Create a Gallery Sales Workflow once, then apply it to galleries that use the same communication pattern. The workflow belongs to the gallery: you do not add contacts to it manually. When you apply and activate the workflow, its actions use the gallery's registered users and the triggers or audience conditions you select.
Open Gallery Sales Workflows
Open Client Management → Gallery Sales Workflows.
Choose a starting point
You can:
- Copy an available workflow template to your own workflows; or
- Create a blank workflow and build the sequence yourself.
A copied template remains editable. Read every item before using it with a live gallery.
Name and classify the workflow
Add a recognisable name and short description, then choose the gallery type: Client Gallery, Print Shop or School Gallery. The type determines where you can select the workflow later.
Use names that make the purpose clear, such as School gallery — bulk delivery or Wedding gallery — print promotion and follow-up.
Add workflow items
Add the emails, promotions, actions or banners needed for the customer journey. For each item:
- Give it a clear internal name.
- Select the appropriate trigger or audience condition.
- Set any required date, number of days or time.
- Write and brand the content for your business.
- Check the call-to-action link and any promotion details.
- Set the automation to the intended status.
The exact sequence depends on the gallery. Start with the messages your customers genuinely need, then add useful reminders based on their behaviour.
Example: school gallery workflow
A school workflow often follows a fixed ordering period and bulk-delivery date. Use a different Gallery Sales Workflow for each school. You can copy the same starting workflow, but each school needs its own version so its name, gallery, registered users, release date, bulk cut-off and delivery communications remain separate.
A useful sequence could include:
- Gallery release: Tell pre-registered caregivers that the photographs are ready. Include the school name, ordering deadline, delivery explanation and a button that takes them directly to the gallery or login experience.
- Ordering reminder: Remind registered users who have not purchased, where that audience condition is available. Restate the bulk cut-off and explain what changes for orders placed later.
- Final bulk-delivery reminder: Send a short message shortly before the cut-off. Make the date and time unmistakable and avoid implying that the cut-off is the delivery date.
- Abandoned-cart follow-up: Where the workflow provides an abandoned-cart trigger, remind customers who started an order but did not complete checkout.
- Production or dispatch update: After the bulk order has progressed, confirm that the photographs are being produced or are on their way to the school. Explain that the school or centre will distribute them after receiving the shipment.
- Later-order information: If the gallery remains open after the bulk cut-off, explain that families may still order and will pay shipping where required.
School dates vary. Update every copied message so its school name, release date, bulk cut-off, delivery wording and support details agree with the gallery settings. In November and December, use Queensberry's current end-of-year turnaround guidance.
Example: wedding gallery workflow
You would normally release a wedding gallery by sharing it directly with the couple rather than using a Gallery Sales Workflow to deliver the initial announcement. After sharing the gallery, a workflow can support print sales and relevant follow-up.
A useful sequence could include:
- Print introduction: Introduce the prints, wall art or albums available from the gallery and explain how to order. Keep the message relevant to the price list attached to that gallery.
- Early-bird offer: If you choose to offer a genuine introductory promotion, explain the offer, expiry date and conditions clearly.
- Print reminder: Remind registered users about the available products while the offer or gallery remains relevant. Where available, direct the message to people who have not yet purchased.
- Abandoned-cart follow-up: Where available, remind customers who placed products in the cart but did not finish the order.
- Gallery-expiry reminder: If the gallery has an expiry date, send advance notice so your clients have time to download, favourite or order. Do not use expiry language when you intend to keep the gallery open.
- Review or referral request: Once your clients have had time to enjoy their photographs, invite an honest review or referral where this suits your client experience.
Not every wedding gallery needs every message. A smaller, well-timed sequence is better than repeatedly contacting your clients without a useful reason.
Use triggers and audiences deliberately
Triggers determine when an action becomes eligible. Audience conditions determine which gallery users should receive it. Review both for every workflow item.
- Use release-based timing for messages that should occur a set number of days after you activate the gallery.
- Use custom dates for genuine calendar deadlines, such as a school bulk cut-off.
- Use behaviour-based conditions, where available, for actions such as abandoned-cart reminders or reminders to registered users who have not purchased.
- Use all registered users only when the information is relevant to everyone in that gallery.
Do not use a sales reminder intended for non-purchasers when it would unnecessarily contact customers who have already ordered.
Review the complete sequence
Read the workflow in chronological order and check:
- Messages do not conflict, overlap or repeat the same information unnecessarily.
- Custom dates belong to the current gallery and are not already in the past.
- The gallery name, dates, links, products, promotion and delivery wording are correct.
- The intended audience or behavioural condition is selected for every message.
- Release, reminder and fulfilment messages occur in a sensible order.
- Each action that should run is published.
Apply and activate the workflow
Save the workflow, then apply it to the appropriate gallery. Review the gallery, its registered users, settings and dates before selecting Activate Workflow. Activation makes the workflow live for that gallery and starts eligible actions according to their triggers and timing.
After activation, check the live gallery journey and monitor the first actions. If you reuse the workflow later, review every date, link and gallery-specific detail again.
