How To Use Email Invites for Client Galleries

How to Send and Track a Client Galleries Email Invitation in PhotoBiz

Overview

PhotoBiz Client Galleries Email Invitations let you send customers a direct link to a Client Gallery event from your PhotoBiz account. We recommend using Email Invitations because you can track whether each invitation was delivered, opened, or clicked.

This guide explains how to select an event, add recipients, customize the invitation, and send it. You will also learn how to review its delivery status and troubleshoot common delivery issues.

Prerequisites

Before you begin, make sure you have:

A Client Gallery event ready to share
The email address for each recipient
The correct access, password, proofing, download, and purchasing settings enabled for the event

Important Information About Unsubscribed Contacts

If a contact previously unsubscribed from emails sent through your PhotoBiz account, they will not receive a Client Gallery Email Invitation.

You can still share the event by copying its direct link and sending it through your business email, a text message, or another communication method.

For an overview of all available sharing options, see How to Share a Client Gallery Event in PhotoBiz.

STEP ONE

Log in to your PhotoBiz account and click CLIENT GALLERIES in the left-side menu. This opens the Client Galleries Dashboard.

STEP TWO

Click EVENTS at the top center of the Client Galleries Dashboard. This opens the list of Client Gallery events in your account.

STEP THREE

Locate the Client Gallery event you want to share. If you have multiple events, use the search bar to find the event by name.

Click the event name to open its details. Before continuing, confirm that the event contains the correct images and that its access, password, proofing, download, and purchasing settings are configured correctly.

STEP FOUR

Click the SHARE button at the top right of the event details page. This opens the sharing options for the selected Client Gallery event.

STEP FIVE

Start entering the recipient’s name or email address. If the recipient is already saved in your PhotoBiz Contacts, select the contact from the available results.

If the recipient is not listed, enter their complete email address and click ADD CONTACT. Review the address carefully to make sure it is spelled correctly.

You can add multiple recipients. PhotoBiz sends a separate Email Invitation to each email address you add.

STEP SIX

After selecting the recipients, click CONTINUE. PhotoBiz will open the Email Invitation editor so you can review and customize the invitation before sending it.

FINAL STEP

Review the FROM NAME, FROM EMAIL ADDRESS, SUBJECT, and MESSAGE fields. PhotoBiz provides default invitation content, but you can personalize the subject and message for your customers.

You can also enable INCLUDE INSTRUCTIONS to add directions for creating a custom mobile viewing app for the Client Gallery event.

When the recipients and invitation details are correct, click SEND. PhotoBiz will display a confirmation message to let you know that the invitation was processed.

Email Invite Confirmation

After you click SEND, PhotoBiz displays a confirmation message. This confirms that PhotoBiz processed the Email Invitation.

The confirmation does not mean that the recipient’s email provider has delivered the invitation yet. Delivery may take up to 15 minutes.

What Your Client Receives

The customer receives an email containing a direct link to the Client Gallery event. If the event is password protected, the invitation also includes the gallery password.

The customer can click the link to open the event and use the viewing, proofing, downloading, or purchasing options you enabled.

Email Invitation Delivery Time

Email Invitations may take up to 15 minutes to be delivered.

The invitation will not appear in the recipient’s contact information until it has been delivered. If you do not see it immediately after sending, allow up to 15 minutes before checking again.

How to Check an Email Invitation Status

Click CONTACTS in the left-side menu and open the recipient’s contact profile. Click EMAIL INVITES under the contact details to review the invitation activity.

An Email Invitation can show the following statuses:

Delivered: The recipient’s email provider accepted the invitation.
Opened: The recipient opened the invitation.
Clicked: The recipient clicked a link within the invitation.

A Delivered status confirms that the receiving email provider accepted the message. It does not guarantee that the email appeared in the recipient’s primary inbox.

Opened and Clicked activity will appear after the recipient interacts with the invitation. Some email applications may prevent open tracking, so a customer may read the message without an Opened status appearing.

See How To Check Email Invitation Status for complete instructions

Bounced Email Addresses

If the recipient’s email provider rejects the invitation, a bounced email notice will appear in the Contact Information section of the client’s contact profile.

A bounced notice may be associated with the current Email Invitation or another email automation previously sent from your PhotoBiz account.

Check the email address for spelling errors and ask the customer to confirm that the address is active. After correcting an email address, return to the Client Gallery event and send a new invitation. Updating the contact will not automatically resend the original invitation.

See How To Check If A Contact Bounced for complete instructions.

Additional Options or Helpful Notes

The custom subject line and message apply only to the current invitation. After you send it, the Share Event subject and message reset to the default content.

Email Invitations are recommended when you want to review delivery and engagement activity. When tracking is not needed, you can share the event using:

A copied event link
Social media
A downloaded QR code
A blog post

To create a scannable QR code for an event, see How to Create a QR Code for a Client Gallery in PhotoBiz.

Troubleshooting or FAQs

Why Has the Invitation Not Appeared in Contacts?

Email Invitations do not appear in the recipient’s contact information until they are delivered. Allow up to 15 minutes after sending, then refresh the contact profile and check EMAIL INVITES again.

Why Did My Customer Not Receive the Invitation?

Check the invitation status in the customer’s contact profile. If it shows Delivered, ask the customer to check their spam, junk, promotions, and other filtered folders.

Some organizations use strict email security systems that may block or delay automated messages. This can be more common with email addresses connected to:

Government agencies
Law enforcement agencies
Schools and universities
Large companies and corporate email systems

If the customer still cannot locate the invitation, copy the Client Gallery event link and send it directly from your business email address.

Why Does the Invitation Show Delivered but Not Opened?

Delivered means that the customer’s email provider accepted the invitation. It does not confirm that the customer saw or opened it.

Ask the customer to search their inbox using your From Name, From Email Address, or the invitation subject. Their email application may also prevent open tracking.

Can I Send an Invitation to Someone Who Is Not in My Contacts?

Yes. Enter the person’s complete email address manually when selecting the invitation recipients.

Can I Send Another Invitation After Correcting an Email Address?

Yes. Update the email address in Contacts, return to the Client Gallery event, click SHARE, and send a new Email Invitation.

Can I Share the Event Without an Email Invitation?

Yes. You can copy the event link, share it on social media, download a QR code, or create a blog post.

Previous Post Next Post

How Can I Share Client Gallery Events with My Customers?

June 16, 2026

How Do I Share My Custom Form?

June 22, 2026

How To Use Email Invites For PhotoBiz Blog Posts

July 24, 2026

How To Use Email Invites for PhotoBiz Forms

June 25, 2026