Events & Photo Jobs
A photo job is a photo day with everything that belongs to it: client, groups, children, photos, gallery and orders. This page shows the way from an empty job to a delivered gallery.
Overview
Under Events & Photo Jobs you see all jobs with type, client, date, status and statistics.
- 1Create photo job opens the wizard.
- 2Search by job name or client. There are no further filters.
- 3Table: type badge, client, photo day, status, photos and orders, details and delete.
Delete with confirmation
Job type and workflow
The first step when creating is the job type. It defines how the job works and cannot be changed later.
Workflow Volume
School, kindergarten, sports, event (persons), staff. Groups and children, one QR card per child, personal galleries, the six-step flow.
Workflow Gallery
Wedding, baby, studio, family, commercial, event (gallery), other. One shared gallery with one access code, albums instead of groups.
| Job type | Terms |
|---|---|
| Schule | Classes, pupils, parents |
| Kindergarten | Groups, children, parents |
| Sport | Teams, players, jersey numbers |
| Event (Personen) | Areas, participants, personal galleries |
| Mitarbeiter | Departments, employees, proofing |
| Hochzeit · Baby · Studio · Familie · Commercial · Event (Galerie) · Sonstige | One gallery, one access code, albums |
Terms adapt
Working without groups
Create a photo job
After the job type you only need two details. The job starts as a draft.
- 1Name of the photo job, e.g. Summer Festival 2026.
- 2Search the client. If missing, create it right here with “Create new”.
- 3Create photo job. You land on the detail page immediately.
Date comes later
The detail page
Everything about a job on one page. From top to bottom:
- 1Header: name, client, status (draft, active, completed), duration, watermark, automation.
- 2Actions: Products & packages, print the children list. The sales CSV export sits on the left.
- 3Flow: the six steps of the photo day with progress.
- 4Discount code printed on the cards.
- 5Sitting fee: fixed amount per order or once per customer.
- 6Groups: create, rename, delete. Print photo cards.
- 7Group photos: visible to all children of the group.
- 8Send gallery: access codes by email to the parents.
- 9Children list: access codes, QR codes, spare cards, private photos.
Status
Draft: preparation, gallery closed. Active: parents can log in and order. Completed: gallery closed, data stays.
Watermark
Can be switched on or off per job. You set the design under Settings → Watermark.
Sitting fee
Added to the cart automatically. Per order or once per customer. Appears in cart, invoice and email.
Discount code on the card
Choose here the code that is printed on QR cards. You create codes under Discount codes.
Duration and reminders
The Duration chip in the header opens this dialog. On first activation it appears automatically.
Photo day
The date of the shoot. Appears in the list and on cards.
Gallery period
Unlimited, or with an end date. On the end date the shop stops by itself.
Reminder emails
After code delivery (e.g. 7 days later), before gallery close, on the last day. Only to parents without an order, with unsubscribe link. Starts only once access codes have been sent by email.
Voucher expires
If the chosen discount code has an expiry date, a reminder can go out before.
The flow in six steps
The Flow panel guides through the photo day. Each step shows its state and opens the matching tool with one click. The order is a recommendation, not a constraint.
Import the child list
The fastest way to groups and children. Three steps: upload file, map columns, confirm preview.
Supported files
Excel (.xlsx, .xls), Word (.docx), CSV, TXT, XML. Additionally via AI: PDF and photos of a list (JPG, PNG, HEIC, WebP). Photograph the paper list, the rest happens automatically.
Columns
First name, last name and group are required. Parent email is optional, but the basis for sending the gallery.
Map columns
The system usually recognises the columns itself and shows the confidence. Check the four mappings.
Options
Create missing groups automatically. Skip existing children (duplicates). Normalise group names, e.g. 1A to 1-A.
Preview and import
Four tiles summarise: total rows, will be added, duplicates, invalid. Download invalid rows as CSV, correct them and import again. Import creates groups and children and generates an access code for each child.
Groups and children by hand
For latecomers or small jobs everything works without a file.
Create a group
In the Groups panel click “New”. Enter the name, save. Rename and delete via the icons in the row. Deleting also removes all children and photos of the group.
Add a child
In the child list click “Add child”. First name, last name, optional email. The access code is created automatically.
Spare cards
For children who were not on the list: choose a number, “Add”. Unnamed children with a code are created. On the card the name field stays blank and is filled in by hand on photo day. Enter the name later in the child list.
Access codes
Each child has an eight-character code. Copy via the icon. Regenerate individually with confirmation. “Generate codes” renews all codes of the group and requires the words ALL CODES. Attention: cards already printed become invalid.
Send the gallery
As soon as the job is active, send parents their access codes by email. The link leads straight into the gallery.
Choose groups
All or individual groups. Per group you see how many children are reachable, i.e. have an email address.
Only not yet notified
Recommended. Whoever already received an email does not get a second one. For latecomers simply send again.
Reachable, sent, no email, undeliverable
The four tiles show the state. Add missing emails in the child list, then send again. Reach individual children via the send icon in their row.
Email quota
Your plan has a monthly quota. The bar shows usage. Sending runs in the background and can be cancelled.
Releasing products and packages
A job only sells what you assign to it. The selection sits in the job header under “products & packages”.
Two columns
On the left everything in your catalogue. On the right this job’s products. Select, add, done. Removing works one by one or all at once.
Prices come from the catalogue
A job takes names, variants and prices unchanged. Change a price in the catalogue and it applies from then on in every job carrying that product.
Order limit
It lives on the product itself and counts per access code, so per child. The dialog shows it as a note so you keep it in view while releasing.
Packages
Packages are released the same way. “All photos digital” applies per gallery, “picture selection” lets the customer choose how many images go in.
No products, no sales
Sitting fee
A fixed fee added automatically to orders for this job. Typical for studio appointments and sittings you sell alongside.
- 1Amount: gross, including VAT.
- 2Calculation: per order or once per customer.
- 3Everywhere the fee shows up.
Label
Leaving it empty is the recommendation: the fee then appears in the customer’s language. Your own text overrides that in every language.
Per order or once
“Per order” charges the fee every time. “Once per customer” only on the first paid order of an email address. If someone abandons the purchase it does not count as a first order.
Where it appears
Cart and checkout as its own line, invoice and credit note as its own item, plus in the emails to the customer. On a refund it can be paid back separately.
Only saving counts
The switch only opens the field. The fee becomes active with “save”. Switching it off, by contrast, takes effect at once.
List ready. Now print cards.
Every child gets a QR photo card. It matches the photos on photo day and later opens the gallery.