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Module 8: Photographer Portal & Calendar Sync 🔄

How to log in as a photographer and perform the critical Two-Way Google Calendar Sync.

Todd Kivimaki avatar
Written by Todd Kivimaki
Updated today

Overview In the previous module, we set the rules as an Administrator. Now, we are going to switch hats and log in as a Photographer. In this module, we will explore the Photographer Portal, update your start location, and—most importantly—integrate Google Calendar to automatically block off personal appointments and time off.

Step 1: Access the Photographer Portal 📷

There are two ways to access the portal:

  1. Direct Link: Go to photographers.spiro.media.

  2. Admin Shortcut: In the upper right-hand corner of your Admin Panel, click the Video Camera Icon.

Login:

  • Use the same email and password you use for your Admin account.

  • Note: When you add new team members, they will receive an email invite with this link to bookmark.

Step 2: Update Profile & Location 🏠

Once logged in, click My Profile on the dashboard.

  • General Info: Update your phone number or email if needed.

  • Start Location: This is where you begin your day. If you move houses or switch to starting from the office, update this address here so the routing algorithm stays accurate.

Step 3: Connect Google Calendar 📅

Scroll down to the Google Calendar Integration section. This is critical for preventing double-bookings (e.g., stopping Spiro from booking a shoot during your dentist appointment).

  1. Click Add Google Integration.

  2. Sign in with your preferred Google account.

  3. Grant the necessary permissions and click Continue.

Step 4: Configure Calendar Settings ⚙️

Once connected, you will see two options in the Integration Studio:

  • Main Calendar: This is the calendar Spiro "writes" to. By default, Spiro creates a specific sub-calendar (e.g., "Todd's Media Co Appointments"). You can change this to your personal default calendar if you prefer everything in one place.

  • Additional Calendars: If you share a calendar with a spouse or have a separate "Family" calendar, select them here. Spiro will "read" these calendars to check for conflicts but won't write new appointments to them.

Step 5: How to Block Time Off (The Right Way) 🛑

To block time off, you don't do it inside Spiro—you do it in Google Calendar.

  1. Open your Google Calendar.

  2. Create an event (e.g., drag a box from 10 AM to 2 PM).

  3. Title: You can name it anything (e.g., "Time Off," "Doctor," "Lunch"). Spiro just sees "Busy."

  4. CRITICAL STEP: Ensure the event is saved to the Connected Main Calendar.

    • Common Mistake: Users often save the event to their Personal calendar (e.g., "Andy Photographer") instead of the Spiro-Connected calendar (e.g., "Todd's Media Co").

    • Tip: Color-code your Spiro calendar (e.g., Purple) so you can visually confirm you are saving the event to the right place.

Step 6: Verify the Sync ✅

Syncing typically takes 2–3 minutes, but you can force it immediately.

  1. Return to the Photographer Portal.

  2. Click Availability on the left menu.

  3. Click the Force Sync Now button in the top left.

  4. Check the date. You should see your "Time Off" block appear.

    • Note: Time off only syncs for Future Dates. It will not sync past events.

Admin View: As an Administrator, you can view your team's time off by navigating to the Calendar view or Team > Time Off in the Admin Panel.

Next Up:

We have your team set up and your calendar synced. Now, let's learn how to manually book an appointment when a client calls you directly.

👉 Go to [Module 9: Creating a Manual Appointment ✍️]

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