Using the Volume Wizards

Establish the name and destination folder for this specific job.

What This Step Does

• Creates Job Folder: Automatically generates a new sub-folder using the Title you enter.
• Sets Location: Places this new folder inside your selected parent folder to house the entire workflow.

Actions

1. Enter Folder Title: Type the name of this specific job (e.g., "Fall Football").
2. Select Location: Choose the existing parent folder where this job should reside (e.g., the "2025" sub-folder).

Additional Info and Tips

Creating Folders on the Fly: If you have not created your parent folders yet (e.g., Mystic Falls High School > 2025), you do not need to exit the workflow. You can click Create Folder  within the "Select a Location" modal to build your folder structure right now.

Upload your subject data to bulk-generate galleries and choose a preset.

What This Step Does

• Builds Organization: Automatically creates sub-folders based on your data (e.g., by Team or Grade).
• Generates Galleries: Creates a unique gallery and QR code for every subject row in the file.
• Links Contacts: Attaches email addresses to specific galleries for future automated delivery.

Actions

1. Upload CSV Select your prepared file containing subject data and placeholders.

2. Confirm Headers Indicate if row 1 contains labels (e.g., "First Name") or starts directly with data.

3. Select Gallery Preset Choose the global settings applied to every gallery created (Price List, Watermarking, Privacy). This is a critical step as it determines the behavior of all resulting galleries. Click here to learn more about Gallery Presets.

Additional Info and Tips

Password Protection: To use passwords, either map a specific column (e.g., Student ID) or select a Preset configured to auto-generate random passwords. You must include the Password Variable in your email templates later so participants receive their unique code.

Gallery Titles: By default, galleries are named using the first three columns of your CSV (e.g., First_Last_Team). You can customize this naming convention in the next step.

Example CSV for a Sports League

Here is an example of how your data might be structured in your file:

Define how your galleries are named, how folders are organized, and ensure contact data is routed correctly.

What This Step Does

• Defines Names: Configures the naming convention for every gallery based on your CSV data.
• Maps Data: Links your CSV columns to system fields (Names, Emails, Passwords).
• Builds Structure: Creates a nested folder hierarchy to keep large jobs organized.
• Outcomes: Generates a unique gallery and QR code for every row while building your defined folder structure.

Actions

1. Configure Gallery Titles

• Review Preview: Look at the Gallery Title Preview to see how galleries will be named.
• Customize: Remove unwanted columns or click Add Variable to insert specific data fields from your CSV.
• Add Delimiters: Insert a delimiter (like an underscore _) between variables to ensure titles are readable (e.g., Lucas_Scott_12).

2. Map Your Data

• Review Auto-Match: Check the Zenfolio Header Match dropdowns to ensure the system correctly identified your data (e.g., "Player Name" to "Full Name").
• Map Subject Names: Map separate First/Last name columns, or map a single column to Full Name.
• Map Contacts: Map up to three contacts using the numbered labels (1, 2, or 3).
  • Contact 1: Map Name (1) and Email (1).
  • Contact 2: Map Name (2) and Email (2).
• Map Passwords: If importing passwords, map the specific column to Gallery Password.

3. Define Folder Structure (Groups & Subgroups)

• Map Group Identifier: Select a broad category column (e.g., Grade Level or Age Group) to create your top-level folders.
• Map Subgroup Identifier: Select a specific category column (e.g., Team Name or Homeroom) to create sub-folders inside your Groups.

4. Enable Group Photos

• Select Identifier: Ensure you have mapped a column to either the Group or Subgroup Identifier.
• Enable QR: Check the box for Subgroup QR Code (or Group QR Code).

5. Finalize

• Verify Settings: Review your Titles, Data Mapping, Folder Structure, and Group QR choices.
• Create: Click Create Galleries.

Additional Info and Tips

Group Photo Recommendation: We generally recommend checking Subgroup QR Code (mapped to Team or Class). When you photograph that card followed by a group photo, the system automatically routes that image to the gallery of every individual in that group.

Monitor the creation progress and download your essential subject data and printable QR code sheets.

What This Step Does

• Finalizes Workflow: Confirms the successful creation of folders and galleries.
• Generates Assets: Produces a CSV file (for external CRMs) and a PDF containing unique printable QR codes for every subject.

Actions

1. Monitor Processing Watch the Activity Monitor on screen. Once complete, a summary popup will confirm the number of galleries and folders created.

2. Download CSV for 3rd Party CRM (Subject Data) Click the CSV download button to get data for third-party CRMs. This file downloads immediately to your browser's default folder.

3. Download QR Code PDF for Shoot Click the PDF download button to generate the printable QR cards. Because this file is unique for every subject, it requires processing time. Retrieve it using one of these methods:

• Method A (Activity Monitor): Wait for generation to finish, click the Completed tab in the Activity Monitor, and click the Gray Download Icon next to the filename.
• Method B (Notification Bell): Click the Notification Bell at the top of the screen. A download link will appear there once the file is ready.

4. Regenerate Files (Optional) If you need to download files again later, navigate to your Workflow Folder, open the QR Code Workflow Menu, and select Choose file type under "Download folder details."

Additional Info and Tips

PDF Expiration: The generated QR Code PDF is available for download for 7 days. After that, it is removed for storage management and must be regenerated using Action 4 above.

Execute the photography workflow using a specific sequence to ensure every photo is automatically sorted into the correct gallery later.

What This Step Does

• Automates Sorting: Uses visual markers (QR codes) to route images to specific subject galleries.
• Links Groups: Associates team or class photos with individual members based on group QR cards.

Actions

1. Choose Your Method

• Option A (Digital/Solo): Load the PDF on a tablet or laptop. Search the subject's name, photograph the screen to capture the code, then photograph the subject.
• Option B (Printed/High Volume): Print and organize cards alphabetically. Hand the card to the subject, photograph them holding the card, then take the photos of the subject.

2. Follow the Sequence (The Golden Rule)

1. Photograph the QR Code.
2. Photograph the Subject (Take as many photos of this subject as you like).
3. STOP. 
4. Photograph the NEXT QR Code before starting the next subject.

3. Capture Group Photos

• Sequence: Photograph the Group QR Card -> Photograph the Group.
• Flexibility: You can shoot groups at any time during the day, provided you strictly follow the QR-first sequence.

