Using Gallery Registration To Collect Visitor Information

The Gallery Registration feature streamlines the process of capturing and managing visitor information through a customizable registration form. It enables efficient pre-event and on-site registration, automatically adding registrants as visitors to your Gallery contacts table with a clear registration icon. This powerful tool not only enhances data collection with custom fields and filtering options but also facilitates targeted communication, ensuring that photographers can seamlessly engage with clients and event participants while maintaining a professional, organized workflow.

 

Setting up Gallery Registration

1. Enabling Gallery Registration

To enable Gallery Registration for a specific Gallery:

1. Go to the Galleries section of your Zenfolio account.
2. Select an existing Gallery, or you can create a new one.
   Note: Gallery Registration can also be preconfigured in Gallery Presets.
3. In the selected Gallery, click on Settings.
4. Choose the Access & Permissions tab.
5. Enable Show Gallery Registration by toggling it ON.
   An optional checkbox is available if you wish to make the form or email collection optional.

 

2. Registration Options

When Gallery Registration is activated, you are presented with two primary options:

• Collect Email Only:
  
  • Displays a simple email input field.
  • Any email entered is added to the Gallery's contacts list.

• Custom Registration Form:
  Note: This feature is available for ProSuite users only.
  
  • Selecting this option reveals an Edit Form button. 
  • Click this button to customize the registration form according to your needs.

 

3. Editing Your Registration Form

The registration form can be customized to match your Gallery's requirements:

• Form Title:
  
  • By default, the form title is set to the Gallery title.
  • To change this, check the Use Custom Form Title box and enter your preferred title.
  • The live preview will update as you make changes.

• Form Description and Fields:
  
  • Add a descriptive text to provide context or instructions.
  • Select which form fields to include.
    Note: The email field is mandatory and cannot be disabled.

 

4. Adding Custom Fields

Enhance your registration form by adding up to three custom questions. There are three types of custom fields available to choose from:

• Text Field:
  
  • Use this field to ask a question that allows for a free text answer.

• Date Field:
  
  • Enables the registrant to select a date from a calendar interface.

• Drop-Down Field:
  
  • Present a list of comma-separated values for the registrant to choose from.
  • This field is particularly powerful as it allows you to later filter your contact list based on the responses (e.g., team names, jersey colors, event dates).

 

5. Customizing the Submit Button

• You have the option to modify the text displayed on the submit button.
• This customization can help clarify the action or align the button text with your Gallery’s branding.

 

6. Defining Submit Behavior

The submit behavior defines what occurs after the registrant submits the form. The available options are:

• Access Gallery:
  
  • Grants access to the Gallery.
  • If the Gallery is password protected, the registrant will be prompted to enter the password.
  • Should be used with post-event/session access – when photos have been uploaded to the Gallery.

• Redirect to a Custom URL:
  
  • Redirects the registrant to a specific page on your website or any custom URL.
  • This is useful for providing event instructions or additional information post-registration.

• Show a Message:
  
  • Displays a custom message to the registrant.
  • Includes a back button and an option to view your website if it is published on Zenfolio.
  • This is most useful for on-site registration.

Note: Those who complete the form will be added to the Gallery contacts table as a visitor, with a registration icon shown in the Registration Info column.

 

7. Optional Form and Skip Behavior

If you have marked the registration form as optional during the enabling process:

• You can define Skip Behavior, which determines the action taken if a registrant opts to bypass the form.

 

 

Duplicate Registrant Prevention

• For forms where the submit behavior is set to Redirect or Show a Message, the system prevents duplicate registrations using the same email.
• Registrants attempting to register with an email that is already in use will be instructed to provide an alternative email address.

 

Pre-Event and On-Site Registration

Pre-Event Registration via Direct Link

• To use the Gallery Registration feature for pre-event registration, click the Gallery Share button and select Copy Direct Link.
• Share this link with event coordinators, on social media, or through other communication channels.
• It is recommended to open an incognito window and review the form to ensure it is set up as intended.

See this support article for more information about sharing a Gallery link.

 

On-Site Registration via QR Code

• For on-site event registration, click the Gallery Share button and select Get QR Code.
• Download the QR code and display it on flyers, posters, or include it on sheets and business cards.
• While Gallery Registration is enabled, the QR code directs users to the registration form.
• Once Gallery Registration is disabled, the QR code will function as a direct link to the Gallery.

See this support article for more information about using a Gallery QR code.

 

How to Use Registration Data

1. Go to the Galleries section of your Zenfolio account.
2. Navigate to the Gallery where you enabled registration.
3. In the Gallery, go to Settings
4. Choose the Contacts tab.
5. Viewing Registrant Information:
   
   • If registrants have completed the form, you should see contacts in the table with an orange registration icon in the Registration Info column.
   • If the "REG INFO" column header is not visible, click the gear icon and check the box next to Registration Info.
6. Hover over the registration icon to view a preview of the registrant’s data.

 

Filtering Contacts by Registration Data:

• • Click the filter icon located to the right of the "REG INFO" header.
  • To filter your contacts table by specific answers in a drop-down question, click Add Filter.
  • Choose the desired question in the Where drop-down and select the corresponding answer in the Is drop-down, then click Apply.

Note: This filtering option is only available if your registration form includes drop-down questions.

 

Communicating with Filtered Contacts:

• • With the filter applied, you can click Share or Share via Email to send a message to only those contacts that match your filter criteria.
  • The filter icon will remain orange, indicating that a filter is applied.
  • To remove the filter and view all contacts, click the filter icon and select Remove Filter.

 

Updating Contact Roles:

• • All registrants are added to the Gallery as visitors.
  • If registrants require different privileges (e.g., a client role), ensure that you update their contact details using the three vertical dots icon, before sending out communications.