Manage Multiple User Accounts of One Subscription


​Note: The ability to create and maintain User Accounts is only available for Advanced plan subscribers.

The subscriber of the Advanced plan may create and manage multiple user accounts. These user accounts are assigned different roles that define their permissions within the Advanced plan subscription. Each user account logs in through the same manner as the subscriber using a user name and password.

All user accounts are considered "trusted" users. While these user accounts may have different sets of privileges, defined by their roles, all user accounts can view all photos including protected photos (in the Dashboard or in the Website view) as well as download originals. All user accounts may also place orders at base prices. They can also see the account's current balance.

All user accounts within one Zenfolio account share the same set of Favorites lists so a Favorites list in one account will be accessible in the other user accounts.

User accounts can log in using the Zenfolio mobile app and have the same access normally provided by their assigned role.

Once a user account is created (see below) and activated by the user, accounts can be modified by the Subscriber and Partner user account. Beyond modifying the full name, email, user name, and role, here are other options:

 

User Account Roles

The following roles will be available for subscriber to assign to user accounts:

Partner

Partners have full access to all account areas except for making changes to the subscription level and personal profile information. They also do not have access to Settings > Website - this area includes Google Analytics, External Home Page, Custom Domain, etc.

Partner accounts have access to creating or deleting Groups, Galleries and Photos (including RAW, non-image files) as well as blog posts and Custom Pages. They can export photos to Social Media such as Facebook. They can access the Selling tab, Sales reports and Account Statements. They can also review and approve pending orders. They can view the account's current balance.They can also request Payouts. They can also access Shared Favorites, the main user account's Favorites, and the Contacts List. Partners may also create other user accounts.
 

Assistant

Assistants have access to most account features, including managing all photos with the ability to upload photos, (including RAW, non-image files) and galleries, blog posts, Watermarks, changing the ownership of photos, selling features, payout requests, Shared Favorites, the main user account's Favorites, and Contacts List. They can view the account's current balance. They can export photos to Social Media such as Facebook. However, assistants cannot customize the website or manage user accounts.
 

Photographer

Photographers can manage all account photos and galleries, but they have no access to selling features, website customization, or changing the ownership of photos. They can export photos to Social Media such as Facebook. They can also access the Contacts List. They can copy and move photos from one gallery to another. They can create new groups and galleries and assign cover thumbnails. They can also delete groups, galleries and photos. Photographer accounts cannot upload raw, non-image files. They can view the account's current balance.

They also have access to the main user account's Favorites.
 

Contributing Photographer

Contributing photographers can upload to and manage photos only within their assigned groups or galleries. They cannot customize the website and have no access to clients list, shared favorites, or selling features. They do not have access to email communication features and to the contacts list.

They can access and view all galleries in the account. They can copy photos from any gallery.

They can move photos and delete photos but only from galleries that they own.

They cannot export photos to Social Media such as Facebook. Contributing Photographer accounts cannot upload RAW, non-image files. They can view the account's current balance.

They also have access to the the main user account's Favorites.
 

Accountant

Accountants can only access the account statement, selling reports, and subscription information. They can view the account's current balance.

Accountants cannot manage photos. They cannot export photos to Social Media such as Facebook. They also have access to the the main user account's Favorites.


 

Creating New User Accounts

  1. In the Dashboard, click Settings at the top of the page.
  2. Select Manage Users on the left side of the page.
  3. Click Create New. Account Information window will load.
New User Accounts New Edit View
  1. Enter the Full Name.
  2. Enter the E-mail Address.
  3. Enter the User Name for the account.
  4. Select the radial button for the role you would like to give to this user account.
  5. Click Continue. The Send Activation Email window will load.
Create New User Account New Edit View 

Before the account can be used it has to be activated. Click Send Activation E-mail. The activation email is sent to the address entered with a link to set up the password and activate the account. The account may not be activated except through the activation link.

User Accounts - Activation Email


 

Deactivating User Accounts

Any user account may be deactivated if necessary. This places the account into a suspended state, disabling access for that user account. The account subscriber or a partner user account may reactivate this account.

  1. In the Dashboard, go to Settings.
  2. Select Manage Users on the left side of the page.
  3. Select the User Name you wish to modify. Edit Account window will load.​
  4. Select Deactivate. A confirmation window will appear.
  5. Click Yes to confirm.
  6. Click Save.

Deactivate User Accounts

Once deactivated the user for the account will not be able to log in until the account is reactivated.


 

Resetting User Account Password

The account subscriber or a partner user account may reset any password.

  1. In the Dashboard, go to Settings.
  2. Select Manage Users on the left side of the page.
  3. Select the User Name you wish to modify. Edit Account window will load.​
  4. Select Reset Password. A confirmation window will appear.
  5. Click Yes to confirm.
  6. Click Save.

Reset Password User Accounts

Once the password is reset the old password will stop working immediately. The user will receive an e-mail with a link to reset the password.


 

Edit Group and Gallery Ownership

You may set the ownership of groups and galleries by editing user account information, or by choosing from a dropdown list. User Accounts with the role of Partner, Assistant, or Photographer will have full management access to all groups, galleries, and photos, regardless of ownership. For these roles, setting ownership is only for tracking purposes. When a Contributing Photographer assigned as an owner, the user will be able to create galleries, upload photos, edit captions, and change watermarks, as well as delete and move items. Accountants cannot manage photos, regardless of this setting.

Keep in mind that all user accounts will be able to view all photos in the account, including those marked as locked with a password and private.

Modifying User Account for Group and Gallery Ownership

  1. In the Dashboard, click Settings at the top of the page.
  2. Select Manage Users on the left side of the page.
  3. Select the User Name you wish to modify. Edit Account window will load.
  4. Select Edit Ownership. The Edit Ownership window will load.
  5. Checking the groups and galleries to be owned by this User Account.
  6. You may check the option to Change owner of photos contained in the selected galleries.
  7. Click Save.

Modifying User Account for Group and Gallery New Edit View

Edit Group and Gallery Ownership

  1. In the Dashboard, click Settings at the top of the page.
  2. Select Edit Ownership on the left side of the page.
  3. Mouse over the Group or Gallery you wish to modify. From the Account Owner dropdown menu, select the new User Account that will now have ownership. Repeat this process until it is complete.
  4. You may check the option to Change owner of photos contained in the selected galleries.
  5. Click Save.

Edit Group and Gallery Ownership New Edit View



 

Deleting User Accounts​

Any user account may be deleted if necessary. If an account it deleted it cannot be restored. All items owned by the account must be given new ownership.  Once the account is deleted it is purged from the system.  This cannot undone.

  1. In the Dashboard, click Settings at the top of the page.
  2. Select Manage Users on the left side of the page.
  3. Select the User Name you wish to modify.
  4. Select Delete. A conformation window will appear.
  5. Select a new owner from the dropdown. You may leave it as the Account Owner (subscriber of the account)
  6. Click Delete Account.

Deleting User Accounts