Events & Shoots

Under Events & Shoots you see every shoot, newest first. Search finds a shoot by its name or by the client’s name.

Enlarge

1. 1Create Shoot: starts a new shoot.
2. 2Search: by shoot or client.
3. 3Status: Draft, Active or Completed. The extra label “Group photos print only” means group photos are not sold as files.
4. 4Statistics: finished photos and orders of this shoot.

After Create Shoot you first choose the type of order. Each card shows the workflowworkflowHow a shoot works. Volume means many people with their own gallery, Gallery means one shared client gallery. behind it.

Enlarge

In the second step you name the shoot and choose the client. That is all it takes.

Enlarge

1. 1Shoot Name: how you and the parents see the shoot, for example “Autumn photos 2026”.
2. 2Client: kindergarten, school or family. Search by name or town.
3. 3Create Shoot: creates the shoot as a draft and opens it.

1. 1Choose the order type.
2. 2Enter a name.
3. 3Choose the client. If it is missing, create it right here with Create New. See Schools & clients.
4. Click Create Shoot. The shoot opens.

The header sits at the top of every shoot page. It shows the state of the shoot and stays the same in every area. Change the name with the pencil next to the title.

Enlarge

1. 1Status badge: left of the name, so you see the state at once.
2. 2Status: Draft, Active or Completed. More under Status and starting sales.
3. 3Duration: photo day and gallery closing date. One click opens the settings.
4. 4Watermark: shows the selected watermark. Click it to choose from your library.
5. 5Automation: appears when reminder emails are on.
6. 6Products & Packages: takes you to Products & prices. A yellow dot warns when nothing is assigned yet.
7. 7Delete Event: removes the shoot after a safety check.

Below the header the shoot is split into areas. Each area has its own address. A link takes you straight there, even after a reload.

Enlarge

Client galleries have fewer areas: Gallery, Products & prices, Sitting fee and Photo lab if connected. Groups, sign-up and sending do not apply there. On narrow screens More collects the remaining areas.

At the top of Photos & groups you find the Workflow. It shows what is done and what comes next. Every step is clickable. The next step sits below as a large button.

Enlarge

1. 1Import list Upload the children list as Excel, CSV or even a photo. Or enter it by hand.
2. 2QR photo cards Print the cards for the photo day. See QR cards.
3. 3Shooting Card first, then the child. View instructions shows the rules for the photo day.
4. 4Upload event photos Upload all photos, one camera at a time. See Upload photos.
5. 5Match photos Pixalo matches by QR code. You check unclear photos in matching. See Matching.
6. Start selling Open the shop for the parents. Pixalo then takes you straight to Send gallery.

Click Duration in the header to open the window for photo day, gallery duration and reminder emails. The same window appears when you start selling.

Enlarge

1. 1Photo day: the date of the shoot. It must not be after the closing date.
2. 2Gallery duration: unlimited or with a closing date.
3. 3Reminder emails: four reminders, each switchable, with a status line below.
4. 4Save: applies everything. When you start selling the button says Start selling.

Unlimited

The gallery stays open until you set the shoot to Completed yourself. There are no closing reminders then.

With closing date

The gallery closes on its own on the chosen day at 23:59. You can change the date at any time.

Reminders only go to recipients without an order, always with an unsubscribe link. Each line shows whether and when it will be sent.

Reminder	When it is sent
After code email	1 to 60 days after the access code was emailed. Default 7 days.
Before closing	2 to 60 days before the closing date. Needs a closing date.
Last day	On the last day of the gallery. Needs a closing date.
Voucher expires	1 to 60 days before the discount code on the cards expires. Needs a code with an expiry date.

The status controls what parents see. Change it in the header or with the last step of the workflow.

1. 1Assign products or packages under Products & prices.
2. 2Set the status to Active or choose Start selling in the workflow.
3. 3In the window check photo day, duration and reminders, then Start selling.
4. Pixalo opens Send gallery. Now notify the parents by email.

The groups are on the left in Photos & groups. Choose a group and its group photos and children list appear on the right.

Enlarge

1. 1Group list: every group with its number of photos. The selected one is marked green.
2. 2New: creates a group. A name is enough, for example “Bears” or “4A”.
3. 3Photo cards: prints the QR cards for the photo day.
4. 4Group photos: photos that every child in the group sees.
5. 5Print parent cards: access cards for the parents of this group.
6. 6Children list: every child in the group with email, access code and photos.

• Rename and delete: the icons appear when you hover over the group.
• Delete removes the group with all its children and photos. If the group has orders, Pixalo asks a second time.
• Missing groups can be created by the import itself.
• No children list? Below the group list, Create sets up numbered children without names. See Children without names.

The children list shows every child of the selected group. Click a name to expand the row: you see the child’s photos and all actions.

