This work is much more attractive to the subs who know what to expect as getting paid on time, managing workflow and knowing what is expected.

Hi @William HustonYou would typically handle this either with Globiflow or the Managed Workflows feature in Podio.

So to make sure everyone has the same contacts, there needs to be a workflow to sync them.

I did read that you can use advanced workflows to create buttons in podio and have a semi-auto setup, but the few sites i found that people talked about making it work outside of paying the $120+ for globiflow seemed to feel like its very limited. 

Once you set your workflows up which is maybe an hours work total, it works really well.

SYSTEMS in place(do you have a workflow of working out a note?)

As I have a background in Marketing I'm trying to create a timeline and workflow that will give me an estimated view of how long this step will take.Thanks in advance for your time and your feedback...Cheers

The match photo feature is the "magic" behind this whole workflow. 

Implementing workflow systems and hiring assistance can make a significant difference, freeing your time and energy.

I also use workflow tools to help me stay organized, efficient, and make my guests feel welcome.And a good backup plan to LTR is wise in case you don't like the work involved with STR.