How to Assign Email Automations to Client Galleries

How to Assign an Email Automation Series to a Client Galleries Event

Overview

PhotoBiz Email Automations help you automatically send follow-up emails to your Client Galleries visitors based on their activity and important event dates. You can send welcome messages, favorites reminders, abandoned cart notices, and gallery expiration reminders without manually contacting each client.

Your PhotoBiz account includes predesigned Client Galleries Email Automation series with messages and delivery timing already configured. You can assign one of these series or create your own.

This guide explains how to assign or update an Email Automation series for a new, copied, or existing Client Galleries event.

Prerequisites: Before You Begin

Your PhotoBiz account must be verified before you can assign an Email Automation series. Contact PhotoBiz Support if you need assistance with account verification.

Confirm that your account's time zone is correct because it affects when scheduled automation emails are processed.

STEP ONE

This opens your Client Galleries Dashboard, where you can manage events, galleries, and client activity.

STEP TWO

Click EVENTS at the top of the Client Galleries Dashboard.

The Events screen displays your existing Client Galleries events. Use the category dropdown in the upper-left corner to select an event category, or use the search field to locate an event by name across categories.

STEP THREE

Open Your Event Settings

How you access Email Automation settings depends on whether you're creating a new event, copying an existing event, or updating one you've already created.

If You're Creating a New Event

Click new event, complete the initial event setup, and upload your photographs.

Once your images finish uploading, PhotoBiz displays the EVENT DETAILS panel with an UPLOAD COMPLETED confirmation.

Click manage event to open your new event. Then click the gear icon in the upper-right corner, next to share, to access Event Settings.

For complete instructions, see How to Create a New Event in PhotoBiz Client Galleries

If You're Copying an Existing Event

When you copy a Client Galleries event, the assigned Email Automation series automatically carries over to the new event.

After uploading images to your copied event, click manage event on the UPLOAD COMPLETED screen. Then click the gear icon in the upper-right corner to open Event Settings.

You can keep the inherited Email Automation series or select a different one for the copied event.

If you want to use the same series as the original event, no additional changes are necessary.

If You're Updating an Existing Event

From the EVENTS screen, locate the event you want to update.

Click the event name to open its image management screen. Then click the gear icon in the upper-right corner, next to share, to open Event Settings.

You can assign an Email Automation series to an event that doesn't already have one or change the series currently assigned.

STEP FOUR

Select Your Email Automation Series

In Event Settings, scroll to the EMAIL AUTOMATION SERIES section.

Click the dropdown menu and select the Email Automation series you want to assign to your event.

Your available options include the predesigned Client Galleries series and any custom Client Galleries series you've created.

You can also access options to edit an existing series or create a new one.

For the easiest setup, select one of the included predesigned series. These already contain email messages and delivery triggers.

If you want to customize your messages, recipients, triggers, or timing, see How to Create and Customize Email Automation Series in PhotoBiz

Recommended: Enable COVER PAGE EMAIL COLLECTION for your event. This requires visitors to provide their email addresses before viewing the gallery, helping PhotoBiz identify eligible recipients for your automated messages.

FINAL STEP

Save and Activate Your Email Automation Series

Scroll to the bottom of Event Settings and click save changes.

If the selected Email Automation series contains inactive emails, PhotoBiz displays a confirmation asking whether you want to activate them.

You have two options:

YES, ACTIVATE ALL EMAILS: Activates every email in the assigned series so each message can send when its criteria are met.
NO, DON'T CHANGE THEM: Keeps inactive emails inactive. The series remains assigned, but only active emails are eligible to send.

Once your changes are saved, your Email Automation series is assigned to the Client Galleries event.

Eligible automated emails will be sent according to the active messages, recipient requirements, and triggers configured in your selected series.

Why Email Collection Is Recommended

PhotoBiz must have a visitor's email address before it can send an Email Automation message.

When you enable COVER PAGE EMAIL COLLECTION, visitors enter their email address before accessing the gallery. This helps PhotoBiz identify visitors earlier and allows them to qualify for more of your automated follow-up messages.

Collected email addresses appear in ACTIVITY in your Client Galleries Dashboard and are automatically added to your PhotoBiz Contacts.

If Email Collection is disabled, PhotoBiz may still collect a visitor's email address when they:

Mark an image as a favorite
Leave a comment
Start the ordering process

Once PhotoBiz has an email address, the visitor may qualify for future automation emails when the applicable criteria are met.

Email Collection is recommended but is not required to assign an Email Automation series.

For setup instructions, see How to Enable Email Collection on Your Client Gallery Cover Page

Choosing an Email Automation Series

Your PhotoBiz account includes predesigned Client Galleries email series that are ready to assign. Using a predesigned series is the simplest option because the emails, content, and trigger timing are already configured.

Available series may include emails for:

Welcoming gallery visitors
Reminding visitors to select favorites
Reminding visitors before a gallery expires
Notifying visitors after a gallery expires
Reminding visitors about abandoned carts

You can assign a predesigned series without making any changes.

For more control, you can use the options in the Email Automation Series dropdown to edit an existing series or create a custom series. A custom series lets you choose your own emails, content, recipients, triggers, and delivery timing.

See How to Set Up Email Automation for instructions on creating and customizing an Email Automation series.

Predesigned Client Galleries Email Automation Series

PhotoBiz includes two predesigned Email Automation series for Client Galleries. Both include ready-to-use messages and triggers.

Client Galleries Event Series

This series includes four emails designed to welcome visitors, encourage favorites, and communicate gallery expiration dates.

