Using the Events feature for School Photos and Sporting Events

Note: This feature is available for Advanced plan subscribers only.

 

What is an Event?

An event is a special kind of group on Zenfolio that you would create for a particular job such as a race, wedding, or school photo day. It has its own landing page and can function as a mini site for visitors. Photographers can choose to keyword event photos to provide clients with individual links to view just the photos they appear in.
 

When would I use an event?

  • When you have many clients for one job, and you want to provide a quick and easy way for people to find their own photos within the set.
  • When you want a standalone landing page for an event, where you choose which groups and galleries to show to visitors.
  • When you want to send clients links to view just the photos they're tagged in out of a large set of photos.
 

What can I do with events?

  • Create mini sites for each event
  • Create an Open Event where visitors find their photos within the event by keyword search (Example: An event photographer keywords race photos with bib numbers. Visitors enter their bib number on the event page to see their photos.)
  • Create a Restricted Event for additional privacy between participants. Visitors enter their individual passcode to see only their photos. (Example: A school photographer taking photos of students at a school event. Instead of allowing students to search for each other's images, the students are required to enter a secret passcode to view just their own images. The students cannot see other students' photos.)​
 

How does it work?

Events are specialized groups, made specifically for wedding, event and school photographers. They are used in situations where the main event page is referenced to customers as a landing page for multiple galleries. From this landing page customers may search photos and video from the event using keywords (or a passcode for Restricted Events). Photo must have keywords added for this to work.

Events can also be set for restricted access where customers can view a specific set of photos by using a special passcode. A Unique ID must be referenced to a photo keyword for this to work.  Restricted events require that the participant know the passcode in order to view the images- this prevents the participants from seeing each other's images. This is recommend for student images for school events.

For events where the participants can search the event using any keywords like bib numbers or names, and it is okay if the participants see each other's images, an open event is recommended.
 
  • Click here < for a demo of an open event.
  • Click here < for a demo of a restricted event.

Please also see this video which provides an overview of how a restricted event works:

 

Steps Needed to Set up an Open Event

  1. First you will need to create the open Event or convert an existing group to an open Event.
  2. Create a gallery in the Event and upload photos to the event.
Make sure that the photos contain keywords that the event participants can use to search for their photos in the event.

 

Steps Needed to Set up a Restricted Event

  1. First you will need to create the restricted Event or convert an existing group to a restricted Event.
  2. Then upload a participants list to the Event
  3. Then create a gallery in the event and upload the photos to the event.
Make sure that the images contain the relevant participant's' unique IDs in their keywords.



Click here to view and download a PDF including detailed steps for setting up an Event.

See this guide for how to customize the look of your Events.

Click here for more information on how Zenfolio can help with your school photography business.
You may also be interested in our Zenfolio guide for School Photographers.



You can create a new event from the New menu in the Organizer or you can convert an existing group to an event. You can convert a group into an event or remove the event at any time.
 

Create an Event

  1. In the Dashboard, go to Photos.
  2. Under the Organizer click on New then select Event from the menu that appears.
  3. Provide the name for the new Event.
  4. Select the radial button for Open to allow all photos to be keyword searchable. Select Restrict by passcode if you would prefer a code be used to access a set photos from multiple galleries, 
  5. If Restrict by passcode is selected, you may also choose Skip password entry when it is identical to the passcode so visitors will not have to enter the same code twice.
  6. Click Save to apply your changes.

Create an Event New Edit View

If you have Restricted by Passcode you will also need to upload a Participant CSV file in order to add a passcode.


Convert Group to Event

You can convert a Group into an Event or remove the Event at any time by following these steps.
  1. In the Dashboard, scroll over the group you would like to convert under the Organizer.
  2. Using the downward point arrow at the end of the group, click to open the drop down menu.
  3. From the drop down menu select Convert to Event. A pop-up window will appear.
  4. Select the radial button for Open to allow all photos to be keyword searchable. Select Restrict by passcode if you would prefer a code be used to access a set photos from multiple galleries, 
  5. If Restrict by passcode is selected, you may also choose Skip password entry when it is identical to the passcode so visitors will not have to enter the same code twice.
  6. Click Save to apply your changes.

