How to Email Client Gallery Visitors

How to Export Client Gallery Visitors and Send a Targeted Email Campaign in PhotoBiz

Overview

PhotoBiz Client Galleries allows you to export visitor email addresses and organize them into targeted contact lists for Email Marketing. This is especially useful when you want to offer a special discount, share a coupon code with visitors of a particular gallery, or send a personalized message to clients.

By exporting gallery activity, importing the email addresses into Contacts, and applying a tag, you can create an Email Campaign specifically for those visitors.

Looking to send gallery reminders instead? We recommend using Client Gallery Email Automations. Automations handle gallery expiration reminders, abandoned carts, favorites reminders, and other routine follow-ups without requiring you to export contacts or manually create email campaigns.

This guide walks you through exporting visitor activity, organizing your contacts, and sending a targeted Email Campaign.

Before You Begin

For the most complete visitor list, we recommend enabling Cover Page Email Collection on your Client Gallery event. This requires visitors to enter their email address before accessing their gallery.

Without Email Collection enabled, visitors may access your gallery without providing an email address. Their information may still be collected when they mark favorites, leave comments, or begin the ordering process.

Learn more: How to Enable Email Collection for Client Galleries

STEP ONE

This opens your Client Galleries Dashboard, where you can manage events, review activity, and track client interactions.

STEP TWO

Click ACTIVITY at the top of your Client Galleries Dashboard.

The Activity section displays recorded visitor activity, including information about the Client Gallery events they accessed, images they marked as favorites, comments, and downloads.

This information helps you identify contacts who have interacted with your galleries.

STEP THREE

Search for Your Client Gallery Event

Use the search field next to export to locate the Client Gallery event whose visitors you want to contact.

You can search by client name, email address, or event name. For this process, enter the event name to display the activity records associated with that gallery.

Review the EVENT and CONTACT columns to confirm you're viewing the correct gallery and its visitors before exporting the list.

STEP FOUR

Review Your Results and Export the Visitor List

After entering the event name in the search field, review the results in the EVENT column to make sure they match the exact name of the Client Gallery you want to export.

Important: The search includes partial matches. If multiple events have similar names, their activity may appear together. Enter a more specific event name to narrow your results, and check that each displayed event name matches the gallery you want.

Once you've reviewed the results, click export to download the activity as a CSV file.

The export includes the activity records currently displayed, so make sure you're exporting the correct visitors. If similarly named events still appear, remove their records from the CSV file before importing your contacts.

STEP FIVE

Review and Prepare Your CSV File

Open your downloaded CSV file using Microsoft Excel, Google Sheets, or Apple Numbers.

Review the Event column to confirm that every record belongs to the Client Gallery you want to contact. Because the Activity search includes partial matches, your export may contain visitors from other events with similar names. Remove any rows that do not match your intended event, including copied events or events with similar titles.

Next, review the email addresses and remove any duplicates, invalid addresses, or contacts who have not given your business permission to receive marketing emails.

If you're only importing contacts to apply an event-specific tag, you can remove the unnecessary activity columns and keep a single column containing the email addresses. Make sure the first row is labeled Email.

Save your updated spreadsheet as a CSV file before continuing.

CSV Import Requirements: PhotoBiz accepts CSV files up to 4 MB. The first row must contain English column headings, including Email, and each contact must have a valid email address. For larger lists, keeping each import to approximately 5,000 spreadsheet cells or fewer is recommended to help prevent timeouts.

For additional instructions, see How to Import Contacts into PhotoBiz

STEP SIX

Return to your PhotoBiz account and click CONTACTS in the left-side menu.

Click IMPORT to open the contact import tool.

Select the CSV file you prepared, then click CONTINUE.

PhotoBiz will display a preview of your spreadsheet so you can review the information before importing it.

STEP SEVEN

Review the CSV preview and match your spreadsheet columns to the corresponding PhotoBiz contact fields.

Make sure the column containing your visitors' email addresses is assigned to EMAIL.

If your spreadsheet includes additional information, such as first and last names, match those columns to the appropriate fields.

The email field is required because PhotoBiz uses email addresses to identify individual contacts and prevent duplicate records.

STEP EIGHT

Choose how you want to organize the imported contacts.

Under TYPE, select the appropriate contact type, such as CUSTOMER for existing clients or LEAD for prospective clients.

Next, use Select Tags to add a tag identifying the Client Gallery event.

For example, if you're exporting visitors from a fall family photography event, you might create a tag named Fall Family Sessions 2026.

Enter the tag name and click ADD TAG, or select an existing tag.

This tag allows you to send an Email Campaign to visitors of that particular gallery without including unrelated contacts.

Finally, select the required certification checkbox confirming that you have permission to send marketing emails to the contacts in your file.

STEP NINE

After reviewing your contact fields, contact type, tag, and email permission certification, click IMPORT.

PhotoBiz will process the CSV file and display the import progress.

Keep the page open until processing finishes.

