In this article, we will go over where the system emails are set to send within the platform.
Want to learn more about Email Packages and Templates? Check out these articles:
Emails Sent to the Client
Gallery is ready
Location: Share Tab (of the Gallery) → Main Client Gallery Email Invite
Purpose: This template is used to invite the Main Client to the gallery via email.
Photographer Invited
Location: Share Tab (of the Gallery) → Photographer Invited Gallery Email Invite
Purpose: This template is used to invite the photographer invited visitor to the gallery via email.
Visitors Access Requests Waiting
Location: Location: Share Tab (of the Gallery) → Access Request
Purpose: Will let visitors pre-register and will be notified when the gallery is online. For private galleries, visitors can request access to view the gallery.
Invite Vendor to Gallery
Location: Vendors Tab (of the Gallery) → Share Photos with Vendors
Purpose: This template is used when you email Vendors letting them know their selection of images is ready in the gallery.
Invite Vendor to Past Galleries
Location: Vendors Tab (in the Settings) → Past Invited → Assign to Galleries
Purpose: If you have previously invited your vendors to galleries as Photographer Invited users, you can update their user type to Vendor for those galleries. You can update and send this email, or skip sending it. Learn more here.
Client Selection is Open
Location: Workflow Tab (of the Gallery) → New Selection Request
Purpose: This template is used when you create a new selection request and send the email to your clients.
Client Selection not Completed
Location: Automatically generated reminder email when a selection is incomplete in the Workflow tab.
Purpose: After you create a client selection, a reminder email will be sent out to your client to complete the selection. The reminder email goes out every two weeks.
Proofing Opened
Location: Workflow tab (of the Gallery) → New Album Proofing
Purpose: When you create a new album proof, an email can be sent out to the client notifying them that the proofing has been opened.
Proofing Closed
Location: Client Gallery → Review Photos → Send to Photographer (to close Proofing)
Purpose: This email is sent out to the client when they complete reviewing the proof sent by the photographer and click Send to Photographer in the gallery proofing tool.
Send Photos to User
Location: Workflow Tab (of the Gallery) → Send/ Download Photos
Purpose: Use this email to send out a zip folder containing all or a group of photos.
User Download is Ready
Location: Client Gallery → Download Photos → Prepare & Notify Me
Purpose: If a gallery visitor tries to download the high-resolution files while they’re still being uploaded by the photographer (or in archive storage), they can select to be notified when the photos will be ready. This email will be sent once the photos are ready.
Order Confirmation
Location: Client Gallery Store → Place an Order
Purpose: When a client places their order, they will receive an order confirmation email with their order details.
Free Order Confirmation
Location: Client Gallery Store → Place an Order with an Order Total at 0
Purpose: When a client places their order with their total at $0, they will receive this order confirmation email with their order details (as opposed to the regular Order Confirmation template).
Order Pending - Photographer Hold
Location: Client Gallery Store → Place an Order (Photographer has a Hold Period Specified)
Purpose: If the photographer has a hold period specified in the store (a number of hold days that the photographer has to approve the order), the client will receive this email once they place their order.
Order Pending - Errors in Process
Location: Client Gallery Store → Place an Order but there is an error with the order files (e.g. the high-resolution files haven’t finished uploading yet).
Purpose: This email will let your client know that the order will be processed shortly after the errors have been corrected. The errors can be reviewed and fixed in the store Order tab.
Order Pending - Offline Payment
Location: Client Gallery Store → Place an Order (photographer has selected to collect the payment in the Store Offline)
Purpose: This email is sent to the client if the photographer chooses to collect the store payments Offline (outside of Pic-Time). The purpose of this email is to give your client directions on how they can expect to pay for their order outside of Pic-Time.
Order Shipped
Location: Order marked as shipped by the printing lab
Purpose: Once the order is marked as shipped, an email with the tracking information is sent out to the order recipient.
Order Self-Shipped
Location: Order marked as shipped by the photographer (self-fulfill orders)
Purpose: Once the order is marked as shipped, an email with the tracking information is sent out to the order recipient.
Order Ready for Pickup
Location: Sales & Automation tab → Orders → Order marked as Ready for Pickup
Purpose: Notifies the recipient that their order is ready for pickup.
Product Saved for Later
Location: Client Gallery Store → Design an Item → Save for Later
Purpose: Gallery user will receive an email notification when they save a design.
Request Testimonial
Location: Dashboard Tab → Send a Testimonial Request
Purpose: Send a direct email to your client to request a testimonial.
Gallery Access Granted
Location: Share Tab → Approve Request (under gallery Pre-Registration/Request Access)
Purpose: An email is sent out to the gallery visitor to let them know that they have access to the gallery.
Gallery Access Request Waiting
Location: Share Tab → Requests will be approved by the Main Client OR photographer
Purpose: An email is sent out to the Main Client (when they are able to approve access requests) to notify them of pending requests that they can approve in their client dashboard. For more info on this feature, click here.
Gallery Account was Created
Location: Client Gallery → Create a new account → Change password from a suggested password
Purpose: When a gallery client or visitor creates an account for themselves and creates their own password, they will receive an email to notify them that an account has been created. To learn more about how an account is created, click here.
Gallery Account was Created, sending personal code
Location: Client Gallery → Create a new account → Choose the suggested password
Purpose: When a gallery client or visitor creates an account for themselves and chooses the suggested password, they will receive an email to notify them that an account has been created with their password in the email. To learn more about how an account is created, click here.
Send Designed Product
Location: Client Gallery → Dashboard → Support Your Client → Help Client With Product Design → Photographer designs a product in the product editor → Photographer clicks the Send to Visitors button and sends the design to a user.
Purpose: When the photographer designs a product in the gallery store, there is a Send to Visitors button that can be used to share the design with users. The Send designed product email will send to the user and the design will show in their store as a Made For You product.
Gallery Expiration Alert - 1 week, 4 days, 1 day
Location: Gallery Setup → Expire Gallery Settings
Purpose: You can set the gallery expiration date and emails will be sent to the Main Client 7 days, 4 days, and one day before expiration.
Gallery Expiration Notification
Location: Gallery Setup → Expire Gallery Settings
The email is sent out once the gallery is expired.
Refer a Friend
Location: Photographer Main Dashboard → + Earn by inviting friends! button
Purpose: Invite your photographer friends to Pic-Time to earn free months. For each friend who upgrades to a paid plan, you'll both receive one month free.
Slideshow Download is Ready
Location: Client Gallery → Download Slideshow
Purpose: If a gallery visitor tries to download the slideshow while it's still being prepared, they will be notified when the slideshow will be ready. This email will be sent once the slideshow is ready.
Download Photos From Package Order
Location: Client Gallery Store → User places an Order for a Product Package that includes high-res downloads
Purpose: Notifies the recipient when the high-res files included in their Product Package are ready for download.
Emails Sent to the Photographer
Please Note: In order to receive the User has downloaded photos, User selections completed, and Proofing was made by client emails, you must check the box to receive the emails within the Email Package.
User has Downloaded Photos
Location: Client Gallery → User downloads photos
Purpose: Notifies the photographer when a user has downloaded photos.
User Selections Completed
Location: Client Gallery → Client completes selection and clicks Send to Photographer
Purpose: Notifies the photographer when a client completes their selection request.
Proofing was Made by Client
Location: Client Gallery → Client reviews the album proof and clicks Send to Photographer
Purpose: Notifies the photographer when a client finishes reviewing their album proof.