What are Collections and how do they work?

Collections are the foundation of SmartPics organization. Think of them as smart digital folders that help you organize your photos, notes, and client information in a way that makes sense for your business. Unlike regular photo albums, Collections are designed specifically for client-based businesses to track work, products, procedures, and inspiration.

What is a Collection?

A Collection is a dedicated space where you can store related images and notes together. Each Collection can contain:

• Photos of your work, products, or inspiration
• Detailed notes about procedures, formulas, and client preferences
• Client information organized by date and service
• Reference materials you use regularly in your work

Types of Collections You Can Create

Client Collections

The most common type - create a dedicated Collection for each client to track their history and preferences.

What to include:

• Before and after photos from each visit
• Notes about products and procedures used
• Client preferences and requests
• Appointment dates and services provided
• Future service recommendations

Example: "Sarah - Premium Service" with photos from each appointment, formulas used, and notes about her preferences.

Product Collections

Organize information about the products you use in your business.

What to include:

• Photos of products you use regularly
• Application techniques and tips
• Product recommendations for different client types
• Inventory photos for ordering purposes

Example: "Professional Products" with photos of different product lines, mixing ratios, and application notes.

Inspiration Collections

Store reference images that clients might be interested in or that inspire your work.

What to include:

• Trending styles in your industry
• Reference photos for client consultations
• Seasonal looks and ideas
• Your best before/after transformations

Example: "Fall Trends 2024" with photos of seasonal styles and color palettes.

Procedure Collections

Document your step-by-step processes for different services.

What to include:

• Step-by-step photos of procedures
• Timing notes and techniques
• Equipment and supply lists
• Best practices and tips

Example: "Advanced Technique" with photos showing each step of a complex procedure.

How Collections Work

Creating a Collection

1. From the home screen, tap "New Collection"
2. Enter a descriptive name
3. Add a brief description (optional)
4. Tap "Create"

Adding Content to Collections

Each Collection has two main tabs:

Images Tab:

• Add photos by taking new pictures or uploading from your camera roll
• Each image can have individual notes attached
• Photos are automatically analyzed by AI for searchable keywords

Notes Tab:

• All notes from images in the Collection appear here
• Provides instant access to relevant information
• Notes are fully searchable across all Collections

Organizing Your Collections

On the Home Screen:

• All Images - Shows every photo from all Collections with newest first
• Pinned Collections - Quick access to your most-used Collections
• Collections view - Browse all your Collections in one place

Navigation Tips:

• Use the search bar to find specific Collections or content
• Pin frequently used Collections for instant access
• Browse by "All Notes" to search across all your written information

Advanced Collection Features

Pinning Collections

Pin Collections you use most often to appear prominently on your home screen.

How to pin:

1. Open the Collection you want to pin
2. Tap the pin icon in the top right corner
3. The Collection will now appear in "Pinned Collections" on your home screen

What to pin:

• Your most frequent clients
• Daily-use product references
• Current inspiration galleries
• Go-to procedure guides

AI-Powered Search

Every image you add to Collections is automatically analyzed by AI, extracting keywords that make your content searchable.

Search capabilities:

• Find images by visual content (e.g., "blue," "before and after")
• Search notes and text content
• Locate specific procedures or products
• Find client information quickly

Sharing Collections

Share entire Collections or individual images directly with clients.

Sharing options:

• Text message with your business information included
• Email with professional formatting
• Social media posts with your contact details
• Direct links to specific Collections

Best Practices for Collection Management

Naming Conventions

Use consistent naming that makes sense for your business:

• For clients: "First Name - Service Type" or "First Name - Last Name"
• For products: "Product Category" or "Brand Name - Product Type"
• For inspiration: "Style Type - Season/Year" or "Trend Name"

Organization Tips

• Start simple - Begin with basic client Collections and expand over time
• Be consistent - Use the same format for similar Collection types
• Add notes immediately - Record important details while they're fresh
• Update regularly - Keep Collections current with new visits and information

Using Collections for Business Growth

• Client retention - Show clients their transformation history
• Marketing content - Use Collections to create before/after posts
• Consultation tool - Reference inspiration Collections during client meetings
• Procedure tracking - Document what works best for different clients

Common Collection Use Cases

For Service Providers

• Individual client Collections with technique notes and preferences
• Product Collections for different brands or types
• Inspiration Collections for seasonal trends
• Process Collections for complex procedures

For Creative Professionals

• Client Collections with design preferences and project notes
• Material Collections organized by type or supplier
• Style inspiration Collections by trend or season
• Technique Collections for specialized methods

For Treatment Specialists

• Client Collections tracking progress and treatment notes
• Product Collections for different client needs
• Protocol Collections for various treatments
• Before/after inspiration Collections

Troubleshooting Collections

Can't find a Collection?

• Use the search bar to locate it by name
• Check if it's been unpinned from your favorites
• Browse through "All Collections" view

Images not appearing?

• Check your internet connection for cloud sync
• Ensure images fully uploaded before closing the app
• Try refreshing by pulling down on the Collection view

Notes not searchable?

• Allow time for AI processing of new content
• Check spelling in your search terms
• Notes may take a moment to index after creation

Collections are your secret weapon for staying organized and professional! Start with one client Collection today and see how SmartPics transforms the way you manage your business. The more you use Collections, the more valuable your organized database becomes for serving clients and growing your business.