Photography events

Creating a New Photo Event

A photography event is like a dedicated gallery for photos taken at a specific situation or session. You can view all your events under Photography events, where you can also create new events.

How to create a new photo event:

1. Click “+ New Event.”

2. Give the event a name.

3. Select the event type:

• Standard Photo Event
  All photos are visible under the same code. Suitable for portraits and family photo sessions.

• School or Club Photography
  Each subject gets a personal code and sees only their own photos. Pre-registration and consent forms can be used. Group photos are visible only to members of that group.

• Photography Session
  Similar to school or club photography but without pre-registration. Customers receive a photo code after the session.

• Public Photo Gallery
  All photos are publicly viewable. Suitable for event photos you wish to sell broadly.

Photo Codes and Session Codes

Photo events use photo codes (a unique 4–8 character alphanumeric code) for identification. For large-scale sessions, you can use QR-coded session codes to speed up management. Photograph the QR code card before taking the subject’s photos, allowing the system to automatically assign the photos to the correct code.

Managing Registration Fields

If you want to remove a registration field, click “Remove these fields from login.”

To add a custom field:

1. Click “Add registration field.”

2. Enter a title (e.g., Family Session) and the field value.

3. Choose the response type (text, checkbox, or multiple choice).

4. Save your changes.

You can also add custom instructions under Instructions for the registration phase.

Managing Group Photos

• Photograph the QR code for group photos before taking the photo.

• Crop the image to your preferred print size.

• You can add an automatic frame (logo, event name, group name, year) under Product Graphics or use your own template.

• If using a Photoshop template, indicate the optimal image size using the gear icon in the upper right corner of the image.

Sending Wilma Photos to Schools

You can send the school a link to view and select class photos, or email them a downloadable photo package. Ensure the group and individual names are correct and the selected photos are the ones you intend to send. Once ready, you can upload the photo package for the school’s use.

Uploading Photos and Managing Orders

• Upload photos as high-resolution JPG files (e.g., long edge 4000 px, 300 dpi).

• If you wish, you can enable “Process photos after order” to get notified of orders before delivery, allowing you to edit the photos calmly before sending them to the customer or lab.

• If the photos are already edited, they will be sent directly to production after ordering.

Publishing to Customers

When you publish a photo event, your customer will receive an email with instructions on how to view and order their photos, including any available early-bird discounts.

Tip for Practice

You can practice creating a photo event for yourself:

1. Create an event.

2. Upload some photos.

3. Publish the event to your own email and test the order flow from start to finish.

Need help?

If you need assistance, you can find answers in our Frequently Asked Questions section. You can also contact our customer support anytime using the feedback form. We are happy to help you manage your photo events smoothly!