Plan a move to Workspace in stages. Keep your current service available until you have confirmed that the galleries, downloads, sales and client links you need are working in Workspace.
List what you currently rely on
- active and archived galleries;
- image files and gallery organisation;
- download delivery;
- price lists, packages and coupons;
- customer and order records;
- gallery links embedded in your website; and
- emails or automation associated with each gallery.
Export information your current provider makes available and keep your own secure copy of the image files.
Choose the appropriate Workspace plan
Compare the features and storage required for the galleries you intend to keep online. See Which Queensberry Workspace plan is right for me? and Workspace storage allowances explained.
Build one representative gallery first
- Create a gallery with typical privacy requirements.
- Upload a representative image set.
- Recreate any useful categories or collections.
- Configure downloads or a price list where required.
- Review the client experience and checkout.
This reveals differences before you move every job.
Update client links carefully
Replace links on your website, emails and saved templates only after the new destination is available. A gallery link from another provider will not automatically redirect to Workspace.
Move active work before archives
Prioritise galleries that clients still use. Decide whether every historical gallery needs to be recreated or whether a secure offline archive is sufficient.
Tell affected clients
If the link, password, download process or expiry changes, send the client clear new instructions. Do not assume they will discover the replacement gallery themselves.
Give existing clients notice before the old service closes
Historical galleries and their links are not automatically transferred from another provider to Workspace. Consider emailing existing clients before you close the previous service, particularly when they may still rely on an old gallery.
Your message can:
- explain that you are moving to a new gallery provider;
- give the date their existing gallery or link will stop working;
- encourage them to download any files they still need before that date;
- explain that older galleries will not automatically appear in the new system; and
- invite them to contact you if they need access or a replacement link later.
Only promise future access that fits your own file-retention and archive policy. Moving platforms does not mean you must recreate every historical gallery.
Example client message
Hello [Client name],
We are moving our online galleries to a new provider. Your current gallery will remain available until [date], so please download any photographs you would like to keep before then.
Older galleries will not automatically move to the new system. If you need access after the date above, please reply to this message and we will let you know what we can make available from our archive.
Thank you,
[Studio name]