Additional Info and Tips

Shoot Count Consistency: Try to take a consistent number of photos per person (e.g., 3 poses). This allows the Shoot Count Validation tool to automatically flag errors (like missed QRs) during upload.

Instant Link: If using printed cards, hand the paper to the parent or subject after the session. They can scan that code later to access their gallery directly.

Upload your images to the specific workflow folder, allowing the system to read the QR codes and automatically distribute photos to the correct galleries.

What This Step Does

• Ingests Media: Moves all your raw images (subjects and QR shots) into the cloud.
• Decodes QRs: Scans for QR codes to determine which gallery subsequent images belong to.
• Distributes & Links: Moves individual photos to subject galleries and "references" group photos into the galleries of every team member.

Actions

1. Initiate the Upload

• Navigate: Go to the specific Workflow Folder you created.
• Select Upload: Open the QR Code Workflow Menu and click Upload files (under "Upload & Auto Sort").
• Drag and Drop: Move your files or folders into the upload area.

2. Choose Your Matching Order

• Date Taken (Default): Select this for standard photography (JPG/RAW). It uses the reliable time-stamp metadata from your camera.
• File Name: Select this for video, phone photos, or testing. This forces alphanumeric sorting (e.g., IMG_001, IMG_002) which is safer for files that often lack standardized metadata.

3. Configure Sorting Rules

• Hide QR Code (Recommended: ON): Enables the system to hide the "utility shot" of the paper code so clients only see their portraits.
• Multi-Face Detection: Turn ON to flag galleries that appear to contain faces of different people (helps catch instances where you missed a QR code).
• Media Count Validation: Turn ON if you shot a consistent number of photos per person. Set your Min/Max count, and the system will flag galleries that fall outside those numbers.

4. Start Upload & Process

• Action: Click Start Upload.

Additional Info and Tips

Referenced Media: Intelligent linking allows the same physical image (e.g., a team photo) to appear in multiple galleries without duplicating the file 20 times, saving storage space. Click here for more information about using Referenced Media.

Review the auto-sort results to ensure every subject receives only their own photos before sending invites.

What This Step Does

• Verifies Accuracy: Allows you to visually confirm that photos are in the correct subject galleries.
• Identifies Errors: Automatically flags potential issues like shoot count mismatches or facial recognition conflicts.
• Enables Corrections: Provides tools to quickly move mis-sorted images or hide specific photos.

Actions

1. Accessing the Advanced View

• Navigate: Go to the Workflow Folder where you started the job.
• Select Tab: Look at the horizontal menu (Organize, Settings, Design). Click the Advanced View tab to the right.
• Check Flags: Look for red text on the tab (e.g., "Advanced View (2 flags)"). This indicates the system has detected potential errors.

2. Navigating the Interface

• Adjust Size: Use the slider below the tabs to change thumbnail size.
• Filter View: Use the filter dropdown to isolate specific issues:
  • Galleries with Flags: Start here. Shows only galleries where the system detected errors.
  • Empty Galleries: Shows galleries with zero images (useful for checking no-shows).
  • Galleries with Media: Shows successful galleries.
• Expand All: Click Expand All Galleries to reveal all media items inside every gallery for a comprehensive visual check.

3. Reviewing Gallery Content

• Verify Hidden QRs: Ensure every gallery starts with the QR code image marked with a Red Icon (Hidden). This ensures clients do not see the utility shot.
• Verify Referenced Groups: If using Group QRs, ensure team photos appear in player galleries marked with a Gray Icon (Referenced Media).

4. Correcting Errors

• Filter: Select Galleries with Flags to isolate potential issues.
• Bulk Move (The "Move To" Action):
  • Hover over an image and check the selection box.
  • Select all images that need moving.
  • Click Move to, search for the correct gallery (subject name), and confirm.
• Single Move (Drag & Drop): Click and drag a single image from one expanded gallery to another. (Note: Multi-select drag-and-drop is not supported).
• Keyboard Shortcuts: Click an image to open Lightbox View and use these keys:
  • H: Hide/Show image.
  • M: Open "Move" menu.
  • D: Delete image.

5. Final Verification

• Check Empties: Change the filter to Empty Galleries.
• Verify: Confirm that these subjects were truly absent (no-shows) and that the empty gallery isn't due to a missed QR code or upload error.

Additional Info and Tips

Unknown Owners: If you find a wrong image but don't know who it belongs to, move it to the Unmatched Media Gallery as a temporary holding area.

Now that you have verified your galleries and ensured all images are sorted correctly, it is time to deliver the photos.

Option 1: Zenfolio Bulk Share (Built-In & Recommended)

This is the most direct method. It allows you to send unique gallery links and passwords to every contact in your list without leaving your dashboard.

Actions

1. Initiate the Bulk Share From your main Workflow Folder, you have two ways to start this process:

• Method A: Click the orange Share button at the top right, then select Bulk share by email.
• Method B: Open the QR Code Workflow Menu on the folder and select Bulk share by email.

2. Select Recipients A window will appear asking which galleries (or folders) you want to share.

• Default Selection: By default, the system automatically selects only the galleries and folders that actually have contacts assigned to them.
• Reviewing the List: You can scroll through the list to manually select or deselect specific galleries.
• Totals: At the bottom of the window, you will see a count of exactly how many contacts are currently selected.
• Action: Once you have confirmed your selection, click Compose Email.

3. Compose & Design Your Email You are now in the Email Composer. This is where you design the message your clients will receive.

• Critical Step (Check Both Templates): If you are sending invites for both Galleries (individual student photos) and Folders (groups), you will see two tabs: Gallery Template and Folder Template. You must click on both tabs to review and customize the message for each type. [Learn more about Email Templates]
• The Password Variable: As mentioned earlier, if your galleries are password protected, you must ensure the {{gallery_password}} variable is included in the body of your email. This ensures every parent receives the unique password for their specific child. [Learn more about Variables]
• Previewing Your Work: Use the Preview button at the top right. You can select a "Specific Gallery" to see exactly what the email will look like for that specific client, populating their actual name and password.

4. Send or Schedule Once your templates are reviewed and ready, you have two delivery options:

• Send Now: Immediately queues the emails for delivery.
• Schedule Email: (Available on select plans) Allows you to pick a future date and time for delivery.

