Managing a private gallery after you have shared it with the client is a key stage of your work. In this article, we will walk you through the entire process – from checking whether the client has already viewed the gallery, through exporting files for editing, to securely delivering the finished photos. No stress, it's very intuitive!
Key benefits and use cases
Tracking engagement - you can quickly check whether the client has viewed the gallery and started selecting photos.
Work automation - easy export of selected shots saves a lot of time before retouching.
Convenient delivery - with a single click, you can send the client a notification about finished, retouched photos ready for download.
How to use client order management
Managing orders and files takes place in a few simple steps. Below you will find detailed instructions for each stage of your work after sharing the gallery.
Checking client activity in the gallery
Before the client places an order, you can see whether they have opened the gallery at all and what has already caught their eye.
Go to the Client Orders tab.
Look at the banner, which will display the exact time and date the client opened the gallery.
Click the Dispaly photos in the cart button in the top right corner to navigate to the cart view and see what the client is currently considering.
💡Tip: If the client has not yet opened the link to the gallery, the banner will be yellow and will inform you that the gallery has not been viewed yet.
Viewing a placed order
When the client decides on specific shots and submits the order, it will appear on your list.
Go to the Client Orders tab.
Find the section with the order list, where the order date, number of photos, and selected delivery method are displayed.
Click the Photo order button (or the green View button) to open the details and review the selected shots.
Exporting photos for editing
Instead of manually searching for files on your drive, you can generate an automatic list based on the client's selection.
Open the Client Orders tab.
Scroll below the order list to the Export photos from all orders section.
Click the green Export photos button.
Select from the list the application (e.g. Lightroom, Capture One) to which you want to import the selected files. After selecting the application, the program will prepare a file or list for you that will automatically export the photos selected by the client.
💡Tip: If you don't know how to use the downloaded file and import it into your application, use the step-by-step instructions prepared for individual programs: Knowledge Base - photo and print export.
⚠️Important: Pay attention to the operating system you are using. Files with the .cmd extension are used to copy photos on Windows systems. macOS users should use scripts designed for the Mac environment for the export to work correctly.
Delivering edited photos to the client
Once your photos have been retouched, you can easily and securely deliver them to the client directly from the Mafelo panel.
Go to the Photo transfer tab.
Click the green Add photos button in the top right corner.
Select the appropriate folder: Full resolution photos (for print) or Web resolution photos (reduced files, e.g. for social media) and upload the files.
Click the Share with the client button visible in the top corner.
A window will appear with a text field where you can type your own message to the client (this is optional, you can leave this field empty).
Click the Share with the client button. Only after this step will the system send the client an email with a link to download the photos.
⚠️Important: In private gallery, the system does not automatically block file downloads due to non-payment. This is 100% your decision – you can deliver the finished photos to the client before payment is settled, or hold off on clicking the notification button until the payment has been received.
Frequently Asked Questions (FAQ)
How can I check if the client has already viewed their gallery?
To check whether the client has already viewed their gallery, go to the Client Orders tab. You will see a dedicated banner there. If the client has viewed the photos, the banner will show the date and time of viewing. If not, the banner will be yellow with a message about no activity.
Where can I find the photos the client added to their cart?
To see the photos the client added to the cart before placing the final order, go to the Client Orders tab and click the Dispaly photos in cart button in the top right corner.
How do I export the photos selected by the client to a graphics application?
To export the photos selected by the client to a graphics application, open the Client Orders tab, scroll down to the export section and click Export photos. The system will generate a script for your chosen application (e.g. Lightroom) that will automatically filter the appropriate files on your computer.
Can the client download photos if they have not yet paid for the order?
Yes. In private gallery, Mafelo does not automatically block the ability to download finished photos due to non-payment. As a photographer, you decide when to share the files. You can place the finished photos in the Photo Transfer tab and click the "Share with the client" button before the client pays for the order, or wait until the payment has been processed.