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How Do I Create a New Client Galleries Event?

Oct 22 2026 | By: PhotoBiz Knowledge Base

How to Create a New Event in PhotoBiz Client Galleries

Overview

PhotoBiz Client Galleries makes it easy to share photographs with clients, collect favorites and comments, offer image downloads, and sell prints or digital products. Each event is a separate gallery experience that you can customize for a wedding, portrait session, school, or other photography project.

You can control access with passwords and email collection, choose which proofing tools clients can use, and set up automatic email reminders. You can also create proofing-only events without offering products for sale.

This guide walks you through creating a new Client Galleries event, configuring its settings, uploading images, and sharing the finished gallery with your clients.

Prerequisites

Before creating your event, have the images you want to share ready to upload.

If you plan to sell prints, products, or digital downloads, make sure ECommerce is enabled on your PhotoBiz account and you have an available price list.

See How to Create a New Price List in PhotoBiz for setup instructions.

You do not need a price list to create a proofing-only event.

STEP ONE

Log into your PhotoBiz account and click CLIENT GALLERIES in the left-side menu.

This opens your Client Galleries Dashboard, where you can create events, manage galleries, and customize your client proofing experience.

STEP TWO

Click EVENTS at the top of the Client Galleries Dashboard.

This opens the Events area, where you can view existing events and organize them into categories.

STEP THREE

Select the category where you want to create your new event.

By default, the first category in your list is selected. Your new event will be added to whichever category is currently selected.

If you create an event in the wrong category, you can move it later by dragging and dropping the event into another category.

Categories also help you organize events that you may want to display on your website using the Client Galleries Block.

STEP FOUR

Click NEW EVENT at the top of the page.

This opens the event setup screen, where you can enter your event details and customize how clients will access and interact with your gallery.

STEP FIVE

Enter the basic details for your Client Galleries event.

EVENT NAME: Enter a name for your event, such as Smith Family Portraits or Johnson Wedding. The event name is visible to clients and is used to create the event URL, such as yourdomain.com/proofing/event-name.

PRICE LIST: If ECommerce is enabled, select a price list to make prints, products, or digital downloads available for purchase.

A price list is optional. If you don't select one, there will be nothing available for purchase, but clients can still use proofing tools such as Favorites and Comments when those features are enabled.

EXPIRATION DATE: Select the date you want your event to expire. By default, PhotoBiz sets the expiration date to 30 days after the event is created. Every Client Gallery event requires an expiration date.

The event expires at 12:00 AM at the beginning of the selected date, using the time zone set on your PhotoBiz account. For example, to keep a gallery available through June 30, select July 1 as the expiration date.

To review or update your account’s time zone, follow How to Change Your Account Time Zone.

After expiration, clients can no longer access the gallery, but the event and its uploaded images remain in your PhotoBiz account. You can make the gallery available again by changing its expiration date to a future date and clicking SAVE CHANGES.

PASSWORD: Enter a password if you want to restrict access to the event. Password protection is optional. You can also control whether recipients must enter the event password when distributing a direct link or QR code through the event's sharing options. Each event must have a unique password.

COVER PAGE EMAIL COLLECTION: Enable this option if you want visitors to enter their email address before viewing the event. Collected email addresses are added to your PhotoBiz CRM, helping you identify visitors and follow up through Email Marketing or Email Automations.

Email collection is particularly useful when you want to send automated gallery reminders or follow-up messages.

STEP SIX

Select an Email Automation Series if you want PhotoBiz to automatically send emails related to your Client Galleries event.

Click the dropdown menu and select an available email series. Depending on the series, automated messages can help remind clients to view their gallery, select favorites, complete purchases, or take action before the event expires.

If your selected series contains inactive emails, PhotoBiz will prompt you to choose whether to activate them during event creation.

Emails are sent according to the triggers, recipient settings, and timing configured in the selected series.

For detailed instructions, see How to Assign an Email Automation Series to a Client Galleries Event.

You can leave this option unselected if you do not want to use Email Automations.

STEP SEVEN

Configure your event's free download settings.

Allow Free Downloads determines whether visitors can download photographs from the gallery at no charge.

You can choose from the following options:

  • No: Free downloads are disabled. If you have assigned a price list with digital products, clients can still purchase downloads through the gallery.

  • Yes: Visitors who can access the event can download images for free.

  • Require Download Code: Visitors must enter the correct download code before downloading images for free.

A download code is different from an event password. The event password controls access to the gallery, while the download code controls access to free image downloads.

If you enable free downloads, select the Download Resolution you want to offer.

  • Web Size - Low Resolution: Maximum dimensions of 1500 × 865 pixels.

  • Web Size - High Resolution: Maximum dimensions of 3000 × 1730 pixels.

  • Original Resolution: Allows clients to download the original-resolution files when the Original Files upgrade is enabled and an original file is available.

