Setting up your event

Before your guests get started, your event should be fully set up. There are three tools that go hand in hand: the guided setup wizard (takes your event from zero to ready in minutes), the checklist (your customizable map of what’s left to do), and the guided tour (a walkthrough of the interface). This page also serves as your signpost to every other admin area.

Who can do this?

The setup wizard requires a fully registered account. If you’re only signed in as a guest, or not signed in at all, you get a page for claiming the event instead – create an account first, then set up. When you save, the server additionally checks that the event really belongs to you.

The checklist has no role hurdle of its own: whoever may enter the admin area sees the checklist too – that is, hosts and admins. Plain moderators never reach the admin area and play no part in setup.

How to reach these areas

You’ll find all three tools in the admin area. Here’s how to get there:

1. Open the profile menu in the top right and, under Management, choose Admin portal. You land on the dashboard at the /admin route.

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   The profile menu in the top right takes you into the admin portal. ① your points and solved tasks, ② Profile options with My Profile, Language, Theme and Help, ③ Management with Account Settings, Moderation and Admin Portal – this section is missing until you hold a role for it, ④ Account with Sign out.

2. On the dashboard, a right-aligned bar above the cards holds three buttons: “Setup Event” opens the setup wizard, “Start Tour” starts the guided tour, and “Set up dashboard” opens the card manager (once you’ve hidden cards it reads “· N off”).

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   The dashboard bundles the setup wizard, the tour, and the “Next steps” card. ① the figure band: up to four tiles that follow your event's phase and the tools you have switched on – each one is clickable and takes you where you act on that number; below it on the right, View all figures opens the full statistics. On a phone the four sit as a 2×2 block. ② Setup Event reopens the setup wizard, Start Tour walks you through the admin area. ③ Set up dashboard opens the dialog for figures and cards: switch them on or off, drag them into order. With cards switched off the count shows in the button – Set up dashboard · 2 off.

3. Open the checklist from the left sidebar under “Checklist” – the second entry in the topmost group, which deliberately carries no heading. While something is outstanding, the entry shows the count next to it. It opens the full view at /admin/checklist. A short version also sits on the dashboard as the “Next steps” card.

Goal	Where
Setup wizard	Dashboard button “Setup Event” (opens a full-screen wizard)
Guided tour	Dashboard button “Start Tour”
Show/hide dashboard cards	Dashboard button “Set up dashboard”
Checklist (full view)	Sidebar → “Checklist” (/admin/checklist), with the number of open items
Checklist (short version)	The “Next steps” card on the dashboard (/admin) – its position follows the event phase, and it can be switched off

The setup wizard

The wizard runs full-screen and walks you through the essentials in two to three steps. A progress indicator sits at the top. Your progress is kept – if you leave mid-way, the browser warns you. When you reopen it, it preloads your existing values, so you only change what you actually want to. Nothing is changed until you tap “Launch gallery” at the end.

The wizard starts with Basics. The step indicator at the top shows how many steps your event has – Style is skipped on smaller plans, and the last step is Launch.

Tip

The style step only appears if your plan includes multiple layouts or custom branding. On smaller plans the wizard therefore has just two steps. For fine-tuning your logo, cover, and layout, see Customize the look; to move to a larger plan, see Upgrade your plan.

Your wizard has fewer steps than described here?

Then you very likely arrived through a specific topic page – say a page about the seating plan, the invitation, the guest list, the menu, or the schedule. In that case the wizard deliberately starts shortened, so you land straight on the tool you came for:

• The style step is dropped entirely – the wizard then has just two steps.
• In the final step the playful toggles are hidden (photo likes, photo challenges, points and leaderboard, achievements). Their preset values still apply and are saved along as usual.
• For some topics the event type is already fixed; the tile picker in the first step is then missing.
• Once you finish, the matching tools are already switched on, and the success screen offers a button straight into that tool – into the seating plan or the RSVP form, for example. The guest link then points at the tool as well.

Note

This is not an option you can toggle, and it only happens on the very first setup. If you open the wizard again later (the “Setup Event” button on the dashboard), you always get the full flow. Everything the shortened wizard skips can be set afterwards at any time: Customize the look, Features and the tooling overview.

Step 1 – Basics

Heading “Let’s create your gallery!”. Here you lay the foundation:

1. Event type (“What kind of event is this?”): Pick a tile, e.g. wedding or birthday. The type drives sensible defaults – such as which challenge and achievement templates are imported automatically and which style presets apply.

2. Gallery title (required, marked with an asterisk): Give your event a name. While this field is empty, the “Continue” button stays greyed out.

3. Description (optional): A short welcome text your guests will see.

4. Event date (optional): Via the date picker; you can also set the date later.

5. Gallery language: A toggle between German and English – this sets your event’s main language.

6. Tap “Continue”.

Step 2 – Style (only on a matching plan)

Heading “Design your gallery”. This step only appears if your plan unlocks it:

• Choose a theme (“Choose your theme”): A horizontal selection of eight layout variants with real preview images – Modern Grid, Polaroid Wall, Vintage Collage, Timeline, Uniform Grid, Seamless Mosaic, Highlights, and Flush Rows. Only shown if your plan supports multiple layouts.
• Add branding (optional): Upload a logo (square, 1:1, PNG or JPEG) and a cover image (16:9). Only shown if your plan supports custom branding.

Use “Back” and “Continue” to navigate. To fine-tune these settings later, see Customize the look.

