Manage your gallery

Everything uploaded to your event comes together in one place: the Photos page in the left-hand menu, group Gallery. The page itself is headed Manage Gallery with the subtitle “Add, view, and manage your gallery. Organize and showcase your photos with ease.” and lives at the route /admin/gallery.

Every other media feature starts here - this article walks through each bar on the page from top to bottom and tells you which button leads into which guide.

How to open the page

1. Open your event’s admin area - from the gallery via the profile menu in the top right.

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   The profile menu in the top right takes you into the admin area. ① your point score and solved tasks, ② Profile options with My Profile, Language, Design and Help, ③ Administration with Account Settings, Moderation and Admin Portal - this section is missing unless you hold a role for it, ④ Account with Log out.

2. In the left-hand menu, group Gallery, click Photos.

   

   ① Photos in the Gallery group; the number next to it is the count of published media - 23 in this example. ② Below it the sub-items Gallery and Recycle Bin unfold and jump straight into the matching tab of the page.

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The layout from top to bottom: the page tabs, the action bar, the moderation panel with its status tabs, the sort bar - and only then the grid.

The page tabs

Right below the heading sits a tab bar. It belongs to the page, not to the gallery, and switches between three views:

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① Gallery is the default - the grid with all your media. ② Recycle Bin shows the deleted media as a view of its own. A third tab, Reports, appears as soon as guests have reported something; open reports show up as a red number next to it.

• Gallery - the photo grid this article is about.
• Recycle Bin - only appears once at least one media file has been deleted. What you can do there is covered in Recycle bin & restoring.
• Reports - only appears once there are reports. The red number counts the open ones.

As long as Gallery would be the only visible tab, the page hides the whole bar - so a brand-new event shows no tabs at all. The active tab is stored in the address (?tab=recycleBin), which means bookmarks and shared links land in the same spot again.

Caution

Don’t confuse this bar with the status tabs further down (Published / Pending / Unpublished). The ones up here switch the page, the ones below only filter the grid.

The action bar

Below the tabs sits the action bar. The filter on the left, everything else on the right:

① Filter opens the Gallery Filters dialog, ② Select turns on multi-selection, ③ Deleted opens the recycle bin as a dialog. In between sit Upload, Photowall and Map, and on the far right the unlabelled column picker.

• Filter - opens the Gallery Filters dialog (see below). While filters are active the button turns solid, shows the count and gains a red ✕ next to it for resetting.
• Upload - lets you add photos and videos as the host. The flow is the same one guests use, described in Upload Photos. If you are currently filtering on exactly one task, the dialog opens with that task preselected.
• Select - turns on select mode (visible from tablet width; on phones it lives in the ⋮ menu as Select Photos).
• Photowall - starts the photo wall for a projector or TV, see Photo Wall Setup. The button only appears on large screens; below that the entry sits in the ⋮ menu.
• Map - switches the grid to map view. It only shows up when at least one photo carries location data and the feature is part of your plan; more in Map view.
• Deleted - opens the recycle bin as a dialog on top of the gallery. The Recycle Bin tab above leads to the full view; in the ⋮ menu the same entry is called Recycle Bin.
• On the far right, a button without a label: the column picker.

Note

Which buttons you see also depends on your permissions: Upload needs upload rights, while Hide, Publish and Remove from album in select mode require a moderation permission. See Roles & permissions.

Column picker and ⋮ menu

The column picker decides how many photos sit side by side:

① The unlabelled button on the far right of the action bar opens ② the menu: Auto adapts the column count to the window width, below it 1 Column through 5 Columns. The check mark marks the active choice.

In the row-based gallery variants the same value doesn’t control the column count but the tile size - then the entries read Very Large, Large, Medium, Small and Very Small, and the heading says Size instead of Columns. Which variant your event uses is set in Customizing the look.

On phones and tablets the column picker is missing; there the ⋮ menu collects everything that doesn’t fit into the narrow bar:

① Select Photos matches the Select button, ② Recycle Bin matches the Deleted button, ③ under the Columns heading sit Auto plus 1 to 3 - more than three columns aren't offered on a phone. In between, depending on your event, sit Photowall and Map.

The moderation panel and the status tabs

Below the action bar there can be a box of its own that only moderators, admins and the owner get to see:

① The Moderation Panel heading marks the box guests never see. ② Open Full Dashboard → leads into the dedicated Review & Reports area. The three status tabs sit below it.

