An intake form collects the initial facts a studio needs to review a possible product photo job.
It should help the studio understand:
- who is asking;
- which products are involved;
- where the files are intended to be used;
- when the client needs them;
- what information is still missing;
- who can make the next decision.
It is not the final brief, quote, contract, schedule, or accepted scope.
A submitted form is a request for studio review.
Intake form, brief, style guide, and shot list
Use each record for one level of detail.
Intake form
Collects initial facts and constraints before the studio decides whether to create a job.
Job brief
Records the reviewed job-level requirements after the studio has enough context.
Turning a reviewed intake into a working brief is its own multi-step process once enough context exists.
Photography style guide
Records reusable visual rules for the client account.
Shot list
Records one product, variant, and independently required view or asset per row.
The intake form should not force a prospective client to write the studio's production document.
Choose the entry path
Not every job needs a public intake form.
Public project request
Use a public form when the studio wants a prospective or returning client to submit structured information through the studio website.
The requester confirms the email.
The studio reviews the verified request.
The studio decides whether to convert it.
Studio-entered work
Use a studio-entered job when the work came from:
- a referral;
- a repeat client;
- an agency introduction;
- a call;
- a direct message;
- another existing relationship.
The studio can create the draft and add client access later.
Both paths can use the same working brief after review.
What to collect
Keep the form focused on facts a client can reasonably provide.
1. Contact
Collect:
- Name
- Work email
- Company or brand
- Role
- Preferred studio contact when different
Do not collect payment-card data or private credentials.
Use a privacy notice that explains how the request data is handled.
2. Products
Collect:
- Product names
- Approximate product or SKU count
- Known variants
- Product spreadsheet or export when available
- New product, refresh, or packaging update
- Known exclusions
Use:
approximately 24 SKUs, spreadsheet pending
when the exact list is not ready.
Do not ask a client to invent SKU identifiers that do not exist.
3. Intended use
Collect the current known destinations.
Examples:
- Client-owned product page
- Amazon
- Shopify
- Retailer or marketplace
- Paid social
- Wholesale or sales material
At intake, the studio needs to know which destinations exist.
Detailed technical requirements can be confirmed in the brief from the current official or client source.
Do not turn the first form into a marketplace-compliance examination.
4. Timing
Collect:
- Target launch date
- Requested final-file date
- Internal client review date when known
- Sample availability date
- Known immovable event
Ask the client to identify what the date means.
A launch date is not the same as a proof-review date.
The intake form does not automatically reserve studio time.
5. Initial output context
Collect a concise description.
Examples:
- PDP image set
- Packaging update
- Front and detail coverage
- Lifestyle image set
- Collection image
- Selected social crops
Do not ask for every angle and filename in the first form unless the client already has an approved shot list.
The studio builds the working shot rows after review.
6. References
Collect:
- Current brand or photography guide
- Relevant product-page URL
- Approved prior work
- Moodboard or reference link
- Example of what should not be repeated
Ask what each reference demonstrates.
Do not treat every image in a shared folder as approved direction.
7. Sample status
Collect only the information the studio needs to evaluate the request.
Examples:
- Samples ready
- Samples in transit
- Products not yet manufactured
- Packaging still changing
- Known damage or missing variant
- Return required
Lenso does not currently manage physical shipping or sample custody as a core product feature.
The studio can record the context and use its normal logistics process.
8. Decision maker
Collect:
- Person submitting the request
- Person who can confirm current scope
- Person expected to approve final files
- Other known stakeholders
The submitter and final decision maker can differ.
The client agreement determines authority.
9. Existing commercial context
Collect only what helps the studio understand the request.
Examples:
- New client or existing agreement
- Quote already issued
- Purchase order required
- Existing campaign or contract reference
Do not use the intake form to invent legal terms.
Do not ask a client to accept a contract through a normal text field.
10. Open notes
Provide one bounded free-text field.
Prompt:
What else should the studio know before reviewing this request?
Do not make free text the only input.
The structured fields should carry the important facts.
Copyable short intake form
Use this as a starting point.
- CONTACT
- Name:
- Work email:
- Company or brand:
- Role:
- PRODUCTS
- What products are included?
- Approximate SKU count:
- Known variants:
- Product list or spreadsheet:
- New product, refresh, or packaging update:
- Known exclusions:
- INTENDED USE
- Where will the files be used?
- Primary destination:
- Other destinations:
- TIMING
- Target launch date:
- Requested final-file date:
- When are samples available?
- Which date is fixed?
- OUTPUT CONTEXT
- What type of image set is requested?
- Known required outputs:
- Known optional outputs:
- Existing shot list:
- REFERENCES
- Style guide:
- Approved prior work:
- Reference links:
- What should each reference demonstrate?
- SAMPLES
- Current sample status:
- Known damage or missing items:
- Return required:
- DECISION MAKERS
- Who is submitting?
- Who confirms current scope?
- Who is expected to approve final files?
- COMMERCIAL CONTEXT
- Existing agreement or quote:
- Purchase order required:
- Other commercial context:
- OTHER NOTES
- What else should the studio know before reviewing this request?
What not to collect in the first form
Keep these in the working brief, shot list, style guide, agreement, or internal system:
- Every per-SKU angle
- Every final delivery filename
- Detailed retouching treatment
- Full style-guide rules
- Internal pricing calculation
- Internal margin
- Private staff note
- Contract acceptance
- Payment-card data
- Client access token
A known client with a complete approved shot list can attach it.
The form still does not become the agreement.
What happens after submission in Lenso
When a studio uses the Lenso project request:
- the visitor completes the selected public fields;
- anti-spam checks run when configured;
- the visitor submits the request;
- Lenso sends an email-confirmation message;
- the visitor confirms the email;
- the verified request appears for studio review;
- an Owner or Admin can update the request status;
- the studio can convert the request into a draft job;
- the studio can invite the client during conversion or later.
The request is not automatically accepted.
Review the intake before conversion
Ask:
- Is the requester verified?
- Is the contact usable?
- Can the products be identified?
- Is the approximate scope understandable?
- Are the intended destinations named?
- Does the date have a clear meaning?
- Do the references open?
- Is the likely decision maker known?
- Does the request match the studio's services?
- Which questions still need an answer?
A request can remain open while the studio asks questions.
The studio does not need to convert it immediately.
Returning clients still need current facts
Prior context can reduce repeated questions.
Do not assume that an earlier record remains current.
Confirm:
- New products
- Removed products
- Changed packaging
- Current destinations
- Current decision maker
- Current references
- Current timing
- Current output exceptions
Repeat work is studio initiated in the current Lenso product.
The client area is not a self-service reorder store.
Questions about intake forms
Should the form come before or after a quote?
That depends on the studio's sales process. A short request can provide enough context for an initial conversation. A more complete intake can follow an accepted proposal or agreement. The form does not replace the commercial document.
How long should the form be?
Use only fields that affect the studio's review. There is no universal count. A concise form with structured fields and one notes area is usually easier to review than a long free-text request.
Should the client complete the shot list?
A client can provide product and channel information. The studio should shape the working shot list and ask the authorized client reviewer to confirm the rows.
Can the studio use its existing website?
Yes. Lenso can provide a hosted request link or the current dedicated embed route. The studio does not need to rebuild the whole website.
Does a request automatically create a job?
No. The studio reviews and converts it.