When inviting a client or guest to their gallery, ensuring seamless access is essential — no forgotten passwords, no cumbersome login screens, and no prolonged troubleshooting. Zenfolio's gallery access system employs an efficient combination of Magic Links and Access Codes, allowing your clients to view their photos promptly and securely. Additionally, this system enables you to address any access concerns independently, without the need to contact support.
This article will walk you through:
- How Magic Links work
- What happens when a Magic Link expires or can't be used
- How Access Codes are sent and entered
- How clients can create and manage their Client Portal account
- How you, as the photographer, can help clients get back into their gallery at any time
How Magic Links Work
Whenever you add a client or guest to a Gallery and send them an invite, Zenfolio automatically includes a Magic Link in that message. This link is designed to get your client directly into their gallery with zero friction.
Here's what happens when your client clicks their Magic Link:
- New clients (who have never accessed your Client Portal before) are taken straight into the Gallery. They don't need to create a password or fill out any forms.
- Returning clients (who already have a Client Portal account with a password set up) are also taken straight into the Gallery. They don't need to enter their password either.
In both cases, the experience is seamless. Click the link, see the photos.
| Important Note: Magic Links are valid for 24 hours and can only be used on a single device. If your client tries to open the link in a different browser, an incognito or private window, on a different device, or after the 24-hour window has passed, the Magic Link will no longer grant automatic access. |
What Happens When a Magic Link Is Expired or Can't Be Used
No need to worry! Your clients will not be locked out of their gallery. If Zenfolio detects that a Magic Link is no longer valid, the system will automatically guide your client through a quick alternative access flow.
Here's how that process works:
Step 1: Zenfolio Checks for a Password
When your client clicks an expired or invalid Magic Link, the system first checks whether that client has ever set up a password for their Client Portal account.
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If they have a password, a prompt will appear giving them two options:
- Enter their password to access the Gallery directly.
- Request an Access Code instead (useful if they've forgotten their password or simply prefer not to use one).
- If they have never set up a password, the system skips the password prompt entirely and moves straight to sending an Access Code.
Step 2: Sending the Access Code
If your client requests an Access Code (or has no password on file), Zenfolio checks whether a phone number is associated with their account.
- If a phone number is on file, your client will be asked whether they'd like their Access Code sent via SMS or email — they can choose whichever is most convenient.
- If no phone number is on file, the Access Code is automatically sent to their email address on file.
| Note: Access Codes are a six-digit code and are valid for 15 minutes. After 15 minutes, they expire and a new code will need to be requested. |
Step 3: Entering the Code
Once the Access Code is delivered, your client will see a field on screen where they can enter it. After entering the correct code, they are immediately granted access to the Gallery.
Encouraging Clients to Create a Password (Optional)
Once a new client accesses your Client Portal for the first time, they may see a delayed pop-up inviting them to create a password for their Client Portal account.
What is a Client Portal account? Your Client Portal is a dedicated space for your clients, connected specifically to your photography business. Once a client has a portal account, they can view all the Galleries they have activity in, track their orders, save favorite images, and manage their personal details — all in one place. It is not a Zenfolio account; it belongs to your client relationship with them.
Creating a password is completely optional. Your client can dismiss the prompt and continue using Access Codes every time they need to log in. There is no requirement to create a password, and clients can rely on Access Codes indefinitely.
| Pro Tip: Let your clients know that creating a password is optional but can make future logins quicker if they access their gallery frequently from the same device. |
How Clients Can Manage Their Client Portal Account
Once inside the Gallery, your clients have access to their Client Portal account. They can reach it by clicking the Account icon at the top right of the Gallery.
From there, your client can:
- View all Galleries they have activity in — a helpful way to find photos from other sessions or events.
- Save and revisit favorite images across their galleries.
- Review their orders and access purchase history.
- Update their account details — including their email address or password.
| Important Note: For security purposes, any time a client attempts to save changes to their account details (such as updating their email or password), Zenfolio will require them to verify their identity first. A verification code will be sent to the email address or phone number currently on file before any changes are saved. |
How You Can Help Clients Get Back Into Their Gallery
One of the biggest advantages of this new access system is that you, as the photographer, can resolve most client access issues on your own — quickly and without needing to contact Zenfolio support.
Here are two ways to help a client who is having trouble accessing their gallery:
Option 1: Send a New Gallery Invite
If a client's Magic Link has expired or they can't find their original invite, the simplest solution is to send them a fresh one.
- In your Zenfolio account, navigate to the Gallery the client needs access to.
- Go to the Settings of the Gallery.
- Open the Gallery Setting's Contacts tab.
- Use the
3 vertical dots icon next to their name.
- Select Send Email.
This generates a brand-new Magic Link and delivers it directly to your client. When they click it, they'll be taken straight into the Gallery.
| Pro Tip: This is the fastest way to help a client who says "my link isn't working." A new invite takes just seconds to send and resolves the issue immediately. |
Option 2: Copy and Send an Access Link Directly
If you'd prefer to send the link through your own channels — such as a text message, WhatsApp, or direct message on social media — you can copy a fresh access link right from the Gallery's contacts list.
- In your Zenfolio account, navigate to the Gallery the client needs access to.
- Go to the Settings of the Gallery.
- Open the Gallery Setting's Contacts tab.
- Use the
- Select Copy Access Link from the menu.
Paste and send that link to your client however you prefer: via text, email, or any messaging app. When your client clicks this link, it will take them directly into the Gallery, just like a freshly sent Magic Link.
| Note: The Copy Access Link option generates a new, valid access link each time you use it. This is especially useful if your client prefers to receive links through a channel other than the available Zenfolio Gallery sharing methods. |
Summary: How the Full Access Flow Works
Here's a quick reference of the complete client access journey:
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Client receives invite → Magic Link is included in received invite.
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Client clicks Magic Link within 24 hours on the same device → Taken directly into the Gallery. No password required.
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Magic Link is expired, used in a different browser, or on a different device:
- Has a Client Portal password? → Prompted to enter password or request an Access Code.
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No password (or chooses Access Code):
- Phone number on file? → Asked whether to receive the code via SMS or email.
- No phone number on file? → Access Code sent automatically by email.
- Client enters the 6-digit Access Code (valid for 15 minutes) and gains access.
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New client, first visit → Optional delayed prompt to create a Client Portal account password appears after entering the Gallery.
- Client updates account details → Verification code sent to email or phone on file before changes are saved.
For more information on adding clients and guests to a Gallery, Click Here for more information about Managing Gallery Contacts.
For help sending Gallery invites, Click Here for more information about Sending Gallery Invitations.
If you have additional questions about the gallery access flow, our helpful Zenfolio Pros are here to help, reach out to our support team anytime.