Option 2: Using a Third-Party CRM

If you prefer to utilize an external marketing platform (like MailChimp, Constant Contact, or Salesforce) to handle your communications, we make it easy to export your data for that purpose.

Actions

1. Download Your Data To get the links and passwords out of Zenfolio and into your CRM, you need to generate a fresh CSV file.

• Navigate: Navigate to the Top-Level Folder where you initiated the workflow.
• Menu: Open the QR Code Workflow Menu.
• Select: Under the "Download folder details" section, click Choose file type.
• Action: Select the option to download the CSV (Subject Data).

2. Understanding the File The system will generate a CSV file specifically formatted for mail merges.

• Contact Info: Name, Email
• Gallery Info: Specific Gallery Title, Direct Gallery Link, and Gallery Password.
• Folder Info: Folder links and passwords (if applicable).

3. Import & Mail Merge Once you have the file:

• Import: Upload the CSV into your third-party CRM as a contact list or audience.
• Map Variables: Use your CRM's "Mail Merge" or "Personalization Tags" feature to map the columns (e.g., mapping Gallery Link to your email button).
• Send: You can now send a highly personalized email where every recipient receives the specific link and password to their own gallery.

Additional Info and Tips

Adding Contacts to Folders: Note that folders (unlike galleries) do not automatically inherit contacts from the CSV. If you want to share a folder, you must manually assign contacts to it first. [Learn how to add contacts to folders]

Note on Third-Party Support: While Zenfolio provides the CSV data, the process of importing that file and setting up the mail merge depends on the specific software you are using. If you need assistance aligning the variables or importing the list, please contact the support team of your third-party CRM provider.

Establish the name and destination folder for this specific job.

What This Step Does

• Creates Job Folder: Automatically generates a new sub-folder using the Title you enter.
• Sets Location: Places this new folder inside your selected parent folder to house the entire workflow.

Actions

1. Enter Folder Title: Type the name of this specific job (e.g., "Fall Football").
2. Select Location: Choose the existing parent folder where this job should reside (e.g., the "2025" sub-folder).

Additional Info and Tips

Creating Folders on the Fly: If you have not created your parent folders yet (e.g., Mystic Falls High School > 2025), you do not need to exit the workflow. You can click Create Folder  within the "Select a Location" modal to build your folder structure right now.

After naming your folder, clicking Next will open the Registration Settings page. This is where you build the form your participants will fill out.

What This Step Does

• Customizes the Form: Defines the visual appearance and instructions for the participant sign-up page.
• Configures Data Collection: Determines which contact details and custom fields are required from participants.
• Sets Workflow Logic: Vital for generating the correct QR codes and gallery structure for the shoot.

Actions

1. Customize Appearance

• Title: By default, the form uses your Folder Title. To change this, check Use custom form title and enter a new name (e.g., "Sign Up for Soccer Photos"). You will see the Live Preview on the right update instantly.
• Description: Use this space to add specific instructions for your participants (e.g., "Please enter your child's name and jersey number").

2. Configure Form Fields Review the fields the participant must fill out.

• Required Fields: First Name, Last Name, and Email are turned on and set to Required by default.
  • Recommendation: Leave these settings alone. These fields are required for the system to generate the galleries correctly.

• Optional Fields: You can enable Phone Number or add Custom Fields (like Jersey Number) if needed.
   

  Important Limitation: Unlike the CSV Import workflow, this Registration workflow does not support Team Photo Linking. You cannot automatically link a group photo to individual galleries using this specific flow.

3. Submission Behavior This setting controls what happens immediately after a participant clicks the Submit button.

• Show a Message (Recommended): This displays a simple confirmation modal (e.g., "Thanks for registering! See you at the game!").
  • Why use this? It confirms registration without giving the user access to the folder (which is currently empty).
• Redirect to Custom URL: Use this if you have a specific page on your website with further instructions or a "Thank You" page.
• Access this Folder (Not Recommended): We advise against this setting for this workflow. It drops the user directly into the folder immediately after signing up, allowing them to see empty galleries.

4. Registration Assignment (Critical Step) This is the most important setting on the page. It tells the system what to do with the data it collects.

• Required Setting: Ensure this is set to Automatically create a new gallery for each registrant.
  • Why: This is the only setting that triggers the creation of a unique QR code for that person.

• Gallery Titles: By default, galleries will be named using the registrant's First and Last Name. You can switch this to use their Email Address if preferred.
   

  Warning: Do not select "Add registrants to this folder" or "Add registrants to an existing gallery." If you choose these, the system will not generate the QR codes you need for the shoot.

5. Finalize Setup Once your form is configured, click Create.

Additional Info and Tips

Note on Plan Limits: If your plan has a limited number of Volume Wizard uses, clicking "Create" will consume one use.

Editing Later: Don't worry if you made a typo. You can edit these registration settings at any time by accessing the folder's settings menu. Click here for more information about editing registration settings.

Once you click Create, the system directs you to your new workflow folder. At this stage, your registration page is live, but no one knows about it yet. You need to distribute the link so participants can sign up.

What This Step Does

• Provides Access: Generates the public link and QR code needed for participants to sign up.
• Enables Marketing: Allows you to place the registration form on emails, websites, and printed materials.
• Allows Modifications: Provides a path to edit form settings before the event begins.

Actions

1. Get Your Link To find the public link for your registration page:

• Navigate: Go to the workflow folder.
• Click Share: Click the orange Share button located at the top right of the screen.
• Copy Link: Select the "Direct Link" (URL) and copy it. You can paste this into emails, social media posts, or your website.

2. Get a QR Code for Registration You can also generate a QR code that leads directly to this sign-up page. This is perfect for physical marketing.

• Action: Under the same Share menu, select the option to Get QR Code.
• Use Case: Download this code and place it on printed flyers, posters around the school/event, or handouts. Parents can simply scan the flyer with their phone to instantly load the registration form.

3. Editing the Form (If Needed) If you realize you made a mistake on your form (e.g., a typo in the instructions), you can edit it.

• Navigate: Go to the workflow folder -> Settings -> Folder Access.
• Action: Look for the Custom Form section and click the Edit Form button.

Additional Info and Tips

Check Folder Visibility: For the registration link to work, your folder must be accessible. Navigate to the workflow folder Settings > Folder Access and ensure it is set to Public.

