Events

Last Updated: Apr 16, 2014 12:35PM PDT
Note: This feature is available for Premium Business subscribers only.

Events are specialized groups, made specifically for wedding, event and school photographers. They are used in situations where the main event page is referenced to customers as a landing page for multiple galleries. From this landing page customers may search photos and video from the event using keywords (or a passcode for Restricted Events). Photo must have keywords added for this to work. Events can also be set for restricted access where customers can view a specific set of photos by using a special passcode. A Unique ID must be referenced to a photo keyword for this to work.


Please click the play button on the video below for a presentation on how to create a restricted Event.


You can create a new event from the New menu in the Organizer or you can convert an existing group to an event. You can convert a group into an event or remove the event at any time.

Create an Event

  1. In Edit View, under the Organizer click on New and select Event - then name of the Event
  2. Select the radial button for Open to allow all photos to be keyword searchable. Select Restrict by passcode if you would prefer a code be used to access a set photos from multiple galleries, 
  3. If Restrict by passcode is selected, you may also choose Skip password entry when it is identical to the passcode so visitors will not have to enter the same code twice.
  4. Click Save to apply your changes.

If you have Restricted by Passcode you will also need to upload a Participant CSV file in order to add a passcode.

Convert Group to Event

You can convert a Group into an Event or remove the Event at any time by following these steps.
  1. In Edit View, scroll over the group you would like to convert under the Organizer.
  2. Using the downward point arrow at the end of the group, click to open the drop down menu.
  3. From the drop down menu select Convert to Event. A pop-up window will appear.
  4. Select the radial button for Open to allow all photos to be keyword searchable. Select Restrict by passcode if you would prefer a code be used to access a set photos from multiple galleries, 
  5. If Restrict by passcode is selected, you may also choose Skip password entry when it is identical to the passcode so visitors will not have to enter the same code twice.
  6. Click Save to apply your changes.

If you have Restricted by Passcode you will also need to upload a Participant CSV file in order to add a passcode.

Upload Participant CSV File

If you would like to be able to e-mail clients a link to their photos or add a passcode to view specific photos, you will need to upload a CSV file containing information about event participants. A CSV file may be created in a text editor or even in Microsoft Excel. Each participant will have a dedicated row in the CSV file, with the first row indicating the column name. This file must include at least a column with a unique identifier for each participant. This unique identifier should be included as a keyword in all photos and videos for that participant.

For example, the first few rows of a CSV file for an event might look like this:

First Name Last Name Email ID
Matt Hutchins matt.hutchins87@yamoo.com 1001
Kelly Blakemore Kellyb234@hotrail.com 1002
Brian Mitchell brianmc932@gfail.com 1003

 
In this example, all photos and videos for Matt Hutchins should include the keyword '1001'.

When an event is restricted by passcode, a CSV file must be uploaded in order for participants to be able to view their photos. Passcodes used to access the photo sets may either come from a column of the CSV file or they can be automatically generated during import.

  1. In Edit View, select the event requiring you to upload a Participant CSV file.​
  2. From the Tool Box under Event Settings click Upload participant CSV file.
  3. In the pop-up window, select Choose File to upload your CSV file.
  4. Once your file has been selected and you are ready to upload, click Upload CSV.
  5. Use the Unique ID column dropdown window to select a Unique ID. This Unique ID will be the same as the keyword used by the photos to create a photo set.
  6. If you are applying a Participant CSV file to a Restricted event, you will need to create passcodes. Select the radial button to use a unique ID as the passcode, or to use separate passcodes created during import.
  7. Click on Next to complete.

Once the participants CSV file is uploaded, you will be able to view participants. 

View List of Participants

A participants list for an Event can be viewed for more detailed information including URLs for each participant’s photos, the photos themselves, and the option to send emails to multiple participants. From this page you may also update CSV or export the file.

  1. In Edit View, select the event whose Participant CSV file you wish to see.​
  2. From the Tool Box under Event Settings click View list of participants.

Email Participants

Participants in any Event may be emailed through client communications. Emails can go to individuals or groups, containing unique information based on columns from the participant list.
 
  1. In Edit View, select the event whose Participant CSV file you wish to see.​
  2. From the Tool Box under Event Settings click View list of participants.
  3. Select the checkboxes of the individuals you wish to email or use the top checkbox to select all.
  4. Click Send Email.​​

Zenfolio will send a separate message to each recipient on your behalf. The recipient list is not disclosed. To make sure your message arrives in recipients' inboxes, they should have your email address in their address book.
 
  1. If necessary modify the From Name.
  2. If necessary modify the From Email.
  3. If necessary modify the Subject.
  4. Make changes to the email content. You may have placeholders for content specific to the participant. 
  5. Click Continue to Preview.
The email preview will display a photo and data for the first participant of the group you are emailing. All placeholder will now show the available substiutions found in the participent list.
(copying and pasting an Available substitution into the body of the message will pull information from a corresponding cell of the participant CSV directly into the message)​


FAQ

What is an Event?

An event is a special kind of group on Zenfolio that you would create for a particular job such as a race, wedding, or school photo day. It has its own landing page and can function as a mini site for visitors. Photographers can choose to keyword event photos to provide clients with individual links to view just the photos they appear in.

When would I use an event?
  • When you have many clients for one job, and you want to provide a quick and easy way for people to find their own photos within the set.
  • When you want a standalone landing page for an event, where you choose which groups and galleries to show to visitors.
  • When you want to send clients links to view just the photos they're tagged in out of a large set of photos.

What can I do with events?
  • Create mini sites for each event
  • Create an open event where visitors find their photos within the event by keyword search (Example: An event photographer keywords race photos with bib numbers. Visitors enter their bib number on the event page to see their photos.)
  • Set an event to restricted for additional privacy between participants. Visitors enter their individual passcode to see only their photos. (Example: A school photographer uses barcodes & specialized workflow software to match students to photos, then sends each student a unique link to view their own photos. Students cannot see other students' photos without also knowing their passcode.)