Articles on: Online Galleries
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How to create a new gallery

Creating a gallery involves several customizable settings, including two work modes: Retouch mode and Ready-to-Sell mode.


✨ Create a New Gallery


You can create a gallery:


  • from a shooting record in the CRM using the + Create a Gallery button,
  • in the galleries section with the + > Add a Gallery button
  • in the Gallery menu with the + ADD button



  1. Use a Gallery Template

Use a Template


You can create gallery templates to select when creating a new gallery. This allows you to apply default settings to your gallery without configuring everything manually. In this case, the configuration will follow the template and skip directly to step 5.

If you do not use a template, you will be guided through the setup process step by step.

Using Gallery Templates


  1. Work Mode

Work Mode


"Ready-to-Sell" Mode

Photos in the gallery are immediately available for download and/or purchase of products in the associated catalog. No further action is required once the images are online.


"Retouch" Mode

When clients place an order, a retouch request is automatically sent to you. Once retouches are done, the final photos replace the originally ordered ones for downloads or physical product printing.


👉 For more details on Retouch mode, see the corresponding article How does "Retouch" mode work?


  1. Access Type

Access Type


Public Access

Anyone with the gallery link can freely access it. Ideal for open events or galleries without special restrictions. When a client makes a purchase, a personal access code is automatically sent for viewing their orders.


Access Protected by Code

Clients must enter a code to access the gallery. This mode is ideal for specific clients, especially if products are included. Fotostudio automatically recognizes the logged-in client and shows included products.

You can easily share the gallery with a "visitor" code and create multiple access groups as needed. Each group can be configured and shared by you or the gallery's main contact.


Email Collection (Optional)

If enabled, visitors must enter their email to access the gallery (unless already provided). These emails will then be available in your interface.


  1. Choose a Catalog

Choose a Catalog


During gallery setup, you can define its usage mode with a catalog:


Download and Product Sales

Allows clients to order prints, catalog products, or download photos (free or paid, depending on settings).


Viewing Only

Clients can only view photos and add them to favorites. No orders or downloads are possible.


🛠 Note: The catalog can be changed at any time, even after the gallery is created.


  1. Information

Gallery Information


  • Name: Gallery name visible to clients.
  • Custom URL: Unique, customizable link for gallery access.
  • Contact: Main person associated with the gallery (client). Required if the gallery is access code protected.
  • Contact Access Code: Personal code to access the gallery with included products. Required if the gallery is access code protected.
  • Secondary Contacts: Other people who can access the gallery (spouse, family, etc.). Allows creating access for these contacts.
  • Available From: Date from which the gallery will be accessible.
  • Expires On: Date when the gallery will expire and no longer be accessible.
An email will be automatically sent 2 days before expiration to the contact linked to this gallery. You’ll find this email template in your galleries’ email templates which you can customize!
  • Shooting Date: Actual date of photo session.
  • Gallery Language: Default language displayed for visitors.
  • Terms & Conditions & Privacy Policy: To inform your client of their rights and obligations directly during consultation or purchase of photos.
  • Add to Portfolio: Shows this gallery on one page of your website.


When setting an "Available From" date in future dates, your clients will see an automatic countdown until it becomes available effectively. You have an overview of this countdown under Appearance > Cover.


Gallery Interface


The interface has two parts:


Useful Information


At top of your useful information section of your galleries you’ll find:

  • The name of your galleries
  • The contact linked to each galleries
  • The number of photos
  • The photo view counter
  • The number of folders
  • The associated product catalog
  • The number of included products
  • The work mode (retouch or ready-to-sell)


Your photo views counter on galleries updates approximately once every hour.


Gallery Management Interface


Management Tabs


  1. Photos


Upload your photos here. A small sound notifies you when the upload is complete

You can then organize your photos into folders.

For duplicates, Fotostudio lets you choose the behavior:

  • Ignore them
  • Create a copy
  • Replace them


  1. Retouch

Only appears in galleries that are in retouch mode. Allows viewing client's selection and uploading retouched photos.

How does the "retouch" mode work?


  1. Appearance


  • Theme: Choose one of offered themes or fully customize according to your liking.
  • Cover: Customize cover image/design/colors/text options; you may use settings from another existing cover as well.
  • Spacing: Choose spacing and size for photographs.


👉 For more details about customizing appearance: Customize Gallery Appearance


  1. Watermark

Choose watermark style applied onto photographs as well as thumbnails too if desired.


  1. Communication
  • Welcome Message: Greet visitors with personalized message.

Configure Welcome Message

  • Comments: View all comments made by visitors/customers.


  1. Products

Configure associated product catalogs within these galleries along digital & physical offerings available; global prices may also apply while purchasing physical items based upon digital file purchases too!


👉 For details about each option please refer dedicated articles respectively!


  1. Favorites Lists

View all lists created by customers from this particular galleries; Each list displays its name along how many pictures exist plus owner credentials either logged-in customer / visitor alike! These lists could aid validating selections preparing orders tracking preferences accordingly!


  1. Access

Manage customer’s respective codes granting them entry into selected areas throughout system interface itself!


  1. Orders

Retrieve detailed insights concerning orders placed through given platforms specifically tailored towards enhancing user experience overall!


  1. Extra
Spotify

Integrate playlists/albums/music tracks that play automatically whenever customers view images slideshow format! How do I integrate Spotify playlist?

Create/select public playlist / album / music track!

Share Spotify Playlist

Share via “Share” > “Copy Link.”

Insert integration code/link provided ensuring valid reader appears thereafter!


If visitor connected/subscribed onto Spotify player functions unrestrictedly otherwise limited previewing duration 30 seconds per song played back only!


YouTube / Vimeo Video

Add/edit video links displayed within respective galleries seamlessly integrating multimedia content enhancing overall engagement rates significantly throughout experience itself!


Statistics

The 5 most viewed images appear here

Updated on: 24/02/2026

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