Password Option: If the organization (e.g., the school) requires the registration form to be hidden, you can set the folder to Password Protected instead. Participants will then need to enter that generic password before they can see the sign-up form. Click here for more information about folder access settings.

What happens next? As people register, you will see new galleries appearing in your folder automatically. Once the registration period is closed, you will proceed to the next phase: downloading your shooting codes.

Once your registration period is over, you must close the process to ensure no new participants sign up while you are shooting. If someone registers after you download your QR codes, you won't have a code for them at the shoot.

What This Step Does

• Ends Data Collection: Prevents new sign-ups to ensure your shooting list matches your printed codes.
• Generates Assets: Creates the printable QR cards required for the photoshoot.
• Delivers Files: Provides the PDF download via the Activity Monitor or Notification center.

Actions

1. Close Registration (Take Folder Offline) Before downloading your codes, disable the public link.

• Navigate: Go to your Workflow Folder.
• Settings: Go to Settings > Folder Access.
• Action: Change the access setting to Offline.
• Result: The registration link will stop working, preventing any new sign-ups.

2. Download QR Codes After you click Create Galleries, the system begins processing your data. You will see the Activity Monitor appear on screen to track the progress.

• The Summary Screen: Once processing is complete, a summary window will automatically pop up. This window confirms how many galleries and folders were successfully created.
• Download PDF (QR Codes): This is the file containing the printable QR cards for your shoot. Because the system must generate unique visual codes for every subject, this file requires a moment to process.

How to Retrieve the PDF: When you click the download button, the generation process begins.

• Method 1: Activity Monitor: Watch the Activity Monitor popup. Once the generation is finished, click the Completed tab. You will see the name of your PDF file (named after your folder). Click the Gray Download Icon located to the left of the filename.
• Method 2: Notification Bell: You can also click the Notification Bell icon at the top of your screen. Once the file is ready, a notification will appear there with a download link.

3. Regenerate Files (If Needed) If you need to download these files again later (or if your PDF link expired), you can access them at any time:

• Navigate: Go to your Workflow Folder.
• Menu: Open the QR Code Workflow Menu.
• Action: Under "Download folder details," click choose file type.
• Select: Choose your desired file type (QR Code PDF or CSV) to start the process again.

Additional Info and Tips

Handling Unregistered Participants (Walk-Ups): Even with extensive marketing, people will inevitably show up to the shoot without registering. We recommend preparing for this ahead of time.

For Advanced Users (Best Method): Before downloading your final QR codes, go to the QR Code menu in your workflow folder and select Create galleries by count.

• Critical Setting: Ensure you apply a Gallery Preset that has Gallery Registration turned ON. [Learn more about Gallery Presets]
• Why: When the walk-up participant scans the generic QR code you give them, this preset ensures they are prompted to register immediately. This action links their contact information to that specific gallery.
• Action: Generate a batch of these generic galleries (e.g., 25–30) to print alongside your registered codes.

For Professional Users: You do not have the "Create by count" tool. To prepare for walk-ups, use one of these methods:

• Pre-Shoot Prep: Manually fill out your own registration form a few times with generic names (e.g., "Walk Up 1") to generate extra QR codes.
• On-Site Registration: If you have a laptop and internet at the shoot, you can allow people to register on the spot. You will then need to find their specific Gallery inside the folder and pull up their QR code on your screen to photograph it before photographing the subject.

Now that you have your QR codes generated, it is time to execute the shoot. This step is where the magic happens: by following a simple sequence, you ensure that every photo you take is automatically sorted into the correct gallery later.

What This Step Does

• Links Subject to Gallery: connects the physical person in front of your camera to their specific digital folder.
• Enables Auto-Sorting: Creates the visual triggers that the system reads to separate images.
• Customer Access: (If using printed cards) Provides an immediate physical link for parents to access their photos later.

Actions

1. Choose Your Method Depending on your shooting style and staffing, there are two ways to handle the QR codes:

• Option A: The Digital Method (Best for Solo Shooters)
  • Setup: Download the QR PDF to a tablet (iPad) or laptop and keep it near your shooting station.
  • Workflow: When a subject arrives, ask for their name. Use the search function on your device to find their specific QR code.
  • Action: Photograph the screen of your device to capture the QR code, then photograph the subject.
• Option B: The Printed Method (Best for High Volume)
  • Setup: Print the PDF cards ahead of time and organize them alphabetically. We recommend setting up a check-in table with an assistant.
  • Workflow: As subjects arrive, your assistant hands the correct QR card to the subject. The subject brings the card to you.
  • Action: Photograph the printed card held by the subject, take the card back (or let them keep it), and then photograph the subject.

2. Follow the Sequence (The Golden Rule) Regardless of which method you choose, you must follow this specific sequence to ensure the auto-sorter works correctly.

1. Photograph the QR Code.
2. Photograph the Subject (Take as many photos of this subject as you like).
3. STOP.
4. Photograph the NEXT QR Code before starting the next subject.

Additional Info and Tips

The Risk: If you photograph Subject A, then forget to photograph Subject B's QR code before photographing Subject B, all of Subject B's photos will land in Subject A's gallery.

The Fix: Always make the QR code the very first shot of a new person's session.

Once your shoot is complete, return to your Zenfolio account to process the images. This step is where the system reads your QR codes and automatically distributes the photos into the correct galleries.

What This Step Does

• Ingests Images: Moves your raw shoot data (including QR shots) into the cloud.
• Scans for QR Codes: Scans images for QR patterns to determine where one subject ends and the next begins.
• Organizes Galleries: Automatically sorts photos into their respective private galleries based on the sequence.

Actions

1. Initiate the Upload

• Navigate: Go to the specific Workflow Folder you created for this job.
• Menu: Open the QR Code Workflow Menu.
• Select: Click Upload files (located under the "Upload & Auto Sort" section).
• Action: Drag and Drop your files or folders into the upload area.

2. Choose Your Matching Order This setting tells the system how to determine the sequence of your images. Choosing the wrong option here can cause sorting errors.

• Date Taken (Default):
  • Best for: Standard photography (JPG/RAW).
  • Why: This uses the time-stamp metadata inside your camera files. It is the most reliable method for standard shooting scenarios.
• File Name:
  • Best for: Testing, Video, Composite workflows, or Phone Photos.
  • Why: Video files, phone photos, and screenshots often lack standardized "Date Taken" metadata, which causes sorting errors. This option forces the system to sort based on the alphanumeric file name (e.g., IMG_001, IMG_002) rather than the time stamp.

