In Mafelo you have full control over incoming orders. However, it is important to keep in mind a key difference: in private gallery you can revert an order for editing or delete it, whereas in public gallery only the option to delete the order is available.
Key use cases
Editing a customer's selection: A customer in a private gallery can change their order (e.g. add more shots), and the money already paid will not be lost.
Correcting details: Fixing incorrect shipping information.
Managing an Order in a Private Gallery
In private gallery, customers log in with their email and password. This allows the system to remember their selection (chosen photos, print formats, products). It makes it possible to revert an order for editing, which restores the cart contents so the customer does not have to re-select everything from scratch.
Go to the Photo Galleries tab and open the selected gallery.
Click on the Client orders tab.
Find the order and select Actions
Delete order: Permanently removes the order from the system.
Undo the order: The photos are returned to the customer's cart. The customer can change their selection, and the system will recalculate the amount due taking into account the previous payment (if the order was paid)
⚠️Important: In the case of a paid order, after it is reverted the amount paid is not lost. It is assigned to the customer's account in that gallery. When the customer submits the corrected order, the system will automatically deduct the previously paid amount from the new total. The customer will only pay the difference. If the new amount is lower, a negative balance will appear in the system - you must refund this overpayment to the customer on your own.
Managing an Order in a Public Gallery
In public gallery (e.g. school, pre-school), the system identifies the customer based on their device rather than a password-protected account. For technical reasons, the option to revert an order is not available here.
In public gallery, only the Delete order option is visible.
There is no way to revert an order to the cart, because the gallery does not retain a permanent cart history after the customer's device finalizes the order.
📣Note: If you delete an order in a public gallery, the customer must follow the gallery link and select their photos entirely from scratch.
Frequently Asked Questions (FAQ)
Do I have to refund money after reverting a paid order?
Not immediately. The Mafelo system takes the recorded payment into account. When the customer submits a new, corrected order, the system will automatically apply that amount toward the new invoice.
If the new amount is higher: The customer pays only the difference.
If the new amount is lower: An overpayment (negative balance) will arise, which you must refund to the customer manually (e.g. via a return transfer), outside of Mafelo.
I don't see the "Undo the order" option — why?
You are most likely working with a public gallery (e.g. school/pre-school). In this mode, the revert option is technically unavailable because customers do not create permanent accounts. In public galleries you can only completely delete the incorrect order, and the customer must submit it again from scratch.
Will the customer receive a notification about the order being reverted?
The system does not send an automatic notification. We recommend sending a message to the customer: "I have reverted your order for editing. Your payment has been credited toward the changes — simply follow the link, update your cart and confirm again."