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Creating and Managing Galleries

Quick Reference​

Creating a gallery is the first step to delivering photos professionally. It's where you'll upload, organize, and share your edited images!

How to Create a Gallery:

  1. Open a job from your Jobs list
  2. Go to Files & Gallery tab
  3. Click "Create Gallery"
  4. Configure basic settings (name, downloads, watermarks)
  5. Click "Create"
  6. Start uploading photos!

Uploading Photos:

  • Drag & drop - Drag files from your computer directly into the gallery
  • Bulk upload - Click "Upload Photos" and select multiple files
  • Batch uploads - Upload in groups if you have hundreds of photos

File Requirements:

  • Format: JPEG or PNG
  • Size: Recommended 4000-6000px longest edge
  • Quality: Export at 90-95% quality
  • File names: Any naming works (IMG_0001.jpg, Smith-Wedding-001.jpg, etc.)

After Creating:

Once created, you can:

  • Upload photos in batches
  • Create collections to organize photos
  • Configure watermarks and download settings
  • Publish gallery and send link to client

Next Steps: After creating and uploading to your gallery, learn how to organize photos into collections or customize gallery settings.

Detailed Guide​

You'll create a gallery after:

  • The photoshoot is complete
  • You've edited the photos (or at least a first batch)
  • You're ready to start delivering images to your client

Timing examples:

Sneak peeks approach:

  • Day 2 after shoot: Create gallery, upload 5-10 sneak peeks
  • Week 2-3: Continue uploading as you finish editing
  • Week 4: Gallery complete, notify client of full collection

All-at-once approach:

  • Week 2-4 after shoot: Finish all editing first
  • Create gallery and upload all photos in one session
  • Notify client when everything is ready

There's no wrong time - choose what fits your workflow!

Let's walk through creating a gallery from start to finish.

Step 1: Navigate to the Job​

From your ShootPath dashboard:

  1. Click "Jobs" in the left sidebar
  2. Find the job you want to create a gallery for
  3. Click on the job to open the job detail page

You'll land on the job overview where you can see client info, workflow status, quote details, and more.

Step 2: Go to Files & Gallery Tab​

Look for the tab navigation near the top of the job page:

  • Overview
  • Workflow
  • Files & Gallery ← Click this one
  • Contract
  • Invoice

Click "Files & Gallery" to access the gallery management area.

If a gallery doesn't exist yet, you'll see a message like:

"No gallery created yet. Create a gallery to start uploading photos for this job."

If a gallery already exists, you'll see the gallery interface with uploaded photos and collections.

Click the "Create Gallery" button to open the gallery creation form.

Step 4: Configure Basic Settings​

You'll be asked to configure a few key settings:

Gallery Name Give your gallery a name that makes sense to your client:

  • "Your Wedding Gallery"
  • "Smith Family Portraits"
  • "Acme Corp Event Photos"
  • "Sarah's Senior Session"

This name appears at the top of the gallery page when clients view it.

Download Settings Choose how clients can download photos:

  • Allow full downloads - Clients can download high-resolution files freely
  • Require selections first - Client must favorite photos before downloading all
  • View only - No downloads allowed (for print-sales model)

Most photographers choose "Allow full downloads" if digital files are included in the package.

Watermark Settings Decide if/how to apply watermarks:

  • No watermark - Clean images for preview and download
  • Watermark previews only - Watermark visible while browsing, clean downloads
  • Watermark everything - Branding on preview and downloaded images

Recommended: Watermark previews only. This protects your work when clients share on social media (free marketing!) while delivering clean, printable downloads.

Watermark Configuration

Set up your watermark design (logo or text) in Settings > Gallery Branding before creating galleries. This applies your branding automatically to all future galleries!

Expiration Date (Optional) Set when gallery access will end:

  • 30 days (for quick sessions)
  • 60 days (standard)
  • 90 days (generous timeline)
  • 1 year (for weddings or high-touch clients)
  • No expiration (permanent access)

Why set expiration? It encourages clients to download photos promptly and manages your storage costs over time.

Password Protection (Optional) Add an extra layer of security by requiring a password to view the gallery. This is optional - most galleries use just the unique link for access.

Once settings look good, click "Create Gallery".

ShootPath creates the gallery structure and redirects you to the gallery management page. You're now ready to upload photos!

Now comes the fun part - adding your beautiful edited images!

Method 1: Drag & Drop​

The fastest way to upload:

  1. Open the folder on your computer with exported photos
  2. Select photos you want to upload (Shift+click or Cmd/Ctrl+click for multiple)
  3. Drag the files directly into the gallery drop zone
  4. Release to start upload

You'll see:

  • Upload progress bar for each file
  • Thumbnails generating as files finish uploading
  • Success message when batch is complete

How many at once? You can drag 50-100 photos at a time without issues. For larger batches, upload in groups to prevent timeouts.