3. Configure Sorting Rules Before starting the upload, review these smart settings to help keep your galleries clean and accurate.

• Hide QR Code (Recommended: ON): This keeps the "utility shot" of the QR code hidden from your client. They will only see their portraits, not the picture of the paper code you took.
• Multi-Face Detection: Turn this on to help spot errors. The system will scan the sorted galleries and flag any gallery that appears to contain faces of different people. This is a great way to catch instances where you might have forgotten to photograph a QR code between two different subjects.
• Media Count Validation: If you followed the consistency tip in the previous step (e.g., taking exactly 3 photos per person), turn this on. Set your Minimum and Maximum image count, and the system will flag any gallery that falls outside those numbers.

4. Start Upload & Process by clicking Start Upload.

Additional Info and Tips

What happens next? The system performs this in two phases:

• Upload Phase: All images (and QR shots) are uploaded into a temporary holding tank called the "Unmatched Media Gallery."
• Sorting Phase: Once uploaded, the system reads the QR codes and moves the images following them into the correct individual galleries.

Once your upload and auto-sort process is finished, it is critical to review the results before sending invites to your clients. This ensures that every subject receives only their own photos.

What This Step Does

• Verifies Sorting: Ensures that every subject receives only their own photos before delivery.
• Identifies Errors: Highlights potential mismatches using system flags (shoot counts, facial recognition).
• Clean Up: Allows for moving misplaced images and verifying empty galleries.

Actions

1. Accessing the Advanced View

• Navigate: Navigate to the Workflow Folder where you started this job.
• Locating the Tab: Look at the horizontal menu bar containing Organize, Settings, and Design. To the right of these options, you will see two tabs:
  • Default View: Shows your standard folder hierarchy.
  • Advanced View: Shows a flat list of every gallery in that location, specifically designed for checking your data.
• Action: Click the Advanced View tab.
• Check for Flags: If the system detected potential errors (like shoot count mismatches or facial recognition issues), you will see red text on the Advanced View tab (e.g., Advanced View (2 flags)).

2. Navigating the Interface The Advanced View offers specific tools to help you manage hundreds of galleries efficiently.

• Thumbnail Size: Use the slider or options bar directly below the tabs to adjust the size of the gallery thumbnails.
• Filter: Use the filter dropdown to narrow your view. This is your primary tool for finding errors.
  • All Galleries: Shows every gallery in the current folder.
  • Galleries with Flags: Shows only the galleries where the system detected a potential error. This is the best place to start your review.
  • Empty Galleries: Shows galleries with zero images. Useful for identifying no-shows.
  • Galleries with Media: Shows only galleries that successfully received images.
• Expand All Galleries: Click this button to expand every gallery in the list at once. This reveals all media items inside every gallery, allowing for a comprehensive visual check.

3. Reviewing Gallery Content When you expand the galleries, you will see the media sorted into each subject's gallery. Look for:

• Hidden QR Codes (Red Icon): Every gallery should start with an image of the QR code. You will see a Red Icon on this image, indicating it is Hidden. This means your client will not see this photo, which is exactly what you want.
• Individual Subject Photos: Verify the photos following the code belong to that subject.

4. Correcting Errors We recommend starting your review by using the Filter dropdown to select Galleries with Flags. This isolates the galleries where the system detected potential issues.

• The "Move To" Action (Bulk Move):
  • Hover over an image and check the box in the top-right corner.
  • Select any additional images that need to move.
  • Click the Move to button in the menu.
  • Search for the correct gallery name (e.g., the correct student) and confirm.
• Drag and Drop (Single Image): If you are moving just one image, you can simply click and drag it from one expanded gallery into another.
• Keyboard Shortcuts (Lightbox View): Clicking an image opens it in Lightbox View for a closer look. You can use these keyboard shortcuts to speed up your workflow:
  • H: Hide/Show image.
  • M: Open the "Move" menu.
  • D: Delete image.

5. Final Verification Once you have resolved the flagged galleries, perform one last check:

• Action: Change your filter to Empty Galleries.
• Review: Review the list to ensure these subjects truly have no photos (e.g., they were absent or no-shows) and verify that an empty gallery isn't the result of a missed QR code or an upload error.

Additional Info and Tips

Unmatched Media Tip: If you know an image is wrong but don't know who it belongs to yet, you can move it to the Unmatched Media Gallery as a temporary holding area.

Drag and Drop Limitation: Note that multi-select drag-and-drop is not supported; you must use the "Move To" button for bulk actions.

Now that you have verified your galleries and ensured all images are sorted correctly, it is time to deliver the photos. You have two options for delivery.

What This Step Does

• Delivers Content: Securely sends unique gallery links and passwords to every contact on your list.
• Streamlines Communication: Allows you to send bulk personalized emails without leaving the Zenfolio dashboard.
• Enables Flexibility: Provides raw data exports for users who prefer managing campaigns through external marketing platforms.

Option 1: Zenfolio Bulk Share (Built-In & Recommended)

This is the most direct method. It allows you to send unique gallery links and passwords to every contact in your list without leaving your dashboard.

Actions

1. Initiate the Bulk Share From your main Workflow Folder, you have two ways to start this process:

• Method A: Click the orange Share button at the top right, then select Bulk share by email.
• Method B: Open the QR Code Workflow Menu on the folder and select Bulk share by email.

2. Select Recipients A window will appear asking which galleries you want to share.

• Default Selection: By default, the system automatically selects only the galleries and folders that actually have contacts assigned to them.
• Reviewing the List: You can scroll through the list to manually select or deselect specific galleries.
• Totals: At the bottom of the window, you will see a count of exactly how many contacts are currently selected.
• Action: Click Compose Email.

3. Compose & Design Your Email You are now in the Email Composer.

• Critical Step (Check Templates): If you are sending invites for both Galleries and Folders, you will see tabs for Gallery Template and Folder Template. You must click on both tabs to review and customize the message for each type. [Learn more about email templates]
• The Password Variable: As mentioned earlier, if your galleries are password protected, you must ensure the {{gallery_password}} variable is included in the body of your email. This ensures every parent receives the unique password for their specific child.
• Previewing: Use the Preview button (top right) to see exactly what the email will look like for a specific client.

