Before, during & after the event

To keep everything running smoothly on your big day, a clear timeline helps. This guide is not a screen of its own, but a bracket around the three phases of your event – preparation, the event itself, and the follow-up. For each phase it shows you exactly where to click in the admin area and points you to the matching detailed guides.

Your control center: the dashboard

Almost every step starts at the dashboard – the landing page of your admin area. Here is how to get there: sign in as the host, open your event, and go to your-event/admin (for the demo, photogala.net/en/@wedding-demo/admin). Only owners and admins see this area; Access the event admin explains how to find it.

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The dashboard bundles every timeline step: quick features on the left, checklist and statistics on the right.

The dashboard carries the whole timeline. These cards are worth knowing:

• Quick Features (top left): up to six tiles that take you straight into the most important areas – open the gallery, share (invite link), manage uploads, manage albums, manage tasks, and download the QR code.
• Features: a status list (tasks, points, likes, uploading, moderation, privacy). A green check means active, a red X means off, a lock means your plan does not (yet) include that feature. The gear jumps straight to the settings; the lock goes to the pricing page.
• Checklist: the next open setup tasks. The “Manage Checklist” button opens the full list.
• Event Statistics with the Storage Period sub-block – the critical clock for the follow-up (see Phase 3).
• Live Wall: the gallery URL for the big screen, with “Copy Link”, “Open”, and “Share”.

At the top right you also find Setup Event (reopens the setup wizard) and Start Tour (the guided product tour).

Tip

Take a look at the Features card before the event day. A lock icon warns you in good time that a desired feature needs a higher plan – so there is no nasty surprise on the big day.

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Phase 1 — Before the event

The best foundation is laid calmly ahead of time. Set aside a few days so that nothing is missing on the event day.

Set up the event & work through the checklist

1. Open the dashboard and go to the Checklist card. Click Manage Checklist to open the full list.

2. Work through the items in order. A set check marks a task as done and shows your progress.

3. You will find details on each item in the setup checklist guide.

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The checklist is your binding to-do list for the preparation.

Set the look & branding

1. Open the settings and switch to the Style tab (or click the gear next to an item in the Features card).

2. Set the header, colors, font, and gallery layout. The style guide explains every option.

3. For printed QR cards and print templates, use the Design Studio.

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In the Style tab you give your event an inviting look.

Turn features on

1. Check the Features card on the dashboard: it shows at a glance what is active, off, or plan-locked.

2. You set privacy and moderation in the Privacy settings tab – details in the privacy & moderation guide.

3. Feature toggles for tasks, points, and likes live in the Features tab – see the features guide.

Prepare challenges, tasks & albums (optional)

Playful elements encourage your guests to join in. Everything is optional:

1. Tasks/challenges: the dashboard tile Manage Tasks opens the task manager. In the “Add Task” dialog you set a name, a description, the point value, and the conditions. The full flow is in the tasks guide.

2. Achievements/rewards: you set up achievements and real rewards via the achievements guide.

3. Albums: the tile Manage Albums opens the album manager. The “Add Album” dialog asks for a name, cover, and optional smart rules. Handy for sections like ceremony, reception, and party – see the albums guide.

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In the album manager you create collections like ceremony, reception, and party.

Note

This is how your guests see the challenges: see challenges (guest view).

Prepare invitations & access

1. For the quick path, click the dashboard tile Share – a dialog with the event link opens.

2. For individual codes and uploader access, open the invitation management. All options (link, QR, codes) are explained in invite guests.

3. If you want to appoint helpers as moderators, use the advanced mode – see roles & permissions.

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Here you manage the invite link, QR code, and individual access codes.

Generate & print QR codes

1. Click the dashboard tile Download QR code – it leads to the Design Studio.

2. Adjust the template, export it as a PDF, and print it.

3. Place the cards clearly visible on the event day (tables, entrance, bar).

Tip

Test the QR code yourself with your phone before you print it. That way you are sure it points to your event and scans cleanly.

Caution

Keep an eye on the storage period: for free events, retention starts when the gallery is created, otherwise with the 10th uploaded photo. Only then does the clock for your later backup begin.

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Phase 2 — During the event

Now everything runs live. You do not have to stay glued to the screen, but a few glances in between are worthwhile.

Keep the Live Wall running

1. Open the Live Wall card on the dashboard and click Copy Link or Open to show the photo wall on a TV or projector.

2. The gear on the card takes you to the photo wall settings. The photo wall guide explains every option.

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In the photo wall settings you control how the live wall looks on the big screen.

On the TV, new photos appear in real time – an eye-catcher for your guests.

Keep moderation in view

1. Click the dashboard tile Manage uploads to reach moderation. There you can hide, publish, or delete images.

2. If moderation is active, new images need your approval before they appear in the gallery. Details in the moderation guide.

3. If someone repeatedly disrupts things, you can ban them – see ban users.

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On the moderation page you publish, hide, or delete uploads.

Delegate moderation

1. Appoint a trusted person as a moderator via the invitation management in advanced mode.

2. That person can then review uploads while you get to celebrate yourself. Roles & permissions explains how.

Tip

A quick word from the microphone or a shout at the bar hugely motivates your guests to upload their photos. Feel free to hand moderation over to someone you trust, so you can enjoy the evening yourself.

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Phase 3 — After the event

Even when the party is over, there are still important steps – above all the backup.

Nudge latecomer uploads

Remind your guests in the days afterward to upload their last photos. Many did not share everything right away during the evening. If you use a live-upload access for photo booths, you can leave it open for this – see live upload.

Check the storage period

1. Open the dashboard and look at the Storage Period block in the statistics.

2. The text shows the state: “Stored until {date}”, “Stored permanently”, or – when expired – “Expired — {days} days of access left for the ZIP download”. After expiry you have a 30-day grace window for the download.

3. If time is short, click Extend and choose a suitable plan – see upgrade your plan.

Pull a complete backup

1. Open the Download area from the sidebar. Here you configure your ZIP backup in several steps.

2. Folder structure: choose how the files are grouped – “Single Folder”, “By Photo Task”, “By Uploader”, or “By Album”.

3. File naming: keep the original names or add a status prefix, like count, or uploader name. A preview shows you the resulting file name.

4. Descriptions: optionally generate a .txt file with the caption for each image.

5. Recycle bin & selection: decide whether deleted images are included or excluded, and which statuses (Published, Unpublished, Pending Approval) you back up.

6. Optionally create a separate folder for each status. The tree preview shows the finished ZIP structure.

7. Finally, click Download. Large backups are automatically split into multiple ZIP files at 1 GB. The full flow is in the download & export guide.

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On the download page you configure your ZIP backup step by step.

Tip

Let a few days pass after the event before you make the final backup – that way all the latecomer photos are really included. But back up before the storage period ends. Also keep an eye on the recycle bin in case something was deleted by accident.

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Related guides

• Preparation: checklist, style, Design Studio, privacy, features, tasks, achievements, albums, invite guests, roles, dashboard.
• Live operation: photo wall, moderation, ban users.
• Follow-up: live upload, upgrade your plan, download & export, recycle bin, event statistics.