Enlarge

1. 1Add Child: first name, last name and optionally the parents’ email.
2. 2Access code: the personal code. Copy and regenerate next to it.
3. 3The child’s photos: select, delete or set as portrait.
4. 4Actions: upload photos, edit, delete.

Use edit to change name and email. There you can also switch the group, enter a parent’s name and record a photo consent that came on paper or by phone.

Enlarge

1. 1Parent email: Pixalo checks the address and suggests a fix for typos.
2. 2Group: moves the child. Code and card stay valid.
3. 3Parent name: saved together with the photo consent.
4. 4Photo consent: for consent given on paper or by phone. Every change is logged with account and time. A decision can be changed but not deleted.

Spare cards for late additions

Children turning up on photo day who are not on the list? With Spare cards you create cards without names in advance, each with a code and QR code. On photo day you write the name on the card by hand. Everything else works as for every other child.

Instead of entering every child, upload the list from the school or kindergarten. Start the import in the workflow with Import list.

1. 1Upload file Excel, CSV, text, XML, Word, PDF or a photo of the list. Pixalo also reads messy lists.
2. 2Map columns Pixalo recognises first name, last name, group and email itself. Check the mapping.
3. Preview & confirm You see every row before the import. Download faulty rows as CSV.

Enlarge

Enlarge

• Create missing groups automatically: new groups from the list are created.
• Skip existing children: prevents duplicates.
• Normalise group names: “1A” becomes “1-A” so matching groups come together.

Enlarge

Some kindergartens do not hand out a list of names. Pixalo then creates numbered children, for example “Child 07”. Every child gets an access code and a QR card. Parents never see a name.

Enlarge

1. 1Below the group list, click Create under No children list?. The Import list window offers the same option.
2. 2Choose the number of groups and children per group. You can adjust the group names.
3. 3Click Create.
4. Print the photo cards and hand them out on photo day. Pixalo matches the photos by QR code.

If a child is in the wrong group, move it. Tick the children on the left of the list. A bar then appears above the list.

Enlarge

1. 1Selection: click the box to tick a child. The box in the header ticks all.
2. 2Move to: choose the target group.
3. 3Move: after a short confirmation the children are in the new group.
4. 4Delete: removes the ticked children with their photos.

Many schools want one portrait per child, for example for student ID cards, school admin software or the yearbook. Pixalo turns this into a ZIP: one folder per group, every file named after last and first name, plus a name list (CSV).

1. 1Open the Photos area of the event. Below the groups you find Export portraits.
2. 2Choose the groups, the consent and the image size. Pixalo shows right away how many portraits go into the ZIP.
3. 3Click Create ZIP. Pixalo prepares the file in the background. You can keep working.
4. Download the ZIP and pass it on to the school.

Every child has their own access codeaccess codeA personal eight-character code. Parents use it in the shop to open their child’s gallery. It is also printed as a QR code on the card.. With it parents only see their child’s photos and the group photos. They enter the code in the shop or scan the QR code on the card.

Enlarge

Every child in the group sees the group photos. Upload them with Upload Group photo above the children list.

Enlarge

1. 1Print only / Digital too: decides whether group photos are sold as files.
2. 2Upload Group photo: opens the upload for this group.

Photos that were already bought cannot be deleted. That way every order can still be delivered.

Here you decide what parents can order in this shoot. Manage the products themselves and their prices centrally under Products and Packages.

Enlarge

1. 1Status bar: shows how many products and packages parents see. Yellow means nothing is assigned yet.
2. 2Products in this event: prints, image files, photo gifts.
3. 3Packages in this event: ready-made bundles at a package price.
4. 4Discount codes for this event: the code printed on the cards.

• Add: picks products or packages from your catalogue. Several at once are possible.
• Remove: takes a product out of this shoot. The product itself is kept.
• Order limit: for free products you see whether a limit per access code applies.
• Discount code on the cards: pick an active code. It appears on the printed cards. Without a choice the cards print no code. See Discount codes.

The sitting fee is a fixed amount that Pixalo adds to the basket automatically for orders in this shoot. It is off by default.

Enlarge

1. 1Label: leave it empty and Pixalo translates “Sitting fee” into the customer’s language.
2. 2Amount: from 0.01 to 1,000.00. Gross, or net if you work with net prices.
3. 3Charging: per order or once per customer.

• In the basket and at checkout as its own line.
• On the invoice and credit note as its own item.
• In the order and invoice emails.
• In a refund the fee can be paid back on its own.

Delete in the list with the bin icon or in the header with Delete Event. Pixalo always asks first.

Enlarge

1. 1Choose delete. The safety check appears.
2. 2Type DELETE and confirm.
3. If the shoot has orders, a second check follows with the number of orders, invoices and photos. Delete permanently removes the shoot.

Photographers in your team work with shoots as soon as the Events area is enabled for them. Sensitive actions need their own permission. You grant them under Team.