4. Send or Schedule

• Send Now: Immediately queues the emails for delivery.
• Schedule Email: (Available on select plans) Allows you to pick a future date and time for delivery.

Option 2: Using a Third-Party CRM

If you prefer to utilize an external marketing platform (like MailChimp, Constant Contact, or Salesforce), you can export your data.

Actions

1. Download Your Data

• Navigate: Navigate to the Top-Level Folder where you initiated the workflow.
• Menu: Open the QR Code Workflow Menu.
• Select: Under the "Download folder details" section, click Choose file type.
• Action: Select the option to download the CSV (Subject Data).

2. Understanding the File The system will generate a CSV file specifically formatted for mail merges. It includes:

• Contact Info: Name, Email, and custom data.
• Gallery Info: Specific Gallery Title, Direct Gallery Link, and Gallery Password.

3. Import & Mail Merge

• Import: Upload the CSV into your third-party CRM as a contact list.
• Map Variables: Use your CRM's "Mail Merge" or "Personalization Tags" feature to map the columns (e.g., mapping the Gallery Link column to your email button).
• Send: Send your campaign through your CRM.

Additional Info and Tips

The first step in setting up this flow is to define where this new job will live and what it will be called.

What This Step Does

• Creates Job Folder: Automatically generates a new sub-folder using the Title you enter.
• Sets Location: Places this new folder inside your selected parent folder.
• Centralizes Workflow: Establishes the specific location that will house the registration page, galleries, and all future uploads for this job.

Actions

• Enter a Folder Title: Type the name of this specific job (e.g., "Fall Football").
• Select a Location: Choose the folder where you want this job to reside (e.g., the 2025 sub-folder).

Additional Info and Tips

Creating Folders on the Fly: If you have not created your parent folders yet (e.g., Mystic Falls High School > 2025), you do not need to exit the workflow. You can click Create Folder  within the "Select a Location" modal to build your folder structure right now.

In this step, you will define how many "blank" galleries you need and how they should be configured.

What This Step Does

• Generates Galleries: Creates the specific number of empty galleries required for your event.
• Creates QR Codes: Ensures every gallery has a unique code ready for the shoot.
• Establishes Organization: Sets a consistent naming pattern for easy file management.
• Applies Settings: Determines the initial pricing, privacy, and registration behavior for all generated galleries in this workflow.

Actions

1. Determine Gallery Count First, you need to tell the system how many galleries to create. Each gallery equals one unique QR code.

• The Limit: You can generate up to 5,000 galleries at once.
• Recommendation: It is always better to have too many than too few. We recommend estimating your expected headcount and adding a healthy buffer.
  • Example: If you are photographing a prom and expect 120 couples, go ahead and generate 200 galleries. This ensures you don't run out of QR codes if more people show up than anticipated.

2. Define Naming Convention This setting determines the sequence of your gallery titles. Since you don't have names yet, these titles help you keep track of the files.

• Format: Enter a prefix, and the system will automatically number them sequentially.
  • Example: If you enter MysticHigh_Prom_, the system will generate:
    • MysticHigh_Prom_001
    • MysticHigh_Prom_002
    • ...and so on.

3. Select a Gallery Preset This is critical for controlling your pricing, downloads, and privacy settings.

• Registration Settings: If you already have a preset configured with "Gallery Registration" turned on, select it here.
• Password Protection: If you want these galleries to be password protected, select a preset that has password protection enabled. Click here to learn more about creating and managing Gallery Presets.
• Action: Once you have set your count, name, and preset, click Next.

Additional Info and Tips

This step configures the form that participants will see on their phones when they scan their QR code at the event. This form links their contact info directly to the specific gallery (and QR code) they are holding.

What This Step Does

• Links Data: Connects the physical subject to the digital gallery via the QR code scan.
• Collects Info: Gathers essential contact details (Email, Name) needed for photo delivery.
• Improves User Experience: Replaces generic file names with a friendly, event-specific title on the sign-up page.

Actions

1. Customize the Form Title By default, the form title uses the specific gallery name (e.g., MysticHigh_Prom_001). Since these are generic names, this isn't very user-friendly.

• Recommendation: Check the box for Use a custom form title.
• Action: Enter a clear, event-specific title (e.g., "Mystic Falls Prom 2025 Registration"). This assures the guest they are scanning the right code.

2. Configure Form Fields Decide what data you need to collect from each subject.

• First & Last Name: These are on by default but not strictly required.
  • Recommendation: Set First Name to Required. This allows you to personalize your bulk emails later (e.g., "Hi [First Name], your photos are ready!").
• Email: This is on and Required by default. Do not change this. You need the email to deliver the photos.
• Phone Number: Optional. Turn this on if you plan to send SMS notifications (if supported by your plan) or need it for contact tracing.

3. Submission Behavior This controls what happens on the participant's phone immediately after they hit "Submit".

• Show a Message (Recommended): Displays a simple confirmation (e.g., "Thanks! Watch your email for your photos."). Since the gallery is currently empty, this is usually the best user experience.
• Redirect to Custom URL: Use this if you want to send them to a specific webpage, such as a price list, a "What to Expect" guide, or a custom Thank You page on your website.

4. Finalize & Create Once your form looks good, click Create Galleries.

Additional Info and Tips

Once your galleries are created, the system will prompt you to download the QR codes.

What This Step Does

• Generates Assets: Creates the printable PDF cards required for the photoshoot.
• Delivers Files: Provides the download link via the Activity Monitor or Notification center.
• Enables the Shoot: Gives you the physical tools needed to link subjects to galleries.

Actions

1. Initiate the Download There are two ways to start the download process:

• Method A: The Confirmation Screen (Immediate): Once the gallery creation process finishes, a summary window will automatically pop up confirming how many galleries were successfully created. You can simply click the Download QR Code PDF button right there.
• Method B: The Workflow Menu (Later): If you closed the popup or clicked "Go to Folder," you can access the files anytime:
  • Open the QR Code Workflow Menu on your folder.
  • Under "Download folder details," click Choose file type.
  • Select the QR Code PDF.

