Air Unlimited Capture Team
Capture Team Training

Your schedule,
simplified.

Everything you need to run your calendar in Aryeo: log in, read your orders, block time off and set your availability so you get the right shoots. Watch three short videos, then use the guide as your reference.

Start here Log in to Aryeo
3short modules
31minutes total
8setup steps
Please read

Keep your availability current. Keep every booking.

When your calendar shows you as available, clients book you, then plan around it with their tenants, homeowners and sellers. Cancelling a confirmed shoot leaves clients very frustrated and is hard for us to recover from.

  • Update your availability the moment your plans change, so you're only booked when you can really go.
  • Only cancel a booked shoot for something serious, like a family emergency or illness.
  • If you must cancel, text the scheduling team at 647-905-8001 right away. The sooner we know, the better chance we have of saving the booking.
Text the scheduling team
Most common mistake

Google "all-day" events do not block you

If you mark a day off as an all-day event in Google Calendar, Aryeo still shows you as available and clients can book you. This catches photographers out all the time.

All-day event in Google"Day off" · All dayYou can still be booked
Google event with real hours"Day off" · 7:00 AM to 11:00 PMYou're blocked
Block it in AryeoCalendar → Create block · 7 AM to 11 PMYou're blocked
Before your first shoot

Your 10-minute setup checklist

Do these once and you're ready to be booked. Tick each one off as you go. Your checklist is saved in this browser.

0 of 8 done
01

Getting started & your orders

10 min 23 sLog in · Profile · Listings · Orders · Notes

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Step by step

  1. Log inGo to app.aryeo.com and sign in with your email.
  2. Complete your profileClick your name at the top right. Check your name, cell phone and email, set your time zone and upload a photo.
    Profile → Notification preferences
  3. Review your finished workOpen Listings, pick a property and click View site to see the edited photos, video and 3D tour.
  4. Open an order before every shootIn Orders, read the order items, the address (it opens in Google Maps), both notes sections and the custom fields.
View only on ListingsDon't edit images, download links or anything else on a listing. Support can't tell who changed what. "View site" is the only button you need.
Always quote the order numberMany Vancouver, Toronto and Calgary addresses look alike. The order number lets support find your shoot straight away.

Two kinds of notes: read both

The most common mistake is finding a special request after the shoot is done. Check both sections before you arrive.

Every shoot for this client

Customer internal notes

The client's permanent preferences. They apply to every job they book.

  • "Always shoot straight-on angles"
  • "No running taps in video"
  • "Picky client, get extra angles"
This property only

Internal notes (order notes)

Instructions for this listing only. Custom fields often repeat these details.

  • Lockbox code
  • "Shoot the rooftop BBQ amenity"
  • Square footage, unit access

Which order items are yours?

Some items on an order are for the editing team, not for you. If you're not sure, ask support before the shoot.

You shoot on site

HDR photosVideoMatterport / 3D tourReal twilight

Editing team handles it

Digital twilightVirtual stagingPremium marketing package
02

Calendar & blocking time

9 min 17 sViews · Shoot details · External events · Blocks · Vacations

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Block off time

  1. Open the CalendarWeek view is the easiest way to see what's coming. Check the time zone on the left first.
  2. Click the day you need offChoose a single day or Multiple days for a vacation.
  3. Set the hoursFor a full day, block 7:00 AM to 11:00 PM.
  4. Add yourself and saveSelect your name, add a description if you like, check the time zone and click Create block.
Google "all-day" events don't block youAn all-day event in Google Calendar won't stop bookings. Give it real start and end times, or block the day in Aryeo instead.
Pad every appointmentAdd 30 to 60 minutes around personal events so you have time to drive. For an oil change from 12 to 1, block 12 to 2.

How a buffer protects your drive time

Aryeo books around anything that shows on your synced calendar. The extra buffer gives you time to get to the next shoot.

