A practical photo proofing workflow for a small studio

Proofing becomes expensive when the photographer and client are talking about different photographs, different revisions, or different meanings of “favorite.” A useful workflow removes those ambiguities before the gallery is sent.

Define what a favorite means

A heart icon can mean “I like this,” “retouch this,” “deliver this,” or “put this in the album.” Choose one meaning for this round and state it plainly. For example: “Mark up to twenty favorites for final retouching.” Put that sentence in the delivery note rather than asking the client to infer the rule from the interface.

If two people will review the work, decide whether one shared list is acceptable or whether each person needs a separate recipient link. A recipient link can still be forwarded, so its name is a working label—not proof of who clicked it. The answer changes how the final list is interpreted.

Keep comments attached to the photograph

Image-level comments are best for precise notes: crop requests, retouching details, naming corrections, or questions about a particular frame. A marked area can make “remove this” or “soften this highlight” more exact. General project questions still belong in the project conversation.

Encourage one actionable note at a time. “Can you soften the bright area behind us?” is easier to resolve than a paragraph containing several decisions. Context travels with the image, but clarity still matters.

Use a deliberate first selection

Do not make the client proof every exposure if the studio can make a useful first edit. Similar frames create decision fatigue and invite feedback about work that was never meant to be finished. A considered first selection protects both the client’s attention and the photographer’s editing time.

Organize longer stories into sets when that helps the reviewer move through them. The goal is not categorization for its own sake; it is a review that someone can finish in one or two sittings.

Put the deadline in the message

The gallery should explain the mechanics, while the delivery message explains timing and consequences. State the selection count, due date, and what happens after submission. If work can continue without the client’s response, say so. If it cannot, make that dependency clear.

Avoid fake urgency. A real production deadline is enough.

Close the loop

Before treating the proof as final, record the chosen set and review any unresolved comments. Confirm that changes have been delivered against the same filenames or photograph identifiers the client saw. If the selection changes later, preserve the earlier decision rather than silently replacing it.

In Still Bureau, favorites, marked areas, comments, and photographer replies are review signals. The photographer can lock a client favorite list after the selection is settled, which prevents client changes until the list is unlocked. The platform does not turn a favorite into contractual approval or mark a retouch complete. Gallery proofing is included on Free and paid plans. The studio remains responsible for recording the final decision and communicating what happens next.

Proofing checklist

• The gallery states what a favorite means.
• The maximum selection count is clear when one exists.
• Comments are enabled only if someone will monitor them.
• The client knows the due date and next step.
• The studio reviews unresolved notes before final delivery.
• The studio records the final selection with the project; a locked favorite list is not described as contractual approval.

Before sending the gallery, read the instruction once as if you were the client. If “favorite” still has two possible meanings, rewrite the instruction now; the software cannot settle that ambiguity later.