When the photos are online, you can email everyone who took part, with a button that opens the gallery at their own bib number. There are two steps: import your start list into the gallery, then send the "Photos ready" email. Importing doesn't email anyone, and nothing is sent automatically when you publish.
Before you start
- Publish the gallery and wait until the photos are processed, so the link in the email finds them.
- Check a couple of bibs: search the gallery for two or three bib numbers and make sure they find the right photos.
- Only email people who may be contacted: participants who entered the event and agreed to be contacted by the organiser. The email's footer says they're receiving it because they asked to be told when the photos are online.
1. Prepare your start list
Use a CSV file (or TSV or Excel) with a header row. A start list exported from your entry system, with columns such as Bib, Firstname, Lastname, Email, works as it is. Four fields are imported:
| Field | Column names it recognises (any capitals or spaces) |
|---|---|
| Email address (required) | Email, Email address, E-mail |
| First name | First name, Firstname, Forename, Given name |
| Last name | Last name, Lastname, Surname, Family name |
| Bib number | Bib, Bib number, Bib no, Race number, Runner number |
Anything else in the file isn't imported. Rows without an email address are skipped.
2. Import it into the gallery
- Open the gallery and go to its Customers tab.
- Choose Import customers and drop in your file.
- Map columns: check each field is matched to the right column. Only the email address is required. A column that wasn't matched automatically can be picked here.
- Preview: check the first few rows, then choose Import.
The customers appear shortly after; a long list takes a few minutes. Importing again is safe: each gallery has one customer per email address, so people already there are updated rather than duplicated, and an empty cell doesn't wipe what's already stored.
3. Send the "Photos ready" email
- On the Customers tab, tick the box at the top of the list to select everyone. (To pick some, search first, then select.)
- Choose Notify photos ready.
- The emails are sent one at a time while you watch, with counts of Sent, Failed and Remaining. Keep the tab open until it's finished. You can Pause, Resume or Stop.
- If any failed, choose Retry N failed: only those are sent again, so nobody gets the email twice.
To email one person, open the menu on their row and choose Notify photos ready.
What the email says
The email comes from your gallery's name, with your logo:
- the subject "Your photos from gallery are online" and the heading "Your photos are online", with a short message,
- a See your photos button that opens the gallery; for someone with a bib number, it opens the gallery already searched for their bib, and the email says so,
- replies go to the support email address in your workspace settings.
Participants you import get the standard email in English; people who subscribed on the gallery may get it in their own language. To send it in your participants' language, write the wording yourself (below): your wording is used for everyone.
Change the email and send yourself a test
In the gallery's Settings, open the Emails tab. Under Email templates, open Photos ready (Edit & preview) to change the Subject, Heading, Body and Button text, with a live preview for desktop and mobile. You can insert [firstName] and [lastName], which are replaced with each person's details. Choose Send me a test email to see it in your inbox, then Save settings.
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