Managing Gallery and Folder Level Contacts and Sharing

This article outlines the procedures necessary for adding contacts to a folder and sharing that folder via email. This functionality enables a single email to grant access to multiple galleries and subfolders within a folder, thereby streamlining access management.

Adding Contacts to Folders and Galleries

1. Access the Galleries section of your Zenfolio account.
2. Identify and select the desired Folder or Gallery.
3. Click on the Settings option within the selected Folder.
4. Proceed to the Contacts tab, where the contacts table and associated options are located.

Different Ways to Add Contacts

1. Manual Entry:
   • Utilize the provided fields to manually enter contact information. You can then add this new contact as a Client or a Guest.
2. Bulk Import:
   • From CRM: Import contacts directly from your CRM system.
   • CSV Import: Upload a CSV file containing the contacts you wish to add.
   • BookMe Bookings (Galleries Only): Select bookings that have been made through your account's BookMe service, if the booking is not already connected to another Gallery.

Managing Your Folder and Gallery Contacts

While viewing the Folder or Gallery Contacts, you can use the 3 vertical dots icon next to a specific contact to either set the role of the contact, edit the contact, or remove the contact from the Gallery.

Sharing via Email

1. Once contacts have been added, click on the Share button.
2. Select the option to share via email.

Selecting an Email Template

• Folder Template Selection:
  • Only Folder-specific email templates are displayed, as they support special variables unique to folder sharing.
  • Two default folder email templates are provided.
• Gallery Template Selection:
  • Only Gallery-specific email templates are displayed, as they support special variables unique to Gallery sharing.

• Folder Custom Templates:
  • Additional email templates can be created within the CRM Dashboard of your account.
  • You may designate one as the default for Folder sharing and one as the default for Gallery sharing.

1. In your Zenfolio account, click on the CRM icon on the left-hand side.
2. Go to the Templates tab. 
3. Select Create Template to begin creating a new email template.

Sharing Folders: Include Contacts from Contained Folders and Galleries

When sharing from a Folder, you can select this box to include contacts from Subfolders and Galleries contained within the Folder.

• The contact count does not visibly change; the system ensures these contacts are included in the email.
• Duplicate emails are automatically prevented; a contact appearing in both the folder and a contained gallery will receive only one email.

Sending or Scheduling the Email

• Review the email content and recipient list.
• Click Send Email to send the email immediately, or select to schedule it if that option is available to you and choose a date you'd like to send the email.

Email History and Limitations 

Tracking Email Activity

Access the folder email history via the CRM > Email History to review sent emails.

Account-Level Email Limitations

The same email sending limitations that apply to galleries also pertain to folder email sharing. This is governed at the account level, rather than separately for folders and galleries.

• Basic: Limited to 500 emails per month.
• Professional: Limited to 2500 emails per month.
• Advanced: Limited to 5,000* emails per month.