The box depends on two conditions - and not on whether there is anything to do right now:

1. You hold a moderation permission (moderator, event admin or owner).
2. The Show approval bar in the gallery toggle is on. You’ll find it in Moderation & safety; it is on by default.

Turn it off and the status tabs disappear from the gallery as well - the moderation page itself stays reachable through the profile menu and through Review & Reports.

On a phone the same box shows a full-width button instead of the small link:

① On a phone the full Open Moderation Dashboard button replaces the text link of the desktop view. The status tabs below it are the same.

The three status tabs

① Published is the default - what guests see. ② Pending holds the photos still waiting for approval, ③ Unpublished the hidden ones. The tab only decides what you see; it doesn't change any status.

• Published - visible to guests. The number in the tab is the same one shown next to Photos in the menu. While filters are active it only counts the filtered media.
• Pending - waiting for approval. This tab only fills up when moderation is switched on.
• Unpublished - withdrawn media: uploaded, but deliberately hidden.

① One click on Pending - here without any open approvals, hence the empty state No Pending Approvals. Because no photo is displayed, the page hides the sort bar along with it.

The active status tab lands in the address as well (?filter=pending). A link to /admin/gallery?filter=pending therefore takes you straight to the open approvals.

Note

While media are waiting for approval, the gallery additionally shows a Moderation Needed notice with a Review Now button. It only appears on the Published tab and can be dismissed.

Note

The status also decides where a photo returns to after being restored from the recycle bin - namely to exactly the state it was deleted in. Details in Recycle bin & restoring.

The sort bar

Right above the grid sits a row of its own for sorting. It is not an event setting but applies only to the view you currently have open:

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① The criteria Upload, Capture, Likes and Comments - on narrow screens the row can be scrolled sideways. ② The button on the right flips the direction; the arrow turns by 180° as it does.

• Upload - the order things were uploaded in. This is the default.
• Capture - the date from the camera’s image data. Photos without a capture date fall back to their upload date.
• Likes and Comments - only appear when the matching feature is switched on in your event.

For Upload and Capture the button on the right reads Newest or Oldest. Sort by Likes or Comments and the label changes accordingly to Most and Least.

Note

The whole bar can be switched off: the Quick Sort Bar toggle in Customizing the look → Controls above the grid hides it for everyone. Directly below it sits Album Quick Select - with that toggle on, a scrollable row of album chips appears under the sort bar so guests can jump into an album with a single tap. Album Quick Select is off by default.

Tip

Filter on exactly one album or exactly one task and the gallery adopts its own default sorting - so an album “Ceremony” can show up sorted by capture time on its own while the rest of the gallery stays on the upload date. A sorting you click yourself always wins.

The “Gallery Filters” dialog

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The filter dialog bundles quick filters, media type, sort order, albums, tasks and the like count. Clear, Cancel and Apply close it out at the bottom.

The dialog is called Gallery Filters (“Apply filters for albums, tasks, and more.”) and builds up from top to bottom out of the blocks below. Which of them you see depends on your event - a block without content isn’t shown.

Active filters

At the very top - and only while something is being filtered - the dialog lists the active filters as chips, with Clear All next to them. With nothing filtered, the dialog starts right at the quick filters.

Quick Filters

① My Uploads - photos you uploaded. ② My Likes - photos you liked; only visible when likes are switched on. ③ Task Items - task-related photos; only visible when your event uses tasks.

Media Type

① All is the default, ② Photos, ③ Videos, ④ Motion Photos - the short moving images some phones record alongside the still. Only one tile can be selected at a time.

Sort Order

① Sort by with the same criteria as the sort bar, ② Order with Newest and Oldest. Unlike the sort bar, the choice here only takes effect on Apply.

Albums

① Every album as a chip with its photo count - Brunch with 5 photos in this example. ② Without Album collects everything not yet sorted anywhere. Several albums can be ticked at once. Above the chips on the right it says how many albums exist in total.

You create albums in Creating albums.

Tasks, people and likes

Below the albums - depending on your event - further blocks follow:

• Tasks - every photo task with a checkbox and the number of photos solving it. The block only appears when tasks are switched on and at least one exists; you create them in Creating challenges.
• Filter by People - the people found by face recognition. Only present when face recognition is running, see Finding photos of you.
• Filter by Number of People - Minimum People and Maximum People; also requires recognised faces.
• Filter by Number of Likes - only appears when likes are switched on.