Don't cancel booked shootsClients plan around tenants and homeowners, so a cancellation hurts them and us. Only cancel for something serious, and text the scheduling team at 647-905-8001 right away.
03

Setting your availability

11 min 18 sBusiness hours · Twilight · Calendar sync · Home base · Booking limits

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Set it once, update as needed

  1. Business hoursYour default week. Untick days off and shorten any day you finish early, then save.
  2. TwilightOpt in for morning and/or evening twilights. Pay matches HDR plus driving fees. Mornings usually mean less traffic.
  3. Calendar sync (most important)Connect the right Google, Outlook or Apple account through the App store, then test it: create an event and make sure an "External event" shows up in Aryeo.
  4. Home baseEnter your real home address, unless Air Unlimited set a hiring-region address with you. Leave that one as it is.
  5. Booking limitsUse the recommended values below and talk to the team before you change them.
More availability = more shootsThe system favours photographers who are most available, as long as you can honour every booking.
Sync isn't instantCalendars can take a little while to update each other. Make changes early.
Cheat sheet

Recommended booking settings

Find these under Availability → Booking limits. These values get you the most shoots. Check with the team before you change anything marked "Ask first" or "Don't change".

Setting
Use this
Why
Minimum booking noticeHow soon a shoot can be booked
12 hours Ask first
Most shoots are booked the day before, often only 8 to 12 hours ahead. A longer notice means far fewer shoots.
Booking windowHow many days ahead you can be booked
90 days You
Keep it at least a month. Never set 14 days, because clients often book 2+ weeks out.
Dynamic buffer travel timesReal-time traffic
Leave on Don't change
Accounts for live traffic between shoots.
Additional buffer timeExtra time after each shoot
Set by AU Ask first
New photographers get about 45 to 60 minutes. It shrinks as you get faster.
Fallback buffer timeUsed if drive time can't be calculated
60 min Don't change
A safe default when the map can't work out your drive.
Strictly minimize gapsBack-to-back only
Off Ask first
Clients need flexible time slots for tenants. Turning this on can mean you get almost no shoots.
Max weekly hours / appointments per dayCaps on your workload
Leave blank / 10 You
Any lower limit just cuts your bookings. Nobody does 10 shoots a day.
Time zoneProfile & calendar
Your local You
The default is Eastern. A wrong time zone is the most common cause of mix-ups.
Golden rules

Six habits of a great Capture Team member

Read both notes before every shootCustomer internal notes plus order notes and custom fields. Follow the SOP 100%, then add what this client needs.
Review a new booking right awayOpen every new shoot as soon as you're notified so problems are found early, not on the day.
Keep your availability accurateIf you're open in Aryeo, clients will book you. Block time off the moment your plans change.
Don't cancel booked shootsOnly for something serious. If it happens, text the scheduling team at 647-905-8001 right away, not late at night or the morning of.
Lead with the order numberPut it at the start of every message to support. It's quicker than an address.
Scheduling questions go to supportText support at 647-905-8001 first, not your trainer. They'll respond fastest.
Scheduling support

Need help with a shoot?

Running late, need more time, can't make a booking or not sure about an order item? Text the support team and include the order number.

647-905-8001Text message · for any issue
Text support

Support hours

Every day9 AM to 9 PM
Checking…

Urgent issue that needs a manager? Support will escalate it, or message Josh or your trainer as well.

FAQ

Quick answers

I blocked a whole day in Google Calendar but still got booked. Why?

Google "all-day" events don't block you in Aryeo. Give the event real hours (e.g. 7 AM to 11 PM), or block the day directly in the Aryeo calendar.

How do I know my calendar sync is working?

Create a test event in Google, Outlook or Apple Calendar, wait a few minutes, then check the Aryeo calendar. If it appears as an External event, your sync is working.

What's the difference between Business hours and blocking time?

Business hours (Availability) is your normal week, e.g. Monday to Friday only. Blocks (Calendar) are one-off changes such as a dentist visit or a vacation.

Should I change my home base address?

Only if it's wrong and nobody agreed a hiring-region address with you. Drive times and driving fees are calculated from it.

Can I edit photos or links on a listing?

No. Only use View site to look at finished work. If you spot a mistake, tell support and include the order number.

Why am I not getting many shoots?

Check your minimum booking notice (12 hours), booking window (90 days) and that "Strictly minimize gaps" is off. Make sure your business hours are as open as you can honour. The system prefers photographers with the most availability.

Do I shoot "Digital twilight" or "Virtual staging"?

No, those are editing products. You shoot HDR photos, video, 3D tours and real twilight. If you're not sure, ask support before the shoot.