2. Retrieve the PDF Because the system is generating hundreds (or thousands) of unique visual codes, the file takes a moment to process. It does not download instantly. To locate and save your file:

• Via Activity Monitor: Watch the Activity Monitor popup. Once the generation is finished, click the Completed tab. You will see the name of your PDF file. Click the Gray Download Icon located to the left of the filename.
• Via Notification Bell: You can also click the Notification Bell icon at the top of your dashboard. Once the file is ready, a notification will appear there with a download link.

Additional Info and Tips

How to fix: If your link expires, simply go back to the QR Code Workflow Menu and repeat the download steps to regenerate the file.

Next Step: Now that you have your stack of unique QR codes, it is time to head to your event and start photographing.

Now it is time to execute the event. Because these galleries are generic "blanks" until someone claims them, the workflow on-site is slightly different from a roster-based shoot.

What This Step Does

• Pairs Subjects to Data: Uses the physical QR card to link a random participant to a specific digital gallery.
• Captures Contact Info: Relies on the participant scanning the code to self-register.
• Sorts Images: Uses the photograph of the QR card to organize images into the correct folders automatically.

Actions

1. Preparation: Print Your Codes For this specific workflow, we highly recommend printing your QR codes.

• Why not use digital? Since every QR code looks identical and isn't attached to a specific name yet, trying to track which PDF pages you have used on a laptop or iPad is extremely difficult and prone to error.
• The Strategy: Print the entire batch. Since the codes are generic, it doesn't matter who gets which card. You can simply have a stack at your station or have an assistant hand them out at random to people in line.

2. The On-Site Workflow To ensure the photos get to the right person, two things must happen for every subject: Registration (by the client) and Photographing the QR Code (by you).

• A. The Registration (Client Action) The subject needs to "claim" the gallery.
  • Action: Ask the subject to scan the QR code with their own phone.
  • Timing: They can do this before or after you take their photo, but they must do it.
  • Result: When they enter their name and email, the system links that specific generic gallery to their contact info. This allows you to email them their photos later.
• B. The Shoot (Photographer Action) You need to link the images to that gallery.

  • The Sequence (The Golden Rule)

    1. Photograph the QR Code.
    2. Photograph the Subject (Take as many photos of this subject as you like).
    3. STOP. 
    4. Photograph the NEXT QR Code before starting the next subject.

    Critical Rule: You must always photograph the QR code before taking the subject's portraits. The system uses that QR shot as a "divider" to know where one gallery ends and the next begins.

Additional Info and Tips

Once your shoot is complete, return to your Zenfolio account to process the images. This step is where the system reads your QR codes and automatically distributes the photos into the correct generic galleries.

What This Step Does

• Ingests Images: Moves your raw shoot data (including QR shots) into the cloud.
• Decodes Triggers: Scans images for QR patterns to determine where one subject ends and the next begins.
• Organizes Galleries: Automatically sorts photos into their respective generic galleries based on the sequence.

Actions

1. Initiate the Upload

• Navigate: Go to the specific Workflow Folder you created for this job.
• Menu: Open the QR Code Workflow Menu.
• Select: Click Upload files (located under the "Upload & Auto Sort" section).
• Action: Drag and Drop your files or folders into the upload area.

2. Choose Your Matching Order This setting tells the system how to determine the sequence of your images. Choosing the wrong option here can cause sorting errors.

• Date Taken (Default):
  • Best for: Standard photography (JPG/RAW files straight from the camera).
  • Why: This uses the time-stamp metadata inside your camera files. It is the most reliable method for standard shooting scenarios.
• File Name:
  • Best for: Video, Composite workflows, or Phone Photos.
  • Why: Video files and phone screenshots often lack standardized "Date Taken" metadata, which causes sorting errors. This option forces the system to sort based on the alphanumeric file name (e.g., IMG_001, IMG_002) rather than the time stamp.

3. Configure Sorting Rules Before starting the upload, review these smart settings to help keep your galleries clean and accurate.

• Hide QR Code (Recommended: ON): This keeps the "utility shot" of the QR code hidden from your client. They will only see their portraits, not the picture of the paper code you took.
• Multi-Face Detection: Turn this on to help spot errors. The system will scan the sorted galleries and flag any gallery that appears to contain faces of different people. This is a great way to catch instances where you might have forgotten to photograph a QR code between two different subjects.
• Media Count Validation: If you followed the consistency tip in the previous step (e.g., taking exactly 3 photos per person), turn this on. Set your Minimum and Maximum image count, and the system will flag any gallery that falls outside those numbers.

4. Start Upload & Process by clicking Start Upload.

Additional Info and Tips

What happens next? The system performs this in two phases:

• Upload Phase: All images (and QR shots) are uploaded into a temporary holding tank called the "Unmatched Media Gallery."
• Sorting Phase: Once uploaded, the system reads the QR codes and moves the images following them into the correct individual galleries.

Once your upload and auto-sort process is finished, it is critical to review the results. This ensures that every subject receives only their own photos and that your generic galleries were populated correctly.

What This Step Does

• Verifies Sorting: Ensures specific images are linked to the correct generic gallery code.
• Identifies Errors: Highlights potential mismatches using system flags (shoot counts, facial recognition).
• Validates Data: Helps you distinguish between active galleries (subjects who attended) and empty buffer galleries.

Actions

1. Accessing the Advanced View

• Navigate: Navigate to the Workflow Folder where you started this job.
• Locating the Tab: Look at the horizontal menu bar containing Organize, Settings, and Design. To the right of these options, you will see two tabs:
  • Default View: Shows your standard folder hierarchy.
  • Advanced View: Shows a flat list of every gallery in that location, specifically designed for checking your data.
• Action: Click the Advanced View tab.
• Check for Flags: If the system detected potential errors (like shoot count mismatches or facial recognition issues), you will see red text on the Advanced View tab (e.g., Advanced View (2 flags)).

2. Navigating the Interface The Advanced View offers specific tools to help you manage hundreds of galleries efficiently.

• Thumbnail Size: Use the slider or options bar directly below the tabs to adjust the size of the gallery thumbnails.
• Filter: Use the filter dropdown to narrow your view.
  • All Galleries: Shows every gallery in the current folder.
  • Galleries with Flags: Shows only the galleries where the system detected a potential error. This is the best place to start your review.
  • Empty Galleries: Shows galleries with zero images.
  • Galleries with Media: Shows only galleries that successfully received images.
• Expand All Galleries: Click this button to expand every gallery in the list at once. This reveals all media items inside every gallery, allowing for a comprehensive visual check.

