A lot of people have have submitted the form for an opportunity to record in the studio. We must update talent as to the status of how we might be able to schedule them. This is all part of good client stewardship. If you are assigned to that task, you can access the form [here](https://docs.google.com/spreadsheets/d/1H4BZAW4tB06xdn4HEVUVdapyh3beQN6XXUv_nCYkABc/edit?gid=1326442#gid=1326442) . # Submissions Google Form The first tab is where you can monitor the raw submissions that people submitted. ![[Client Stewardship .excalidraw.svg]] The second tab is where you copy and paste the raw responses into. We handle the delegated responsibilities on this tab, including the: - Due date for the project, assigned by the studio supervisors - The engineer in charge of being the liason to the project - Immediately sending a [[#Preliminary Email|preliminary email]] to the client. - Quickly sending up [[#Follow Up Emails|follow up emails]] with the client. ![[Session Management - Delegating Responsibilities.excalidraw.svg]] # Organizing and Attending to Submissions ## Preliminary Email "Hello! Thank you for submitting your interest in recording at the studio! My name is {Inser name here}. I will be your liason in order to help you get scheduled. Our team saw your submission and we will get back to you within the week to give you a better estimate of whether or not we can accomodate you this semester and when. Many thanks, {Insert Name Here} ## Follow Up Emails ### Scenario Where Session can Be Scheduled Alert the client with an email letting them know that their proposal was accepted. Send them an email asking about their availability, like such: *"Hello! We were able to find some times that may work to accomodate your recording request. How does this date sound? (Offer them 1 date to start)"* Once you finally figure out a time that works for them, fill out an internal scheduler request, which the studio supervisors will use to confirm the booking. Then update, the client that the time is confirmed and on the schedule. #### Scenario Where Session Cannot be Scheduled If we do not approve the session, we have to delicately and gently let them know that their session was not approved. Here's a way you can do that: "Hello, Thank you again for applying. Due to a heightened number of submissions, we were unable to accomodate everyone's request this semester, including yours. Please try submitting again next semester in (type month for beginning of next semester), Thank you {Your Name}" # Make sure to Follow Through!!! There are many cases when the preliminary email was sent but no follow-up was made. That reflects poorly on you and our entire studio as a whole. Please be attentive to your communications, and if you need help prioritiizng your email, check out this article on email prioritization here: [[Outlook Tasks Workflow]].