PicTime AI Assistant
Automating client communication for freelance photographers and videographers.
Problem Space
Problem Statement
How can we automate repetitive client communication to help freelance photographers and videographers streamline their business operations, improve efficiency, and allow them to focus more on their creative work?
Problem Background
Freelance photographers and videographers juggle multiple administrative tasks, including scheduling, responding to inquiries, sending invoices, and managing client relationships. These tasks consume valuable time, reducing productivity and limiting their ability to focus on creative work. The absence of a streamlined, automated solution creates inefficiencies and stress.
Research Insights
User Pain Points
- Managing client communication is time-consuming and repetitive.
- Scheduling and payment tracking are prone to errors and missed follow-ups.
- Clients expect timely responses, but freelancers struggle to balance communication with creative tasks.
Supporting Data
- 85% of freelancers surveyed reported spending over 10 hours per week on administrative tasks.
- 70% of respondents expressed frustration with managing client follow-ups manually.
- AI-driven automation could reduce communication-related workload by up to 50%.
Feedback
Preliminary user research with Toronto-based photographers and videographers validated the need for an AI-powered assistant. Testers expressed interest in features that automate client interactions while maintaining a personal touch.
Landing on the Solution
Proposed Solution: PicTime AI Assistant
A smart AI-powered assistant that automates client communication, scheduling, payment reminders, and FAQs for freelance photographers and videographers.
Key Features
- Automated Scheduling – Syncs with Google Calendar/Apple Calendar to manage bookings.
- Payment Reminders – Sends automated reminders and invoices based on milestones.
- AI-Powered Client Inquiries – Responds to common questions, saving freelancers time.
- Task Management Dashboard – Organizes upcoming projects and deadlines.
- Custom Communication Templates – Enables personalized, quick responses.
- AI-Driven Messaging – Adjusts responses based on past interactions.
- Analytics Dashboard – Provides insights on client engagement and workflow efficiency.
User Flows/Mockups
Measuring Success
Outcome
Measure
Target
Increase time saved
% Time saved per freelancer
40%
Improve client satisfaction
Client satisfaction score
90%
Increase engagement
Monthly active users
80%
Drive revenue growth
% Increase in freelancer income
40%
Feature adoption
% of freelancers using AI Assistant
50%
Milestones and Timelines
Item
Timeline
Exit Criteria
Design user flow & wireframes
2 weeks
Wireframes complete
Build MVP (Core features)
1 month
MVP with 80% core features working
Beta Launch (Select users)
2 weeks
100 freelancers onboarded
Feedback & Iteration
1 month
70% positive feedback
Official Product Launch
2 months
Sign-ups exceed
WireFrame
Photographers primary landing page, serving as the entry point to access the platform.
After logging in, vendors land on their primary dashboard, where they can access Virtual Assistant Management, located in the bottom left corner of the screen.
Virtual Assistant Management dashboard.
The Client Management dashboard displays recent clients and inquiries generated by the Virtual Assistant.
The Calendar & Booking section allows vendors to manage appointments and schedule sessions with the Virtual Assistant.
Learnings
Product Manager Learnings:
Precious Bababusuyi
Co.Lab was an incredibly enriching experience for me because it gave me the opportunity to step into the world of product management with no prior experience. Before joining the program, I had limited knowledge of the industry and only a basic understanding of AI.
However, through hands-on collaboration, structured learning, and real-world problem-solving, I gained invaluable insights into how products are built, how AI is integrated into digital experiences, and how user-centric thinking drives innovation.
What made this journey even more impactful was how I found ways to connect it back to my passion, photography. Product management has taught me to think critically about user needs, iterate on ideas, and consider different perspectives, much like composing a great photograph.
Just as AI enhances efficiency and automation in technology, I’ve begun exploring how it can elevate creative workflows in photography, from editing to storytelling.
This experience has reshaped how I see both technology and art, showing me that innovation and creativity are deeply interconnected. It has encouraged me to approach my craft with a fresh perspective, whether it’s capturing moments, curating visual narratives, or thinking about how AI can enhance artistic expression.
Designer Learnings:
Designer Learnings:
Jo Sturdivant
- Adapting to an Established Team: Joining the team in week 6 of 8 was challenging, as I had to quickly adapt to existing workflows, dynamics, and goals. This mirrors real-world situations where you often integrate into teams mid-project, and flexibility is essential.
- Work-Blocking for Efficiency: With only two weeks to complete the project, I learned the importance of a structured work-blocking system. This approach allowed me to manage my time effectively and meet deadlines under pressure.
- Making Data-Driven Design Decisions: Unlike my past projects, I had to rely on research conducted by others. This was a valuable experience in using pre-existing data to guide design decisions, helping me focus on the core insights without starting from scratch.
Developer Learnings:
Developer Learnings:
Vanady Beard
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As the back-end developer, I learned how important it is to create efficient and reliable systems that support the entire application. This experience also taught me the importance of optimising the database and ensuring the backend is scalable and easy to maintain.
Developer Learnings:
Stephen Asiedu
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As a back-end developer, I've come to understand the importance of being familiar with various database systems and modules. This knowledge enables me to build diverse applications and maintain versatility in my work. I've also learned that the responsibility for making the right choices rests on my shoulders, guided by my best judgement.
Developer Learnings:
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Developer Learnings:
Maurquise Williams
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- Process of Creating an MVP: Developing a Minimum Viable Product (MVP) taught me how to focus on delivering core functionalities balancing between essential features and avoiding scope creep.
- Collaboration in a Real-World Tech Setting: This experience taught me how to collaborate efficiently in a fast-paced tech environment, keeping the team aligned and productive, even while working remotely across time zones.
- Sharpening Critical Thinking and Problem-Solving Skills: This experience honed my ability to think critically and solve problems efficiently. By tackling challenges and finding quick solutions, I sharpened my decision-making and troubleshooting skills in a dynamic, real-world setting.
Developer Learnings:
Jeremiah Williams
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All in all this experience was very awesome I learned that in coding with others being transparent is key
Developers Learnings:
Justin Farley
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I learned how important communication is when working with a team. Communication provides understanding, advice, ideas, and much more. While working with the product team, I’ve found that communication keeps everything flowing smoothly. Working with a team also showed me that every member brings something different to the table and we all have to work together in order to align and meet our end goal.