Method 2: Click to Upload​

Prefer the traditional upload button?

  1. Click "Upload Photos" button in the gallery
  2. File picker opens
  3. Navigate to your edited photos folder
  4. Select photos (Shift+click or Cmd/Ctrl+A to select all)
  5. Click "Open" to start upload

Same progress indicators appear, and photos are added to your gallery!

Method 3: Batch Upload for Large Galleries​

For weddings or events with 300+ photos:

Upload in organized batches:

  • Batch 1: Getting ready photos (50 images)
  • Batch 2: Ceremony photos (75 images)
  • Batch 3: Portraits (100 images)
  • Batch 4: Reception (200 images)

Why batch upload?

  • Prevents upload timeouts on slow connections
  • Easier to organize as you upload
  • Can create collections immediately after each batch
  • Less overwhelming than 400 photos uploading at once

Pro tip: Name your files or organize folders before export so batches are easy to identify:

/Smith-Wedding-Edited/
  /01-Getting-Ready/
  /02-Ceremony/
  /03-Portraits/
  /04-Reception/

What Happens During Upload​

When you upload a photo, ShootPath automatically:

  1. Stores the original high-res file securely
  2. Generates thumbnail for grid view (fast loading)
  3. Creates preview image for lightbox viewing (optimized size)
  4. Extracts metadata (camera settings, date taken, file size)
  5. Applies watermark (if enabled) to preview versions

All of this happens in seconds per photo. No extra work required!

Upload Progress & Status​

While uploading:

  • Progress bar shows percentage complete
  • File count indicates "Uploading 5 of 50 photos"
  • Thumbnail preview appears as each finishes
  • Error messages appear if any files fail (wrong format, too large, etc.)

If uploads fail:

  • Check file format (JPEG/PNG only)
  • Check file size (under 50MB per file recommended)
  • Check internet connection
  • Try smaller batches
  • Refresh and try again

Most uploads succeed on first try - failures are rare!

File Organization Best Practices​

Before you upload, organize your edited files:

Folder Structure​

/2026-Sessions/
  /Jan-15-Smith-Family/
    /Edited-Finals/        ← Upload these
      - Smith-001.jpg
      - Smith-002.jpg
      ...
    /Sneak-Peeks/          ← Upload these first
      - Smith-SP-01.jpg
      - Smith-SP-02.jpg

Keep edited finals separate from raw files, selects, and other working files.

File Naming​

Option 1: Sequential

  • IMG_0001.jpg, IMG_0002.jpg, IMG_0003.jpg
  • Simple and clean

Option 2: Descriptive

  • Smith-Ceremony-001.jpg, Smith-Portraits-001.jpg
  • Helps you organize as you upload

Option 3: Date-based

  • 20260115-Smith-001.jpg
  • Good for archiving

Any naming works - choose what makes sense for your workflow!

Export Settings Checklist​

Before exporting from Lightroom/Capture One:

  • File format: JPEG (90-95% quality) or PNG
  • Color space: sRGB (for web viewing)
  • Size: Longest edge 4000-6000px (printable + web-friendly)
  • Sharpening: Output sharpening for screen/print
  • Metadata: Include copyright info (optional)
  • File naming: Consistent naming scheme applied

Why these settings?

  • sRGB color space ensures colors look correct on client devices
  • 4000-6000px is large enough for printing but not unnecessarily huge
  • 90-95% quality balances file size and image quality
  • Screen sharpening makes photos look crisp on displays
Common Export Mistake

Make sure you're exporting EDITED photos, not raw files! Check a few images before uploading 300 photos only to realize they're the unedited versions. It happens more often than you'd think!

Once your gallery is created and photos uploaded, you can:

Organize into Collections​

Group photos into logical categories for easier client navigation:

  • Create "Sneak Peeks" collection with 5-10 favorites
  • Create "Ceremony" collection with ceremony photos
  • Create "Portraits" collection with couple/family portraits

Learn more in Collections.

Click "Preview as Client" to see exactly what your client will see:

  • Gallery name and branding
  • Photo grid layout
  • Collection navigation
  • Download buttons
  • Mobile view

Make sure everything looks perfect before sharing!

Configure Advanced Settings​

Access additional settings:

  • Watermark customization
  • Download restrictions
  • Password protection
  • Expiration date adjustment
  • Social sharing options

Learn more in Gallery Settings.