3. Reviewing Gallery Content When you expand the galleries, you will see the media sorted into each generic folder. Look for:

• Hidden QR Codes (Red Icon): Every gallery should start with an image of the QR code. You will see a Red Icon on this image, indicating it is Hidden. This means your client will not see this photo, which is exactly what you want.

4. Correcting Errors We recommend starting your review by using the Filter dropdown to select Galleries with Flags. This isolates the galleries where the system detected potential issues.

• The "Move To" Action (Bulk Move):
  • Hover over an image and check the box in the top-right corner.
  • Select any additional images that need to move.
  • Click the Move to button in the menu.
  • Search for the correct gallery name (e.g., MysticHigh_Prom_042) and confirm.
• Drag and Drop (Single Image): If you are moving just one image, you can simply click and drag it from one expanded gallery into another.
• Keyboard Shortcuts (Lightbox View): Clicking an image opens it in Lightbox View for a closer look. You can use these keyboard shortcuts to speed up your workflow:
  • H: Hide/Show image.
  • M: Open the "Move" menu.
  • D: Delete image.

5. Final Verification Once you have resolved the flagged galleries:

• Action: Change your filter to Galleries with Media.
• Visual Check: Do a quick visual scan to ensure that facial consistency looks correct (e.g., Gallery 001 isn't a mix of two different people).

Additional Info and Tips

Unmatched Media Tip: If you know an image is wrong but don't know who it belongs to yet, you can move it to the Unmatched Media Gallery as a temporary holding area.

Drag and Drop Limitation: Note that multi-select drag-and-drop is not supported; you must use the "Move To" button for bulk actions.

Currently, every gallery in your folder has "Gallery Registration" turned on. This means if a client visits their link right now, they will still see the sign-up form instead of their photos. You must disable registration before sending out invites. This converts the QR codes into "Direct Gallery Links."

What This Step Does

• Removes the Gate: Disables the sign-up form so clients can see their photos immediately.
• Updates Links: Converts the QR code and URL from a registration page into a direct gallery link.
• Prepares for Delivery: Ensures the galleries are ready for viewing before you send the invitations.

Actions

1. Prerequisite: Create a "No-Registration" Preset Before you begin, you need a Gallery Preset that has registration turned OFF.

• Recommendation: Go to your Presets area and duplicate the preset you used to start this workflow.
• Edit: In the duplicate, ensure Gallery Registration is unchecked/disabled.
• Save: Name it something clear, like "Event Delivery - No Reg." Click here to learn more about creating and managing Gallery Presets.

2. Select Your Galleries Navigate to the Workflow Folder for this job.

• Switch View: Ensure you are in Default View (not Advanced View).
• Organize Tab: Click on the Organize tab.
• Bulk Select: Click the Bulk Selection Checkbox located just to the left of the "Title" header in the table. This will select every item in the list.

3. Apply the New Preset With your generic galleries selected:

• Click Button: Click the Apply Preset button located just above the "Title" header.
• Select Preset: Choose the preset you prepared in Step 1 (the one with registration turned OFF).
• Review: Look at the bottom of the modal. It will confirm exactly how many galleries are about to be updated.
• Execute: Click Apply.

Additional Info and Tips

The Result: You have now successfully "unlocked" the galleries. When a client scans their QR code or clicks the link you are about to send, they will bypass the registration form and go straight to their images.

Now that you have verified your images, sorted them into galleries, and disabled the registration gate, your photos are ready for delivery.

Because your subjects registered themselves on-site, their email addresses are already linked to their specific galleries. This allows you to send everyone their photos in one bulk action.

What This Step Does

• Delivers Content: Securely sends unique gallery links and passwords to every contact on your list.
• Leverages On-Site Data: Uses the email addresses collected during the event registration to target the correct recipients.
• Streamlines Communication: Allows you to send bulk personalized emails without leaving the Zenfolio dashboard.

Option 1: Zenfolio Bulk Share (Recommended)

This is the most direct method. It allows you to send unique gallery links and passwords to every contact in your list without leaving your dashboard.

Actions

1. Initiate the Bulk Share From your main Workflow Folder, you have two ways to start this process:

• Method A: Click the orange Share button at the top right, then select Bulk share by email.
• Method B: Open the QR Code Workflow Menu on the folder and select Bulk share by email.

2. Select Recipients A window will appear asking which galleries you want to share.

• Default Selection: The system automatically selects only the galleries that have contacts assigned (i.e., the people who actually registered at the event). Empty or unregistered galleries will be skipped.
• Totals: At the bottom of the window, you will see a count of exactly how many contacts are currently selected.
• Action: Once you have confirmed your selection, click Compose Email.

3. Compose & Design Your Email You are now in the Email Composer. This is where you design the message your clients will receive.

• Critical Step (Check Templates): If you are sending invites for both Galleries and Folders, ensure you review both the Gallery Template and Folder Template tabs.
• The Password Variable: If your galleries are password protected, you must ensure the %Gallery Password% variable is included in the body of your email.
• Personalization: Since you likely collected "First Name" during registration, use the %Contact First Name% variable to start your email (e.g., "Hi %Contact First Name%, here are your prom photos!").
• Previewing Your Work: Use the Preview button at the top right to see exactly what the email will look like for a specific client.

4. Send or Schedule Once your templates are reviewed and ready:

• Send Now: Immediately queues the emails for delivery.
• Schedule Email: (Available on select plans) Allows you to pick a future date and time for delivery.

Option 2: Using a Third-Party CRM

If you prefer to export your data to use with an external platform like MailChimp or Constant Contact:

Actions

1. Download Your Data

• Navigate: Navigate to the Top-Level Folder for this job.
• Menu: Open the QR Code Workflow Menu.
• Select: Under "Download folder details," click Choose file type.
• Action: Select CSV (Subject Data).

2. Import & Mail Merge The generated CSV will include a row for every registrant, containing their Name, Email, Gallery Link, and Password.

• Import: Upload the CSV into your CRM.
• Map: Use your CRM's mail merge features to map the Gallery Link and Gallery Password columns to your email template.
• Send: Distribute your campaign.

Additional Info and Tips