① Minimum Likes and ② Maximum Likes narrow things down by popularity. Above them in the image: the Tasks block with a checkbox each and the number of photos belonging to it.

At the bottom, Clear (resets all filters), Cancel (discards your changes) and Apply close out the dialog. Only Apply changes the gallery.

Tip

Two shortcuts save you the dialog: clicking an album under Albums opens the page pre-filtered (?albums=…), and in the task manager View images leads straight to the photos of one task (?tasks=…).

Example

Say you’re after the most popular photos from one particular album. Open Filter, pick the album under Albums, set Media Type to Photos, enter a 5 under Minimum Likes and click Apply. From then on the page only shows photos from that album with at least five likes; set the sort bar to Likes as well and the list orders itself by popularity. Clear All in the filter bar takes you back to the full gallery.

Spotting active filters - and getting rid of them

As soon as a filter takes hold, the page shows it in three places at once - so you never miss a forgotten filter:

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① The filter button turns solid and carries the number of active filters - as text and as a small bubble. ② The red ✕ next to it throws all filters away in one go.

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① Below the action bar, Active Filters (2) lists every filter as its own chip - 1+ Likes and Photos Only in this example. The ✕ inside a chip removes just that one filter. ② Clear All wipes the whole bar.

Notice how the number on the Published tab drops from 23 to 3 while doing so: the status tabs always count what’s left after the filter.

Note

The number on the filter button counts each album, each task and each person separately. Two albums plus a like filter therefore make 3, not 2.

The album card

Filter on exactly one album - and nothing else - and a context card replaces the chip bar:

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① Cover, title, subtitle and photo count of the album - here Brunch, 'The morning after', 5 photos. ② Upload to Album opens the upload and drops the new photos straight into this album. ③ The ✕ in the top right lifts the album filter again.

The same exists for tasks: filter on exactly one task and its card shows up there with a Solve Task button.

Select mode

Select turns the action bar into a selection bar:

① Select Photos - the ✕ to its left ends the mode again. As soon as something is marked, the count shows up here. ② Select All marks everything loaded; once something is marked, Cancel Selection appears next to it. The button row below stays pale as long as nothing is marked.

① Hide withdraws the photos from the gallery, ② Delete moves them into the recycle bin, ③ Bulk Actions opens the dialog for album and task assignments. To their left sit Like, Save and Range.

• Like and Save are open to everyone; Save opens the download dialog.
• Range marks every photo between the two you clicked last - handy for long stretches.
• Hide, Publish and Delete require a moderation permission. Which of the first two appears depends on the status tab: on Published it says Hide, on Pending and Unpublished it says Publish.
• Remove from album only joins in when you are currently filtering on exactly one album.
• Bulk Actions is tied to the admin or owner role.

Each of these buttons asks once more before it acts. The full description including downloads is in Selecting multiple photos.

What deliberately isn’t here

The page shows media - it is not a moderation view. Approving, working through reports and banning guests happens in the dedicated Review & Reports area: Approving & moderating photos. And backing up all your media doesn’t run through the selection but through Backing up all photos.

Troubleshooting

A photo is missing from the grid. Check the status tab first - with moderation on, new uploads sit under Pending. Then the filters: an album or media type filter stays active until you clear it. The quickest way is the red ✕ next to the filter button.

I don’t see any status tabs at all. Either you lack the moderation permission, or the Show approval bar in the gallery toggle is off in Moderation & safety. The profile menu still gets you to the moderation page at any time.

The “Pending” tab stays empty. Then moderation is off. You switch it on in Moderation & safety.

The sort bar has vanished. It gets hidden while the grid is empty - for instance on the Pending tab without open approvals. It is gone for good when the Quick Sort Bar toggle in Customizing the look is off.

There is no “Recycle Bin” tab. It only appears once at least one media file has been deleted. The Deleted button in the action bar, on the other hand, always opens the recycle bin dialog.

“Select” shows no bulk actions. The Bulk Actions button is tied to the admin or owner role - see Roles & permissions.

A photo has disappeared. Check the recycle bin; deleted media stay there for the length of the grace period.

Related pages

• Selecting multiple photos - select mode, hiding, deleting, bulk actions.
• Approving & moderating photos - the dedicated area for approvals and reports.
• Recycle bin & restoring · Creating albums · Creating challenges
• Customizing the look · Moderation & safety · Backing up all photos