Publish & Share​

When ready to deliver:

  1. Make sure all photos are uploaded
  2. Collections are organized (if using them)
  3. Settings are configured correctly
  4. Preview looks good

Then share the gallery with your client!

Managing Existing Galleries​

After a gallery is created, you can continue to manage it:

Add More Photos​

Upload additional photos anytime:

  • Forgot to include a photo? Add it later
  • Finished editing another batch? Upload now
  • Want to add sneak peeks first, full gallery later? No problem!

Gallery is flexible - add photos as you go.

Remove Photos​

Made a mistake or uploaded a duplicate?

  1. Select the photo in gallery view
  2. Click the delete/trash icon
  3. Confirm deletion

The photo is removed from the gallery (but your original file remains safe on your computer).

Reorder Photos​

Want photos in a specific sequence?

  1. Enter edit/reorder mode
  2. Drag photos to rearrange
  3. Save new order

Clients will see photos in the order you set.

Reordering Tip

Most photographers order photos chronologically (how the day unfolded) or by importance (best shots first). Choose what makes sense for the story you're telling!

Update Settings​

Change download options, watermark settings, or expiration dates anytime:

  1. Go to gallery settings
  2. Update the setting you want to change
  3. Save changes

Changes take effect immediately for future client views.

Create galleries early - Even if you're not done editing, create the gallery and upload sneak peeks. It's easier to add photos over time than batch everything at the end.

Use consistent naming - Choose a gallery naming pattern and stick to it. "Client Name + Job Type" works great: "Smith Family Portraits," "Johnson Wedding Gallery."

Set realistic expiration dates - 60-90 days is standard. Communicate this clearly: "Your gallery will be available for 60 days - please download all photos before [date]."

Test before sharing - Always preview the gallery as a client before sending the link. Check that photos look correct, collections are organized, and downloads work.

Organize as you upload - If using collections, create and populate them as you upload batches. It's easier than organizing 400 photos all at once later.

Watermark strategically - Watermark preview images so shared photos on social media include your branding. Deliver clean downloads so clients can print.

Back up originals - ShootPath stores your uploaded photos, but always keep the original edited files on your computer + external backup. Multiple copies = peace of mind!

Communicate timeline - Tell clients when to expect the gallery: "Your full gallery will be ready in 3 weeks. I'll send sneak peeks by Friday!" Under-promise, over-deliver.

Common Questions​

Can I create multiple galleries for one job? No, each job has one gallery. But you can use collections within that gallery to organize photos into multiple categories!

Can I edit photos after uploading? ShootPath doesn't have photo editing tools. If you need to re-edit an image, edit it in Lightroom/Photoshop, re-export, and upload the new version (delete the old one first).

What if I need to add photos after sharing the gallery? No problem! Upload additional photos anytime. Clients will see the new images appear in the gallery (and get a notification if you have that enabled).

Can clients upload photos to the gallery? Not currently - galleries are for you to deliver photos TO clients, not for clients to contribute photos.

How long does upload take? Depends on file sizes and internet speed. A 5MB photo uploads in seconds on fast internet. Batch of 50 photos (250MB) might take 5-10 minutes.

What's the maximum file size? Recommended maximum is 50MB per file. Most exported JPEGs are 3-10MB, so this is rarely an issue.

Can I delete a gallery? Yes, but be careful! Deleting removes all uploaded photos and cannot be undone. Only delete if you're certain you no longer need it.

Troubleshooting Upload Issues​

Photos won't upload:

  • Check file format (JPEG/PNG only)
  • Check file size (under 50MB)
  • Try smaller batch (10-20 photos instead of 100)
  • Check internet connection
  • Refresh the page and try again

Upload is very slow:

  • Upload speed depends on your internet connection
  • Upload during off-peak hours if possible
  • Close other apps using bandwidth
  • Try uploading smaller batches

Duplicate photos appearing:

  • Check if you accidentally uploaded the same file twice
  • Remove duplicates by selecting and deleting

Photos look different after upload:

  • Make sure you exported in sRGB color space (not Adobe RGB)
  • Check that you uploaded edited versions, not raw files
  • Preview in multiple browsers to see if it's a display issue

Thumbnails not generating:

  • Give it a minute - thumbnail generation happens after upload
  • Refresh the page
  • If still missing, contact support

What's Next?​

Now that you know how to create galleries and upload photos, you're ready for the next steps:

Collections - Organize photos into sneak peeks, ceremony, portraits, and more

Gallery Settings - Customize watermarks, downloads, and access control

Client Selections - Let clients favorite photos and track their preferences

Sharing Galleries - Send gallery links and deliver work professionally

Questions? Look for the help links throughout ShootPath, or reach out to support if you need help!