When the import is complete, click VIEW SUMMARY to review the results.

Important: If an email address already exists in your PhotoBiz Contacts tool, the system will not create a duplicate. The existing contact may appear as a failed import, but the tag you selected will still be applied to that contact.

This is particularly helpful because PhotoBiz automatically saves contact information collected through Client Galleries. You can use this import process to apply an event-specific tag to contacts who are already in your account.

If the summary shows zero new contacts, review the results before assuming every contact was already saved. Invalid email addresses or other import issues may also prevent contacts from being added.

STEP TEN

Click MARKETING in the left-side menu to open your Marketing Dashboard.

Click EMAIL CAMPAIGNS at the top of the Dashboard.

Click NEW CAMPAIGN to begin creating an Email Campaign.

Choose a campaign layout that matches your goal, such as Promotions, or skip the guided setup to create your campaign from scratch.

For example, you could send visitors of a particular Client Gallery a special coupon for purchasing prints or digital images.

Customize your campaign with the offer details, coupon code, applicable expiration date, and a link back to the gallery.

Before sending, review the content and make sure the coupon is active, applies to the intended purchases, and has the correct expiration date.

For complete instructions, see How to Create a New Email Marketing Campaign

FINAL STEP

Review Your Recipients and Send Your Email Campaign

Once your Email Campaign is ready, click SEND in the campaign editor.

Choose By Tag from the recipient selection options, then select the tag you applied to your Client Gallery visitors in STEP EIGHT.

Review the TOTAL CONTACTS SELECTED number to confirm you're targeting the correct group, then click CONTINUE.

The SEND EMAIL panel will open. Review or complete the following fields: FROM NAME, FROM EMAIL ADDRESS, and SUBJECT. You can also click ask photobiz ai if you'd like help generating subject line suggestions.

Before sending, review your campaign details and select the checkbox confirming that all recipients have given permission to receive your email.

PhotoBiz automatically includes an unsubscribe option at the bottom of every Email Campaign.

Click send to submit your campaign.

Your targeted Email Campaign has now been submitted to eligible recipients. The contacts remain organized under their event-specific tag, making it easy to reach this audience again with future promotions or special offers.

What Your Clients See

When you send your Email Campaign, eligible recipients receive an email from your photography business using the sender name and subject line you selected.

For example, if you're offering a discount to visitors of a family photography gallery, your email might include a special coupon code, details about the promotion, and a link directing them back to their gallery.

When clients return to the gallery, they can browse their images and add eligible prints, products, or digital downloads to their shopping cart.

If you've included a valid PhotoBiz coupon, clients can enter the coupon code during Client Galleries checkout. When their order meets the coupon requirements, the applicable discount appears in their cart and updates their order total.

Only one coupon code can be applied to an order.

Your Email Campaign also includes an unsubscribe option so recipients can opt out of future marketing messages.

PhotoBiz automatically excludes contacts who have unsubscribed or whose email addresses previously bounced.

Helpful Notes

Your gallery visitors may already be in Contacts. PhotoBiz automatically saves contact information collected through Client Galleries. Exporting and importing activity is useful when you want to apply a specific tag to the visitors of an event.

Existing contacts are not duplicated. PhotoBiz uses email addresses to identify contacts. When an imported email address already exists, PhotoBiz does not create another contact, but the selected tag is still applied.

Not every gallery visitor will receive your campaign. Your exported activity only includes recorded information. Additionally, contacts who are not part of your selected tag, have unsubscribed, or have bounced will not receive your campaign.

Importing contacts does not send an email. Adding or updating contact tags only organizes your Contacts database. You must complete the Email Campaign sending process separately.

Tags can be reused. Once you've tagged visitors from a particular Client Gallery event, you can select that same tag when creating future campaigns.

Check your coupon details. If you're sending a promotional offer, make sure your coupon is active and applies to the intended gallery purchases. A coupon's eligibility requirements, usage limits, and expiration date still apply.

Monthly email allowance: PhotoBiz includes 10,000 marketing emails per month. Email Campaigns and Email Automations share this allowance.

Use Email Automations for Gallery Reminders

If your goal is to remind clients about their gallery or encourage them to complete a purchase, we recommend using PhotoBiz Client Galleries Email Automations instead of manually exporting visitors and sending Email Campaigns.

PhotoBiz includes predesigned automation series that can handle:

Gallery welcome messages
Favorites reminders
Upcoming gallery expiration reminders
Expired gallery notifications
Abandoned cart reminders

You can assign an Email Automation series directly to a Client Gallery event. Once configured, PhotoBiz handles the eligible follow-up messages based on the series settings and visitor activity.

This saves time and eliminates the need to export contacts, import CSV files, and create individual reminder campaigns.

Manual Email Campaigns are still useful when you want to offer an exclusive coupon, promote a special sale, or communicate with gallery visitors who are not receiving automated emails.

Learn more: How to Set Up Email Automations for Client Galleries

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