Sessions turn your production calendar into the place where every shoot comes together. Each Session pins down who, where, when, and what in one view. Sessions bring people, sets, samples, and products together on one shared calendar, so every shoot day starts as a clear picture rather than loose puzzle pieces.
Introduction
Available as part of the Planning module, Sessions are first created in Gamma, the Creative Force web app. Users can be communicated with and added via the Resourcing Calendar– then, while on set, Photographers and other stakeholders can join the session to understand what exactly needs to be shot during that time.
To get started, head to Planning → Calendar. On the calendar page, you will be able to manage existing sessions or create new ones.
Session Settings
Under Studio Settings, there are certain configuration options that can affect the behavior of Sessions. These are found under Studio Settings → Planning Settings.
Setting Name | Description |
Workspace Control | Sets whether Sessions can be shared across Workspaces (clients) or must belong to just one. Multiple & Single Workspace Sessions: Everyone can see a Session until production tasks are added; after that, it's shown based on Workspace access. Single-Workspace Sessions Only: Each Session is visible only to users with access to that Workspace. |
Studio Color Scheme | Sets a default way to color Session cards on the Planning Calendar for the whole studio: by Production Type, Location, Set, or Session Property.
Associate colors by selecting 'Setting' in the option area. |
New Session Default | Sets what the Mixed Production Session toggle starts as in Add Session. Users can still change it per session. |
Managing Sessions
For existing Sessions, you can click the three-dot menu in the session card to take further actions. Some fields can also be edited directly in the Session Card slide-out menu.
Menu Action | Function |
Edit Session | The session menu, similar to when creating the session initially, will appear again to review the assigned fields. |
Duplicate | Opens a new session creation menu with the fields, team, and properties set from the current session. |
Export Sample Sheet | Downloads a CSV file listing every product and sample planned into the session. If the session has no products or samples, you'll see "No data is available for exporting." |
Print Outfit Sheets | Triggers the print menu for sheets containing related Outfit information for any associated productions in the session. |
Delete | Removes the session and all its previously set fields, team, & properties. The session will no longer be visible or available. |
Create Session
To create a session, you can hit ‘C’ on your keyboard or click ‘Add Session’ either in the top right of the Planning screen or in any empty square within the Calendar.
🔐 In order to create new Sessions, you will need 'Edit' access for Planning on your User Role.
Session Tab | Description |
Setting | In the Settings tab, you can set all the general details for the Session– including the time and types of productions involved. |
Team | The Team tab gives you the option to pre-set who will be working on set during the session. |
Properties | The Properties tab allows you to enrich the session with session-level properties. |
Production | The Production tab is not available at first and will instead appear as an available option post-creation. |
Settings Tab
At the time of creation, you must define a Production Type and Schedule– all other fields are not required and can be edited later as needed. Keep in mind that the time and date of the scheduled session can be revised again later.
Settings Field | Description |
Title | Add a title to associate with the Session. This helps other users easily locate it across apps and helps communicate the purpose. |
Set | Pre-define a location the Session should be associated with. In the drop-down, select from any previously created Locations. Select 'No Set' to leave it flexible. |
Production Type | Define if the Productions added to the Session should be locked to a specific Production Type. Selecting 'Mixed Production' from the drop-down allows productions of all types to be added. |
Schedule | Multiple schedules can be added to a session; if the schedules are on different days, different session cards will be created accordingly. |
Workspace Specific | Toggle On/Off. When enabled, Productions added to the Session will be required to be associated with the selected Workspace. |
Description | Enter a descriptive title for the Session. This field can also be useful for communicating important call-outs at a glance. |
Team Tab
The Team Tab is where you will build your resources for the Session. Add full-time or resource users who have valid skills. Instead of setting this during creation, users can also be contacted, booked, & managed directly via the Resourcing Tab.
⚠️ Alerts may appear next to a user's name if they’ve already been assigned to an overlapping Session. Visibility of these alerts is managed in Studio Settings.
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Producer | This is the user responsible for overseeing the Session or team. In order to be eligible, users must have the 'Producer' Skill enabled. |
Team | The individual users who are expected to work during the session. When a user is selected and has multiple skills, select the role title above their name to select an alternate. |
Custom Resource | Add a custom user and skill just for this Session. All entries are free-text fields, so the user or skill does not need to exist.  |
Properties Tab
In the Properties Tab, you can set and edit values for any session-level properties specific to that Session. If you have not created any session-level properties, this can be done from Studio Settings → Properties and then revised later when editing.
Production Tab
The Productions tab is where you are able to relate existing productions from either Ecom or Editorial. When a Production is added to the Session, it will appear as an expected task on the Shot List when the Session is active in Kelvin.
Which Productions are available to add to the session depends on whether the session is Workspace-Specific and the Production Type Option that is set.
Set Production Type
With the Production Type option, you can define whether the Productions added to the Session should be locked to a specific Production Type or not.
Type Option | Description |
Specific Production | Only Productions for the specified type can be added and shot for the session. |
Mixed Production | Sessions of multiple types can be added and shot for the session. |
To add production to a session, go to the Production tab in the session slide-in and click ‘Add Session.' An additional slide-out menu will appear– the Production Browser.
Production Browser
The Production Browser will look very similar to the layout of the Production Page in Gamma, except only eligible productions for the session will be filtered in by default.
Icon | Feature | Function |
| Filter | Use the Filter icon to add additional filtering options to the generated list. |
 | Search | Enter text directly into the search field to find matching entries. |
 | Scan | Add productions directly by scanning product or sample labels with your connected scanning device. |
| Columns | Edit the columns displayed on the screen via the column display settings. |
Notes:
If you reset the Product Request to the latest Style Guide version or reset production of the work unit/deliverable, it will be removed from the session.
Session cards that have disabled production types will not be displayed on the Planning screen.
Sessions in Kelvin
Upon logging into Kelvin, users will be directed to the Planned Sessions menu. In this window, they will be able to navigate between Sessions on the calendar, review the details of each, and then make a selection to associate it with their Kelvin session.
After selecting the Session, they will be asked to verify members of the team and confirm the location. The photographers' shot list will be loaded, directly reflecting the productions as established during Session creation.
If the Session was set as Mixed Production type, the shot list will be organized by code first, with unique production types sorted under each. If the Session is locked to a specific Production type, it will be a static list of codes.