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Setting Up Email Automation for Client Galleries

May 06, 2025 | By: PhotoBiz Knowledge Base

Automate Your Client Gallery Follow-Ups with Email Automations

Want to save time and stay in touch with your clients automatically? PhotoBiz Email Automations let you send smart, scheduled emails based on your Client Gallery activity—without lifting a finger.

Here’s how to set it up in just a few easy steps.

STEP ONE

Go To Email Automations

  1. Log in to your PhotoBiz account.

  2. Click MARKETING in the left-hand menu.

  3. At the top of the screen, click EMAIL AUTOMATION.

STEP TWO

Choose or Create an Email Series

You have two options:

  • Use one of the ready-made series for Client Galleries

  • Create your own custom series

💬 Pre-Built Options

1. Client Galleries Event Series
Sends emails like:

  • A welcome message after a new account is created

  • A reminder to pick favorites

  • A heads-up before the gallery expires

  • A notice after the gallery has expired

2. Client Galleries Event + Cart Reminder Series
Includes everything above, plus:

  • A reminder for abandoned carts

  • Earlier nudges to pick favorites

3. Custom Series
Want total control? Build your own series from scratch and decide when and why each message is sent.

STEP THREE

Customize Your Email Series

Click on a series name to open it. From here, you can:

  • Add a new email

  • Edit the timing, content, or recipients of existing emails

  • Delete emails you don’t need

Each email has three tabs:

  • Details: Set when the email is sent (trigger date/action) and mark it as active or inactive

  • Content: Customize your subject line, message, and preview text

  • Recipients: Choose who gets the email (e.g., everyone, only people who downloaded images, people with items in their cart, etc.)

👉 Important: Make sure each email is set to Active = Yes so it actually sends!

Next, click on the name of an email series to see the specific emails within the series. You can customize the series to your liking by editing, deleting, or adding emails in the series by clicking new email. 

The options you have to edit an automated email varies based on the tool the email series is for and the email type.

STEP FOUR

Link Your Email Series To A Client Gallery

Now it’s time to connect your series to a specific event so the emails will send automatically.

  1. Go to your Client Galleries tool

  2. Create a new event or open an existing one

  3. Click the gear icon to open the event settings

  4. Under Email Automation Series, pick the series you want to use from the drop-down

  5. Click Save

Done! Now your emails will go out on schedule based on the triggers you selected.

EMAIL AUTOMATION NOTES & TIPS

  • Your account includes 10,000 marketing emails per month for both campaigns and automations.

  • Need more emails? You can temporarily upgrade your email plan and downgrade later.

  • All marketing and automation emails share the same unsubscribe/bounce list.

  • Emails are sent once daily at 9 AM in your account’s time zone.

  • A contact will only receive each email once per event.

  • If an event expires, no more emails are sent unless the trigger is set to send after expiration.

  • Changes you make to an email may affect how future emails are tracked or triggered.
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