Convert Group to Event New Edit View

If you have Restricted by Passcode you will also need to upload a Participant CSV file in order to add a passcode.


Upload Participant CSV File

If you would like to be able to e-mail clients a link to their photos or add a passcode to view specific photos, you will need to upload a CSV file containing information about event participants. A CSV file may be created in a text editor or even in Microsoft Excel. Each participant will have a dedicated row in the CSV file, with the first row indicating the column name.

This file must include at least two columns with one of the columns having a unique identifier for each participant. This unique identifier should be included as a keyword in all photos and videos for that participant. 

Also each row must be reserved for each participant.  A single participant with the same unique identifier must not appear in more than one row.

For example, the first few rows of a CSV file for an event might look like this:

First Name Last Name Email ID
Matt Hutchins matt.hutchins87@yamoo.com 1001
Kelly Blakemore Kellyb234@hotrail.com 1002
Brian Mitchell brianmc932@gfail.com 1003

 
In this example, the 'ID' column contains the unique identifier for this event.   So for example, Matt Hutchins' unique identifier is 1001.

For Matt to be able to find his images, his unique identifier must be embedded into the keywords of Matt's images in this event.

That means that all of Matt's photos must have '1001' in their keywords.  If Matt appears in any group photos, his unique identifier must also be in that image's keywords (along with the unique identifier of other participants that are in the photo with Matt) so that the group photo will also appear along with Matt's solo photos.


This unique ID is mandatory when creating a Restricted Event so a CSV file must be uploaded in order for participants to be able to view their photos. Passcodes used to access the photo sets may either come from a column of the CSV file or they can be automatically generated during import.
 

  1. Under the Organizer, select the event requiring you to upload a Participant CSV file.​
  2. From the Toolbox under Event Settings click Upload participant CSV file.
  3. In the pop-up window, select Choose File to upload your CSV file.  Once your file has been selected and you are ready to upload, click Upload CSV.
  4. Use the Unique ID column dropdown window to select a Unique ID. This Unique ID will be the same as the keyword used by the photos to create a photo set.
    If you are applying a Participant CSV file to a Restricted event, you will need to create passcodes. Select the radial button to use a unique ID as the passcode, or to use separate passcodes created during import.
  5. Click on Next to complete.
  6. A confirmation panel will display.  Click View Participants on this page to view the Participants List.

Upload Participants List New Edit View

Once the participants CSV file is uploaded, you will be able to view participants. 

If the CSV file is not accepted, see this guide for steps for troubleshooting the CSV file.



View List of Participants

A participants list for an Event can be viewed for more detailed information including URLs for each participant’s photos, the photos themselves, and the option to send emails to multiple participants. From this page you may also update CSV or export the file.

  1. In the Dashboard, select the event whose Participant CSV file you wish to see.​
  2. From the Toolbox under Event Settings click View list of participants.
  3. The Participants List will be displayed.

View Event Participants New Edit View


Email Participants


Participants in any Event may be emailed through client communications. Emails can go to individuals or groups, containing unique information based on columns from the participant list. To get started, view the Event's Participants List.
  1. Select the checkboxes of the individuals you wish to email or use the top checkbox to select all.
  2. Click Send Email.​​
Email Event Participants New Edit View

Zenfolio will send a separate message to each recipient on your behalf. The recipient list is not disclosed. To make sure your message arrives in recipients' inboxes, they should have your email address in their address book.
  1. If necessary modify the From Name.
  2. If necessary modify the From Email.
  3. If necessary modify the Subject.
  4. Make changes to the email content. You may have placeholders for content specific to the participant. 
  5. Continue to Preview.
The email preview will display a photo and data for the first participant of the group you are emailing. All placeholder will now show the available substitutions found in the Participants List.
(copying and pasting an Available substitution into the body of the message will pull information from a corresponding cell of the participant CSV directly into the message)​
Events Compose Email New Edit View


See this guide for how to customize the look of your Events.