Capture One offers two ways to manage files: sessions, which keep one job in a self contained folder, and catalogs, which hold many images in a single database. Choose sessions for individual shoots and catalogs for a large, long term library. Either can work well when you add consistent folders, naming and backups.
Sessions or Catalogs
| Feature | Session | Catalog |
|---|---|---|
| Best for | One shoot or client job | Large archive of many shoots |
| Structure | Folder with set subfolders | One database file |
| Portability | Easy to move or hand off | Depends on file locations |
| Tethered work | Common choice | Possible |
Many photographers mix both: sessions for active jobs, then import finished work into a catalog for long term storage.
Set Up a Session
- Create a new session and give it a clear name, such as the date and client.
- Choose where it lives, ideally on a fast drive with free space.
- Note the default subfolders: Capture, Selects, Output and Trash. Each has a purpose, so keep files in the right one.
- Import or shoot into the Capture folder.
- Move your chosen frames into Selects, using a color tag or the Selects button.
- Export finished files into Output.
Set Up a Catalog
- Create one catalog per year or per broad project type, not one for every shoot.
- Decide whether files are stored inside the catalog package or referenced from outside. Referenced files are easier to back up with your normal routine.
- Use the import dialog to rename files and apply basic metadata, like your copyright line, as images come in.
Use Albums, Smart Albums and Keywords
Inside either structure, albums group images by purpose, such as “Client Proofs” or “Portfolio”. Smart albums collect photos automatically from rules like keyword, color tag or file type. Add keywords at import for the broad subject, then refine during selection.
- Create user collections for ongoing projects.
- Use color tags to mark stages, for example one color for selects and another for finished edits.
- Keep your keyword list short and consistent.
Keep Your Data Safe
Keep originals on at least two drives, with one copy stored away from your main computer. Catalogs can create backups on a schedule, so turn that option on. Close the program properly so the database is written cleanly.
FAQ
Can I switch from a session to a catalog later?
Yes. You can import a session into a catalog, which is a common way to archive completed jobs.
Where should the catalog file be stored?
Put it on a fast internal or external drive that is not shared by other programs, and back it up regularly.
The Short Version
Use sessions for single jobs and catalogs for a growing archive, or combine them. Stick to clear names, albums, tags and a regular backup routine. Consistency matters more than which structure you choose.