Event Visitor Message: Enjoy your photo gallery — 2 days after a new account is created.
Favorites Reminder: It's time to select your favorites — 1 week after the event's creation date.
Event Expiring Reminder: Your photo gallery expires soon — 1 week before the event expires.
Expired Event Notice: Your event has expired — 1 day after the event expires.

Client Galleries Event & Cart Reminder Series

This series includes five emails, adding an abandoned cart reminder to the standard gallery follow-up workflow.

Event Visitor Message: Enjoy your photo gallery — 3 days after a new account is created.
Favorites Reminder: Time is running out to select your favorites — 3 weeks before the event expires.
Abandoned Cart Notice: It looks like you left something behind… — 1 day after the cart was saved.
Event Expiring Reminder: Your photo gallery expires soon — 1 week before the event expires.
Expired Event Notice: Your event has expired — 1 day after the event expires.

Choose the Client Galleries Event Series for standard gallery reminders or the Client Galleries Event & Cart Reminder Series when you also want to follow up with visitors who have saved items in their carts.

You can use either series as provided or customize its messages, recipients, triggers, and delivery timing.

What Your Clients See

After you've assigned and activated an Email Automation series, eligible gallery visitors receive automatic emails based on the selected series and their activity.

Depending on the automation, clients may receive:

Welcome emails after creating a gallery account
Reminders to select or submit their favorite photographs
Reminders about items left in their shopping carts
Notifications before their gallery expires
Notices after their gallery expiration date

The specific messages and delivery timing depend on the series you've assigned and the criteria each visitor meets.

Clients do not need to receive every message in a series. For example, an abandoned cart reminder only applies to visitors who meet that email's cart activity requirements.

Each contact receives each automation email only once per Client Galleries event.

Unsubscribed contacts and bounced email addresses do not receive Email Automations.

Email Automation Footer Branding

The business information displayed in your Client Galleries Email Automation footer comes from your Client Galleries Branding settings.

AUTO: Uses the Business Information configured in your account's Global Branding settings.
CUSTOM: Uses the Business Information entered specifically in your Client Galleries Branding settings.

If your automated emails display the wrong company name, address, phone number, or website, review the corresponding Branding settings.

You cannot change this footer information directly from the individual Email Automation editor.

For complete instructions, see How to Customize PhotoBiz Client Galleries Branding

Checking Email Automation Activity

You can review Email Automation activity to see which messages have been sent to your Client Galleries contacts.

PhotoBiz also stores collected visitor information in Contacts, where you can review contact information and associated activity.

For complete instructions, see How to Check Client Galleries Email Automation Activity

Monthly Marketing Email Allowance

Every PhotoBiz Website Package includes 10,000 marketing emails per month.

This allowance is shared between Marketing Campaigns and Email Automations.

For example, newsletter emails and Client Galleries automation emails both count toward the same monthly allowance.

The allowance resets on the first day of each month. If you reach the limit, additional marketing and automation emails cannot be sent until your allowance resets or you increase your email package.

Helpful Notes

Only active automation emails are eligible to send.
Most eligible automation emails are processed once daily beginning at 9:00 AM in your account's time zone. Some Client Galleries triggers support immediate delivery.
Every email must meet its trigger, recipient, and timing requirements.
When copying a Client Galleries event, its assigned Email Automation series carries over automatically.
You can change an event's assigned Email Automation series from Event Settings at any time.
Email Collection helps identify visitors earlier but is not required.
Emails scheduled after a gallery expires can still send when their post-expiration trigger criteria are met.
Editing an active Email Automation series may affect future messages and related activity tracking.

Troubleshooting & FAQs

Why aren't my automation emails sending?

Confirm that the correct Email Automation series is assigned to your event and that the individual emails are active.

Verify that your PhotoBiz account is verified, the required triggers have been met, and the visitors meet the recipient requirements.

Most eligible automation emails are processed once daily beginning at 9:00 AM in your account's time zone, so messages may not send immediately after qualifying activity.

Why hasn't a gallery visitor received any automation emails?

PhotoBiz must have the visitor's email address before sending an automation.

If Email Collection is disabled, PhotoBiz may collect the visitor's email address when they mark a favorite, leave a comment, or begin the ordering process.

Also confirm that the contact hasn't unsubscribed and that their email address hasn't bounced.

Does copying an event copy its Email Automation series?

Yes. When you copy a Client Galleries event, its assigned Email Automation series automatically carries over to the new event.

You can keep the same series or select a different one in the copied event's Event Settings.

What happens if I choose NO, DON'T CHANGE THEM?

The Email Automation series remains assigned to the event, but any inactive emails stay inactive. Those messages will not send until they are activated.

Do I need to create a custom Email Automation series?

No. PhotoBiz includes predesigned Client Galleries Email Automation series that you can assign without creating or customizing any messages.

Create or customize a series only when you need different messages, recipients, triggers, or delivery timing.

Can I edit an Email Automation series from Event Settings?

Yes. The EMAIL AUTOMATION SERIES section includes options to edit an existing series or create a new series.

Can I use the same Email Automation series on multiple events?

Yes. You can assign the same Email Automation series to multiple Client Galleries events.

Each event uses its own gallery details and visitor activity to determine which automation emails are eligible to send.

Where does the business information in my Email Automation footer come from?

The footer uses the Branding settings in your Client Galleries Dashboard.

When Client Galleries Branding is set to AUTO, the footer uses the Business Information from your account's Global Branding settings.

When Client Galleries Branding is set to CUSTOM, the footer uses the Business Information entered specifically in your Client Galleries Branding settings.

To change the footer information, update the appropriate Branding settings rather than editing the individual Email Automation messages.

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