Create the gallery only after the files, access model, products and working CSV have been planned. A careful setup is easier to test and safer to release to a large group of families.
1. Create the gallery
In Workspace, open Image Galleries and select New Gallery.
• Give the gallery a clear school or event name. Including the year makes it easier to find later.
• Select School/Daycare as the gallery type.
• Choose the appropriate settings and save the gallery.
2. Upload the final photographs
Select Upload Images and upload the renamed, print-ready files. Check that the upload is complete before creating collections.
Confirm that filenames, extensions and sorting agree with the working CSV. Do not make unrecorded filename changes after the CSV has been prepared.
3. Create student collections where used
If the gallery uses unique student access, select Auto Create Collections and choose the completed collection CSV.
Workspace displays the imported data for review. Check the headings, rows and image references, then process the data. Wait for processing to finish before leaving or refreshing the page.
Open collections from the beginning, middle and end of the CSV and confirm that each contains the intended individual and shared photographs.
Learn how CSV image ranges and student logins work.
4. Organise a shared gallery where used
If every family will use one shared gallery, organise the photographs with categories such as classroom, year group or team. Review package image-population settings because packages cannot be mixed across categories.
Set up one shared gallery for all school photographs.
5. Mark the image types
Select the relevant images and use Edit to mark them as Standard Images, Class Photos or School Photos. Check that each image type connects to the products intended for it and that digital-download restrictions are correct.
Understand Class Photo and School Photo products.
6. Complete the gallery settings
Review the design, privacy, price list, packages, watermark, workflow, bulk-delivery address and cut-off date. Do not rely only on account defaults.
7. Test the complete customer journey
Test representative credentials, collections, products, packages, crops, delivery choices and the shopping cart. Place a representative test order before inviting families.
Use the Volume Portrait pre-release checklist.
8. Hand the completed gallery into communication and release
Once the gallery and its collections have been built and tested, choose how families will receive access.
• If the school will distribute the information, give it the tested Login Portal link, private student credentials and clear deadline and support instructions.
• If you will email families directly, include the optional caregiver columns in the collection CSV. Use the separate caregiver import only when those details were not already included.
The detailed email setup and workflow activation steps are covered separately:
Import caregiver contacts and prepare family emails.
Activate the Gallery Sales Workflow after testing is complete.
