FotoPilot Catalog System

The smarter way to organize, protect, and instantly find every shoot.

1. One-Time Setup

  • Create master folder: PHOTOS_MASTER
  • Add yearly folders (2026, 2025, etc.)
  • Create Lightroom catalog on your internal SSD
  • Set backups to Every time Lightroom exits
  • Enable Write changes to XMP
  • Create metadata preset with your branding

2. Folder Naming System

  • Folder format: YYYYMMDD_Client_ShootType_Location
  • Example: 20260415_Smith_FamilySession_Park
  • File naming: YYYYMMDD_Client_####

3. Import Workflow

  • Import into correct yearly folder
  • Apply metadata preset
  • Add keywords (family, senior, branding)
  • Build Smart Previews

4. Editing Organization

  • Use flags (Pick / Reject)
  • Color label workflow stages
  • Create collections per client
  • Keep edits consistent with presets

5. Backup Strategy

  • Primary: External hard drive
  • Secondary: Backup drive or cloud
  • Never rely on one storage location
  • Back up immediately after import

6. Quick Checklist

  • Import correctly
  • Rename files
  • Apply metadata
  • Backup files
  • Cull + edit
  • Export + deliver
This system removes chaos, protects your work, and keeps your workflow professional and scalable.