Automation, But Make It Personal: How I Create A Luxury Client Experience Without More Admin
- Kayleigh King
- 8 minutes ago
- 2 min read
There’s a misconception that automation makes things feel cold or robotic.
In my business, it’s done the opposite.
Client automation has allowed me to slow down, show up more prepared, and offer a consistent, high-touch experience for every single person I work with, without drowning in admin.
This is the exact system I now use for every Stand Out Shoot, and it’s the process I teach inside my Done-For-You Doc Generator mini course.
Luxury isn’t about doing more.
A luxury client experience isn’t flashy PDFs or over-complicated onboarding. It’s:
Feeling seen and understood
Knowing the process is smooth and intentional
Receiving something thoughtful, polished, and personal
Automation helps me deliver that every time, even on busy weeks. Instead of re-creating documents, copying answers, or formatting notes the night before a shoot, everything is ready for me.
My exact client automation process (simple, intentional, powerful)
Here’s what happens behind the scenes when my clients and I start the Stand Out Shoot planning process:
My client fills out a Google Form questionnaire - This captures their goals, struggles, vision, branding, tone, and shoot intentions in one place.
Zapier connects everything automatically - Once the form is submitted, Zapier triggers the next step.
Answers are sent into a designed Google Slides template - Their words populate directly into a branded, beautifully laid-out document without the manual copying and pasting into Canva.
I receive a ready-to-use client plan - From here, I just make sure the formatting is nice and adjust it based on our call. Once finished, I print and bring it to the shoot as a visual checklist and goal reminder, and once we're finished, gift it to the client as part of their experience.
What used to take hours now happens in minutes, and nothing gets missed.
Why this feels so good for clients (even though they never see the tech)
Clients don’t know or care that Zapier is running in the background, and that’s the point.
What they do notice:
I remember what matters to them
I reference their goals on shoot day
I’m organised without feeling rigid
Their experience feels thoughtful and premium
Automation allows me to be more present and focused on getting them exactly what they want.
Consistency is part of the magic
When every client goes through the same intentional process:
No one gets a “rushed” experience
No details fall through the cracks
My energy stays calm and focused
That consistency is what builds trust and it’s one of the most underrated parts of client experience.
This is exactly what I teach inside the Done-For-You Doc Generator Course
If you’re a photographer, creative, or service provider who:
Wants to reduce admin without losing connection
Craves a more elevated, organised workflow
Loves the idea of automation that still feels human
This mini course walks you through my exact setup, step by step, using Google Forms, Zapier, and Google Slides in less than an hour.
You don’t need to be “techy.”
You just need a system that supports how you want your clients to feel.
