done, leaving the primary gallery in the Not Started queue.

• Compare the accepted quotation deliverable list against the active post-production queue to spot missing line items.
• Verify that the specific event date is correctly logged so derived due dates calculate accurately.
• Check the assignee field for the sneak peek deliverable to confirm a specific crew member is assigned.
• Review the configured delivery-day value for quick-turnaround items.
• Inspect the post-production status field to confirm it reads "Not Started" rather than being left blank.