Help & FAQ — Shootbase

Getting started

What is Shootbase?: Shootbase is a white-label booking and business management platform for real estate photographers and videographers. You run client bookings, team scheduling, payments, and invoicing from one place — branded as your own company.
How long does setup take?: Most companies are up and running in under 30 minutes. The onboarding wizard walks you through adding your logo, team members, packages, and booking link. You can share your branded booking page with clients as soon as you have one package live.
Do I need a credit card to start?: Yes. We ask for card details upfront so your subscription starts seamlessly when the trial ends. You won't be charged until day 15, and you can cancel any time during the trial — no charge if you cancel before then.
What happens when my trial ends?: If you don't pick a plan, your admin dashboard locks until you do. Existing client bookings continue to work normally — your clients never see any disruption.

How much does Shootbase cost?: A$99 per month. One plan, everything included: unlimited bookings, unlimited team members, full white-label branding (colours, fonts, logo, favicon), Stripe Connect for client payments, Xero invoicing, Notion sync, Google Calendar, email and SMS reminders, and priority support.
Is there a free trial?: Yes — 14 days, full access to everything. We ask for card details on signup so your subscription starts seamlessly when the trial ends. You can cancel any time during the trial and you won't be charged.
Do you offer annual billing?: Not yet. Monthly is the only option for now. If annual would be useful for you, let us know via the contact form.
How do I cancel?: Go to Account → Billing → Manage billing → Cancel. Your plan stays active until the end of the billing period, after which the admin dashboard locks. Your data is retained for 30 days in case you want to reactivate.
Are there transaction fees?: Shootbase takes no transaction fees. When clients pay via Stripe, you pay Stripe's standard processing fee directly to Stripe. Xero invoicing is included with no extra fee from us.

How do clients book with me?: Share your booking link (e.g. shootbase.io/your-company/book) on your website, in emails, or on social media. Clients select their address, pick a package, choose a team member, pick a date and time, and confirm — all from one flow.
Can I block out times when my team isn't available?: Yes. Each team member has their own working hours and you can block specific dates or time ranges via Admin → Availability. If Google Calendar is connected, the booking flow also respects real-time busy/free status.
How does travel pricing work?: You define travel zones by distance from your origin address (e.g. 0–10km free, 10–25km $40, 25–50km $80). The booking flow calculates the distance from your origin to the shoot address using Google Maps and adds the matching surcharge automatically.
Can clients reschedule or cancel themselves?: Yes. Every confirmation email includes reschedule and cancel links that are active up to the cutoff you set in Admin → Settings (default 24 hours before the shoot).

Do you support Google Calendar?: Yes. Each team member connects their own Google Calendar so shoots appear on their own calendar automatically, and the booking flow respects their existing busy times. Connect via Admin → Team → edit team member → Connect Google Calendar.
How does Stripe work?: Connect your own Stripe account via Stripe Connect. Client payments go straight to your Stripe account, minus Stripe's processing fee. Shootbase never touches the money.
How does Xero invoicing work?: Connect your Xero organisation via Admin → Integrations. You configure invoice timing (at booking, after shoot, end of month, or manual), account codes per line item type, and line item labels. Invoices fire automatically on the schedule you set. Stripe-paid bookings are marked as paid in Xero automatically.
Can I sync bookings to Notion?: Yes. Connect your Notion workspace, pick a database, and every booking becomes a page. You control which fields sync and whether cancellations or reschedules update the page.

Where is my data stored?: Your tenant data is stored in a secure Postgres database hosted in Singapore (AWS ap-southeast-1) via Supabase. All traffic is encrypted in transit (TLS) and at rest.
Can I export my data?: Yes. Admin → Account → Download export gives you a full JSON file with your bookings, team, packages, clients, and settings. Tokens and encrypted secrets are stripped for safety.
How do I delete my account?: Admin → Account → Delete account. We'll confirm the request within 2 business days and delete your tenant data within 30 days, as required under the Australian Privacy Act.

Send us a message — we reply to every email personally, usually within one business day.