Lux Visual Storytellers is a photography/videography agency that specializes in capturing weddings in spectacular fashion.
Lux struggled with an inefficient Google Sheet-based scheduling system, leading to confusion, miscommunication, and time-consuming planning.
A custom web tool was built to automate scheduling, track team availability, and send real-time updates to freelancers and clients.
Planning time was cut by up to two hours per week, team assignments became more accurate, and communication improved significantly.
At Lux Visual Storytellers, last-minute scheduling issues were a frequent headache. When a team member became unavailable for an event, the planner had to scramble—calling multiple people, checking schedules manually, and hoping for a quick replacement. The existing system relied on a massive Google Sheet where photographers manually entered their availability, but this system was far from efficient. The overwhelming amount of information made it difficult to make quick decisions, and it was easy to overlook key details. The lack of automation also meant that important event information had to be manually communicated to team members and clients, leading to delays and miscommunication. Lux needed a solution that provided a clear overview of availability, automated event communication, and streamlined the entire scheduling process to ensure every event was planned accurately and efficiently.
The first step in solving this issue was understanding how the current scheduling process worked. By analyzing the Google Sheet system, it became clear that the biggest challenge was information overload. A new planning tool was designed with a familiar layout but only displayed the most relevant information at any given time. For example, client details were hidden behind a pop-up window, accessible only when needed. The tool automatically pulled event details from the ERP system, eliminating the need for manual data entry. A key feature was the automatic availability check: when selecting team members for an event, the system displayed only those available on that date, preventing scheduling conflicts. Once a planner finalized the schedule, the tool sent automated emails with event details to freelancers and updated the event in their Lux-login app. This reduced the need for manual follow-ups and ensured that all relevant parties received the necessary information instantly.
With the new planning tool in place, Lux saw an immediate improvement in efficiency. Scheduling time was reduced by one to two hours per week, allowing planners to focus on higher-priority tasks. Team members received clear and timely notifications about their assignments, reducing confusion and ensuring that the right people were scheduled for the right events. The automated communication system meant freelancers and clients were always kept in the loop, receiving structured updates on assignments. Additionally, the new system provided a clear overview of upcoming events that still required scheduling, preventing any weddings or shoots from being overlooked. By introducing a structured and automated approach to event planning, Lux significantly improved accuracy, communication, and efficiency across the board.
