Add and Manage People

People keeps contact information and connected work organized for clients and every member of your creative team.

Add a person

1. Open People.

   The People workspace with synthetic demo contacts displayed as cards.View full size

2. Select Add Person.

   The Add Person button at the top of the People workspace.View full size

3. Enter the person’s first name, last name, and email address. Add a phone number or photo when available.

   The Add New Person form with photo, contact-information, and role fields.View full size

4. Choose the role or roles that describe the relationship.

5. Select Save Person.

The required fields are marked with an asterisk. A phone number and photo are optional, but an email address is needed for client invitations and contract delivery.

Each email address can belong to only one person in your account. If the email belongs to an archived person, Vignette offers to restore that person instead of creating a duplicate.

Organize the People workspace

Use Active and Archived to switch between people in current workflows and people you previously removed. Open the role filter to narrow either view to clients, second shooters, assistants, associate photographers, videographers, or content creators. The count beside each role reflects the current list.

The People workspace filters for active or archived contacts and their assigned roles.View full size

Use the Cards and List control to change how people are displayed. Vignette remembers this choice the next time you open People.

The Cards and List view control with List selected.View full size

Card view

Choose Cards for a visual summary of each person, including their roles, contact information, connected-work totals, and latest session.

The People workspace in Cards view with synthetic demo names and email addresses.View full size

List view

Choose List for a compact table of names, email addresses, phone numbers, and roles. Select a row to open that person’s details.

The People workspace in List view with synthetic demo names and email addresses.View full size

The Add Person, Export CSV, and Import People actions appear in the Active view. Export includes the active people currently shown by the role filter.

Choose useful roles

Roles can be set when creating a person or changed later when editing a person. Choose any combination of Client, Second shooter, Assistant, Associate photographer, Videographer, and Content creator. A person needs at least one role and may have several when their relationship with your studio changes from job to job.

The Client and Second Shooter role choices.View full size

The same role controls appear in the complete Add New Person and Edit Person forms.

The Edit Person form with synthetic demo contact information and role controls.View full size

Use Client for someone receiving services. Use the paid crew roles for people who may join a booking, receive a team invitation, appear on a recipient calendar, or receive a role-specific team agreement.

When any paid crew role is selected, you can set the person’s Default Hourly Rate on both the Add New Person and Edit Person screens. This rate automatically fills new booking assignments, but you can override it for an individual booking without changing the reusable default.

The Second Shooter role selected with a synthetic default hourly rate and an explanation of how the rate is used.View full size

The default rate fills a new team assignment. Changing the default later does not rewrite an assignment or payment already saved on a booking.

Learn how to pay an accepted independent contractor.

Review and edit a person

Review a person

Click a person’s card or row to view their details. The Person Details panel shows their contact information and connected bookings, galleries, contracts, and other work.

The Person Details panel with an unchanged contact photo, synthetic contact information, recent bookings, and galleries.View full size

For a client, the panel can also show a small finance summary:

• Paid all time is the client's settled payment history in Vignette.
• Outstanding combines money still due on active bookings and the client's booked mini-session slots.
• Next payment shows the earliest due date or a plain event label such as At booking confirmation.

Canceled bookings and canceled mini-session slots are not counted as money still due. These numbers come from the same payment records used by Finance, not from package prices.

Edit a person

To edit directly from a person card, select the three-dot menu, then select Edit.

A synthetic demo person card with its menu open and the Edit action highlighted.View full size

You can also select a person card to open their details, then select Edit person. From the Edit Person panel, you can:

• Update their name and contact information
• Change their roles
• Add or replace their photo
• Save the changes with Save Changes

The Edit Person panel with a photo, synthetic demo contact information, roles, and Save Changes button.View full size

Changes to contact details do not automatically alter information already saved inside a sent or signed contract.

Adding another role to an existing person preserves their current connected work. For example, a client can also become a content creator or second shooter without creating a duplicate People record.

Find and export people

Use the page search and role filters to narrow the list. Global search can also open a person directly.

Select Export CSV when you need a spreadsheet-friendly copy of your contact list. Use Import People to bring contacts into Vignette from a supported file.

The top of the People workspace with Add Person, Export CSV, and Import People actions.View full size

Archive a person

1. Select a person card to open Person Details.

   The Person Details panel with synthetic demo contact information and Edit person and Archive person buttons.View full size

2. Select Archive person.

3. Review the confirmation message, then select Archive.

   The confirmation dialog for archiving a synthetic demo contact.View full size

Archiving hides the person from the active People list while keeping connected business records safe. Their bookings, contracts, and galleries are not automatically deleted.

Good to know: If you only want to correct information, edit the person instead of archiving and recreating them. That preserves a clean history of connected work.

Restore an archived person

1. Open People.
2. Select Archived above the people list.
3. Find the person you removed.
4. Select Restore.

An archived synthetic demo contact card with a Restore button.View full size

The person returns to the Active People list and becomes available in connected workflows again. Restoring does not recreate or duplicate connected bookings, contracts, or galleries.

Archived people keep their email addresses. If you enter an archived person’s email while adding someone, choose Restore person in the prompt to recover the existing record and its history.