Pre-registration helps you build a permission-based contact list before photographs are released, connect families with their student access details and communicate directly from the gallery. Used well, it reduces work for the school and gives parents a clear route from the email to the correct gallery.
Pre-registration does not replace accurate student collections, User IDs and Passwords. Set up and test those first so the contact list, credentials and gallery access all agree.
How families can be added to the pre-registration list
There are two common ways to build the list:
• Families can register themselves through the gallery's pre-registration page.
• You can import caregiver details and student credentials from a CSV.
You can use either method or a combination of both. Check for duplicate or outdated email addresses before sending.
Enable and share the pre-registration page
In the gallery settings, enable Pre-Registration and customise the registration description. The gallery provides a registration URL that you can give to the school or centre before the photographs are released.
The form collects:
• First name.
• Last name.
• Email address.
• Consent to be contacted.
Ask the school to share the registration URL through its usual family channels. Explain which school or event the registration relates to, why families should register and what messages they can expect.
Example pre-registration invitation
School photographs are coming
[Studio Name] will be photographing students at [School Name]. Register below if you would like us to email you when the photographs are ready to view and order.
Registering does not place an order. We will use your details to contact you about this school photography gallery.
Include caregiver details with the collection CSV
The simplest option is to add caregiver details to the same CSV used with Auto Create Collections. The caregiver columns are optional:
• caregiver1_fname
• caregiver1_email
• caregiver2_fname
• caregiver2_email
You may include one caregiver or two. For each caregiver you include, provide both a name and a valid email address. The same caregiver can be linked to more than one student collection.
If you include caregivers in the collection CSV, do not import those records again using the separate caregiver file.
Use a separate caregiver CSV only when needed
Use the separate pre-registration import only if caregiver details were not already included in the collection CSV. It connects caregiver email addresses with existing student collections.
The current headings are:
• user_id
• password
• caregiver1_fname and caregiver1_email, or
• caregiver2_fname and caregiver2_email
Include at least one complete caregiver name-and-email pair. The second caregiver pair is optional, and the columns may appear in any order. Older headings such as User id, Caregiver1 fname and Caregiver1 email are still recognised for compatibility.
The user ID and password must identify the student's existing Workspace collection. If the collection was created with an automatic password, use auto so Workspace reuses the existing collection without replacing its generated password.
Import a separate caregiver CSV
In the gallery:
• Open the activity menu and select Pre-Registered.
• Select Import CSV.
• Choose the completed CSV file.
• Review the uploaded columns and data shown by Workspace.
• Correct the source CSV if a heading or value is wrong, then import it again.
• Process the data and wait for the import to finish.
• Reopen Pre-Registered and check the names, email addresses and associated collections.
Test representative records from the beginning, middle and end of a large file. If you correct a record manually, make the same correction in the working CSV before importing it again later.
Manage and check the list
The Pre-Registered panel shows the client name, email address, associated collection and registration date. It also provides:
• Import CSV to add records.
• Export CSV to download the current list.
• Email List to compose a message to registered families.
Remove clearly incorrect entries and check that each address belongs to the intended family. Use the list only for the purpose described when consent was collected.
Set up your gallery emails
Plan the messages before releasing the gallery. A useful sequence may include:
• A release email when photographs become available.
• A reminder during the ordering period.
• A reminder before free bulk delivery ends.
• A later reminder if the gallery remains available after the bulk cut-off.
You can use Email List for a one-off message. Enter the reply address, subject and message, review the recipient list and use the Client Name merge tag where appropriate. You can also send yourself a copy for checking.
For scheduled release and follow-up communication, select the appropriate Gallery Sales Workflow. Review every automation, message and date for the current school before activating it.
The email button opens the gallery
The gallery email includes a button that takes the recipient directly to the gallery. Where the imported User ID and Password have been matched correctly, the family can follow that button into the relevant gallery access rather than finding and entering a general gallery URL themselves.
Test the button before sending to the complete list. Confirm that it opens the intended gallery or student collection, works on a phone and does not expose another student's photographs. Do not place a complete list of student credentials in a shared or public message.
Example release email
Subject: Your [School Name] photographs are ready
Hi *|Client Name|*,
Your photographs from [School Name] are ready to view and order.
Use the button below to open the gallery. Orders placed by [date and time] can use free bulk delivery to [School/Daycare Name]. After that date, the gallery may remain available, but shipping charges will apply where required.
If you have trouble viewing the photographs or placing an order, reply to this email or contact us at [contact details].
Kind regards,
[Studio Name]
The call-to-action button is supplied with the gallery email. Give it a direct label such as View and order photographs.
Example ordering reminder
Subject: A reminder about your [School Name] photographs
Hi *|Client Name|*,
This is a reminder that your [School Name] photographs are available to view and order.
Free bulk delivery to the school ends at 11:59pm on [date]. Orders placed later may still be possible, with shipping charged where required.
Use the button below to return to the gallery.
Kind regards,
[Studio Name]
Example message after the bulk cut-off
Subject: You can still order your [School Name] photographs
Hi *|Client Name|*,
The free bulk-delivery period has now ended, but the gallery remains available for ordering.
Use the button below to view the photographs. The shipping options and any applicable charges will be shown at checkout.
Kind regards,
[Studio Name]
Communicate dates precisely
Use exact dates and times. Keep these separate:
• The gallery release date.
• The free bulk-delivery cut-off.
• Any promotion or coupon deadline.
• Any final gallery closing date.
• The expected production and school-distribution period.
Do not describe the bulk cut-off as the date photographs will be delivered. November and December are peak production months, so check Queensberry's current end-of-year turnaround guidance before promising a delivery period.
Pre-registration and email checklist
• Pre-registration has been enabled and its description is clear.
• Consent has been collected appropriately.
• CSV headings match the required pre-registration format.
• User IDs and Passwords match the student collections exactly.
• Imported names, emails and collections have been checked.
• The gallery and customer journey have been tested.
• The email button opens the intended gallery access.
• Messages contain the correct school name, dates and delivery information.
• A test copy has been checked on both a phone and a computer.
• The reply address and studio contact details are correct.
