The bulk-shipment cut-off does not need to be the end of gallery sales. Many school photographers leave galleries available after the bulk order has been consolidated because families often return and order at a later date.
The bulk cut-off only changes the delivery options
The Bulk Shipment Cut Off Date is the first day the bulk-delivery option is no longer available. It does not automatically close or remove the gallery.
After the cut-off, parents can continue ordering while the gallery remains active. They will pay for shipping where required, using the delivery options available at checkout. Make this distinction clear so families do not mistake the bulk cut-off for the final opportunity to order.
Leave the gallery available for later sales
There can be a valuable period of later ordering after the main school campaign. Families may return when they have more time, decide they want additional copies, or place orders for relatives.
If you leave the gallery active:
• Remove or update any wording that still promises bulk delivery.
• Make the current shipping options and charges clear.
• Keep the gallery, price list and files available for ordering.
• Continue monitoring Gallery Sales, questions and file concerns.
• Review any Gallery Sales Workflow messages so expired deadlines or promotions are not sent.
Decide whether you need a final closing date
You can keep the gallery available for as long as it suits your business and your agreement with the school. If you decide to close it later, tell the school and families the exact date in advance and make it clear that this is different from the earlier bulk-shipment cut-off.
Complete outstanding work before archiving or deleting
Before removing a gallery from active use:
• Review Gallery Sales for unpaid, incomplete or unusual orders.
• Confirm the bulk shipment and any custom-address orders have been handled.
• Resolve known file issues and complaints.
• Check whether late students or retakes are still expected.
• Confirm any promised family follow-up has been completed.
Archive the gallery when you no longer want it active
Archiving removes the gallery from the active working list while keeping it available in Archived Galleries. This can be useful when active ordering has finished but you may still need the gallery or its history for support and record-keeping.
Archiving is optional. You do not need to archive a gallery simply because the bulk-delivery period has ended.
You can delete the gallery if you choose
You can choose to delete the gallery when you are certain it and its associated information are no longer required and Workspace permits the deletion.
Check outstanding orders, support issues and your record-retention responsibilities first. A gallery with unresolved or uncharged orders may not be suitable for deletion.
Export and retain the records you need
Depending on your workflow and retention policy, keep:
• The final working importer CSV.
• Any corrected versions and a note of what changed.
• The final exported image files and class-photo designs.
• Student credential records stored securely.
• The Gallery Sales export and affected order references.
• Bulk-delivery details and distribution notes.
• Complaint, replacement and reprint records.
Follow your privacy obligations and documented retention policy. Do not keep personal information indefinitely without a clear reason.
After the bulk cut-off checklist
• Families understand that bulk delivery has ended, not necessarily gallery ordering.
• Later orders use the shipping options and charges available at checkout.
• Expired bulk-delivery wording and workflow messages have been updated.
• The gallery remains active while you want to accept later sales.
• Outstanding orders and complaints are resolved before archiving or deletion.
• Required sales, CSV and file records are retained appropriately.
• The gallery is archived or deleted only when you choose to remove it from active use.