The standard PhotoBiz Website Package supports individual image uploads up to 4 MB. With the Original Files upgrade, you can upload individual files up to 50 MB.

Important: Original Files must be enabled when images are uploaded to retain the original-resolution version. Images uploaded before enabling the upgrade must be uploaded again if you want clients to download their original files.

For additional information, see How to Add the Original Files Feature to Your PhotoBiz Account.

STEP EIGHT

Choose which proofing and display features you want available in your event.

The following options are enabled by default. Select No for any feature you want to disable.

  • Allow Favorites: Lets clients select and save their favorite photographs.

  • Allow Sharing: Allows clients to share gallery images using the available sharing tools.

  • Allow Comments: Lets clients leave comments on individual photographs. These comments are visible to you rather than other gallery visitors.

  • Display Magnifier: Allows clients to zoom in and inspect photographs more closely.

  • Display Watermark: Displays your configured watermark on gallery images.

  • Display Filenames: Shows image filenames beneath photographs in the gallery.

These settings give you flexibility to create different experiences for different clients. For example, you might enable Favorites and Comments for a proofing session while disabling free downloads until the client completes their selections.

After reviewing your settings, click CREATE EVENT.

PhotoBiz creates your new event and opens the gallery management screen, where you can begin adding images.

You can change these options later. See How to Modify Your Client Galleries Event Settings for instructions.

STEP NINE

Once your event has been created, you can begin uploading your photographs.

Click UPLOAD at the top of your event. Click ADD FILES to select images from your computer, or drag and drop your images into the uploader.

Keep the uploader open until your images finish uploading.

There is no specific limit on the number of images you can upload to an individual Client Galleries event. Each uploaded image counts toward the available file storage in your PhotoBiz account.

For complete upload instructions, including file size limits and troubleshooting, see How to Upload Images to PhotoBiz Client Galleries.

After uploading, you can organize images and create additional galleries within the same event. For example, wedding photographers can separate photographs into Ceremony, Reception, and Portraits galleries.

See How to Add Additional Galleries to a Client Galleries Event for more information.

FINAL STEP

Once your images have finished uploading, your Client Galleries event is ready to share.

Click SHARE in the upper-right corner of your event. The SHARE EVENT panel opens with EMAIL INVITE selected by default.

You have three options for sharing your event:

Sharing Password-Protected Events

If your event has a password, the SHARE section includes a Require recipients to enter password checkbox.

When this checkbox is selected, PhotoBiz generates an event link and QR code that require recipients to enter the event password before viewing the gallery.

When the checkbox is not selected, PhotoBiz generates a different event link and QR code that allow recipients to access the gallery without entering the event password.

Important: This checkbox affects both the event link and QR code. Select your preferred password requirement before copying the link or downloading the QR code.

Before sharing your event, review your images and confirm that your gallery settings match the experience you want to provide.

Your new Client Galleries event is now created, populated with images, and ready to share with your clients.

Email Invitation

Share Section

What Your Clients See

When clients open your event link or scan its QR code, they can access the gallery according to the event's settings and the way you shared it.

If you send an email invitation for a password-protected event, PhotoBiz automatically includes the event password in the invitation email. Clients can use this password to access their gallery without needing to request it separately.

When you share a direct link or QR code, whether clients must enter the event password depends on the sharing option you selected.

If Cover Page Email Collection is enabled, visitors must also provide their email address before viewing the event.

Once inside the gallery, clients can browse photographs and use the features you've enabled, including:

  • Favorites: Select and save their favorite photographs.

  • Comments: Leave comments on individual images for you to review.

  • Magnifier: Zoom in to inspect image details.

  • Free Downloads: Download photographs when enabled, including entering a download code if required.

  • Purchasing: Order prints, products, or digital downloads when you've assigned a price list.

  • Sharing: Share gallery images when sharing is enabled.

If you haven't selected a price list, clients can still use the available proofing tools, but no products will be offered for sale.

When the event expires, clients who open the gallery link see a message indicating that the event has expired. If you extend the expiration date to a future date, clients can access the gallery again. Updating the expiration date does not automatically send clients an email, so let them know if you reopen their gallery or extend their deadline.

Helpful Notes

Updating an Event: You can modify event settings after creation, including the event name, password, expiration date, price list, email automation, and proofing options. See How to Modify Your Client Galleries Event Settings for instructions.

Managing Expiration Dates: You can change an event’s expiration date at any time, including after it expires. Changing only the expiration date preserves the existing gallery link and password and does not affect previous or existing orders.

Organizing Events: Categories help you keep your galleries organized. You can also use the Client Galleries Block on your website to display events from a selected category. See How To Create an Event Category for complete instructions. 

Sharing Events on Your Website: If you want clients to browse events directly from your website, see How to Link Client Galleries Events to Your Website.

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