Volume Portrait gallery release: step-by-step checklist

Use this checklist when you already understand the main Volume Portrait tools and need the practical sequence for preparing, building and releasing a school or daycare gallery.

1. Prepare the student collection CSV

Start with the current Workspace CSV template. If the information has been supplied in Apple Numbers, Excel or another spreadsheet format, check the headings first and then export or save the completed sheet as a .csv file.

Use the exact Workspace heading names. The importer matches the headings, not the spreadsheet column letters.
Do not shorten, rename or reword a heading to suit another application.
Confirm every student has the required login and collection information.
Check that Image Start and Image End match the final uploaded filenames, including leading zeros and filename extensions where required.
Remove blank title rows, merged cells, notes and extra tables before exporting.
Open the exported CSV and confirm that headings and rows still align correctly.

See the complete student collection CSV guide.

2. Prepare caregiver contact information

If you will email families directly, you can include caregiver details in the same collection CSV. Use caregiver1_fname and caregiver1_email, with the optional caregiver2_fname and caregiver2_email pair.

Each included caregiver needs both a name and valid email address. The same caregiver can be linked to more than one student collection. The columns may be in any order.

Use the separate caregiver import only when the caregiver details were not already included in the collection CSV.

Check every caregiver name and email address.
Confirm each caregiver is connected to the correct student collection.
Check shared caregiver addresses carefully where siblings are involved.

See how to import caregiver contacts and email school families.

3. Create the gallery

Open Image Galleries, select New Gallery and create a School/Daycare gallery. Use a clear name that includes the school or centre and the year. Complete the main gallery details and save the gallery before uploading the full job.

4. Set the price list, bulk cut-off and delivery details

Apply the correct Volume Portrait price list and review it for this job. Then set the bulk-delivery address and bulk cut-off date.

Confirm prices, packages, print sizes and digital-download options.
Confirm Class Photo and School Photo products are included where required.
Check that the bulk cut-off gives enough time for production and delivery.
Use Queensberry's specific end-of-year turnaround guidance when the job falls in the November–December peak.
Make sure the dates used in the gallery and family emails agree.

5. Upload the finished files

Upload the renamed, print-ready files. Wait for processing to finish and confirm the expected number of images is present. Do not rename uploaded files without updating the working CSV. The image ranges in the import must match the actual filenames.

6. Import the CSV and create the collections

Use Auto Create Collections and apply the completed CSV. Review the imported data before processing it. Where the CSV identifies Class Photos, Workspace adds and classifies them. Add School Photos to the relevant collections and mark them as School Photos in Workspace.

Stop and correct the source spreadsheet if headings are not recognised.
Do not manually work around a bad import and leave the source CSV unchanged.
Wait for the collection process to finish.
Compare the number of created collections with the number expected.
Open sample collections from the beginning, middle and end of the file.
Confirm each sample collection contains the correct individual and shared photographs.
Check that Class Photos imported from the CSV are marked correctly. Add and mark School Photos manually. Individual portraits should remain standard images.
Open several collections in the customer view and confirm the intended price list, products, packages and prices appear.

See how Class Photo and School Photo products work.

7. Check the Login Portal

Open the gallery's Login Portal and test several real student credentials. Confirm the gallery name, branding and instructions are correct and that each login opens only the intended collection.

See how to create a login page for school galleries.

8. Set up the release email

In the Gallery Sales Workflow, create or review the initial gallery-release email.

Select Pre-registered as the audience for the initial release where that is the intended recipient group.
Use the correct school name, gallery details, ordering deadline and delivery explanation.
Confirm the email button opens the correct gallery or login experience.
Choose the intended release date and time.
Check the sender details, subject line and reply address.

9. Set up the follow-up emails

Add the appropriate reminders after the release email. A typical sequence may include an ordering reminder, a bulk cut-off reminder and confirmation that the photographs are on their way to the school.

For a general reminder, select All Registered Users where appropriate. If the current workflow offers a condition for registered users who have not purchased, use it for sales reminders so families who have already ordered do not receive unnecessary prompts.

Review the audience, trigger, date and time for every email separately. Do not assume that copying an existing workflow has updated its school name, dates or links.

10. Publish the workflow actions

Make each email or automation Published once its content, audience and timing have been checked. An unpublished action will not run as part of the live workflow.

Confirm the release email is published.
Confirm each follow-up email is published.
Check dates and delays occur in the correct order.
Check no custom date is already in the past.
Confirm the bulk cut-off date matches the gallery settings.

11. Test before release

Complete a final customer-view check before activating the workflow. Test representative logins, image collections, products, packages, crops, delivery choices and checkout. Send a test email where available and check its button.

Use the complete Volume Portrait pre-release checklist.

12. Apply and activate the workflow

Apply the completed Gallery Sales Workflow to the correct gallery. When every part of the gallery and workflow is ready, use Activate Workflow. Activation is the release action. It makes the workflow live for the gallery and starts eligible actions according to their triggers and timing.

See how to activate a Gallery Sales Workflow for a school gallery.

13. Check the live release

Confirm the workflow release date appears in the gallery.
Open the live Login Portal again.
Monitor replies, sales and file concerns.
Correct both Workspace and the working CSV if any source data needs to change.

Quick release sequence

Check and export the student collection CSV.
Prepare caregiver contact data.
Create the School/Daycare gallery.
Set the price list, bulk cut-off and delivery details.
Upload the final files.
Import the CSV, then check the collections, image classifications and price list.
Test the Login Portal.
Create the release email for Pre-registered recipients.
Create follow-ups for the appropriate registered-user audience.
Set every date, time and trigger.
Publish the workflow actions.
Complete the customer-view test.
Apply the workflow and select Activate Workflow.
Check the live release.

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