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What you set roughly in the style step, you refine any time later under “Customize the look”. ① Show Preview opens the gallery as a second column beside the settings on a computer and shows straight away what your unsaved changes do; on a phone it opens as a dialog. A second click hides it again — the button then reads Hide Preview. ② the jump field: type a setting and the page jumps to it – switching tabs if it has to, and highlighting the match there for a moment. ③ the toggle for the advanced sections: it folds them all open at once and your browser remembers the state – which is why it already reads Hide advanced options here instead of Show all advanced options.

Step 3 – Launch

Heading “Ready to launch!”. The final step bundles privacy and features:

In the last step, Ready to launch!, the Gallery Features list decides what guests may do – Guest uploads at the top, then photo likes, photo challenges, points and achievements. All of it stays changeable in the settings later.

• Privacy: The “Invite only” toggle makes your event private. When you turn it on, the “Password (invite code)” field appears – it’s automatically prefilled with an easy-to-read code (example: lisa-max-2026) that you can overwrite; at least 4 characters. Only people who know this code can get in. More on this under Privacy and access.
• Gallery features: One toggle per feature. Which toggles appear depends on your plan:
  • Guest uploads – always available; lets your guests contribute their own photos.
  • Photo likes – guests can like photos.
  • Photo challenges – with a sub-toggle to automatically import challenge templates.
  • Points and leaderboard – playful competition with a score.
  • Achievements and rewards – with a sub-toggle to automatically import achievement templates.

Use “Back” to step back; “Launch gallery” saves everything (it reads “Creating…” meanwhile). Afterwards a success screen appears with “Go to dashboard” and “View gallery”.

Recommendation

Leave the automatic template imports on and turn on guest uploads and photo likes from the start – that way your event is lively straight away. You can change every one of these features later, individually, under Features.

The guided tour

The “Start Tour” button on the dashboard lays an interactive walkthrough over your real interface. The tour is organised into seven chapters; the chapter is shown as a small line above every title:

Chapter	What it covers
Getting started	“This is your control centre”
What your guests see	The link your guests get · Appearance · What guests are allowed to do
How guests get in	Access and password · QR codes and print templates · Your digital invitation
What guests do there	Planning tools · Photo tasks, points and rewards · Albums
What you steer	Photos · Moderation and safety · Where you approve · Participants · Cameras and live upload · Photo wall for the projector
After the event	Statistics and recap · Download everything · How long the gallery stays online
How to carry on	Your next steps · That was it

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A tour step: the chapter on top, then the title and explanation, with the “X of Y” progress below.

That adds up to as many as 21 steps. How many you actually get depends on your event: steps that don’t apply are left out while the tour is built, instead of being skipped later on. Conditional are QR codes and print templates (dropped only on white-label without print templates), Your digital invitation (only when the invitation tool is switched on), Photo tasks, points and rewards (only when the feature and your plan match), Cameras and live upload, Photo wall for the projector and Download everything.

How to control the tour

Every step navigates to its own page and, where needed, opens the sidebar for you – so you can walk backwards without losing the thread. At the bottom sit “Back” and “Next”, on the last step “Done”, and between them the “X of Y” progress. To stop, use the X in the top right of the tour window; there is no “Skip” text button. On a keyboard, the arrow keys page through, Enter moves on and Esc closes. The tour never starts by itself – only via “Start Tour”, and then always from the beginning.

Conference or workshop?

For the event types conference and workshop, two steps are worded differently: “Access and password” and “Planning tools” then describe the route typical for company events (agenda, guest list and RSVP instead of invitation → seating → menu).

The checklist – short version on the dashboard

The dashboard carries the “Next steps” card with the subtitle “From your data, not from a template.” It shows at most four entries, in this order:

1. Steps derived from your live data – for example “4 guests still have no seat”, “3 replies are still outstanding” or “12 uploads are waiting for approval”. Each of these has an “Open” text button on the right that jumps straight into the responsible area.
2. Open tasks from your checklist – with a checkbox to tick them off and, if one exists, the first action as a text button.

If a tool already produced a derived step, the template task for that same tool is suppressed – you don’t read the same thing twice. Tasks your plan doesn’t cover drop out entirely. When nothing is outstanding, the card reads “All done – nothing outstanding right now.”

The card has exactly one footer button: “Full checklist” takes you to the full view at /admin/checklist.

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The “Next steps” card: first what your data says, then open items from the checklist.

Where exactly is the card?

Not fixed to the right: the dashboard orders its cards by the phase of your event (planning, gallery, after the party), and via “Set up dashboard” you can reorder it or hide it completely. More on that in the dashboard.

The checklist – full view and management

The template that ships with your event holds 7 categories with 35 tasks – from “First steps” through “Inviting guests” and “Preparing the photo fun” to “On the day” and “Afterwards”. Beyond that the checklist is fully customizable: you can create, edit, sort, and delete your own categories and tasks, building a clickable setup map for your team.

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The full checklist view: progress and filters on top, categories as cards with tickable tasks below.

1. Open “Checklist” in the left sidebar. At the top are a title and a short description, below them a progress block, and only then your categories as cards.

2. The progress block: on the left “X of Y done”, on the right – if an event date is set – a countdown (“N days to go”, “Tomorrow is the day”, “Today is the day” or “Celebrated N days ago”), below that a bar and the two filter buttons “Open” and “All”.

   Completed items are hidden at first

   The filter starts on “Open”. Ticked tasks therefore disappear from the list – they are not deleted. “All” brings them back. Once every item is done, the “All tasks complete!” message appears while the “Open” filter is active.

3. Tick off tasks: Check the box in front of a task – it saves immediately. If the task carries actions, its link jumps you straight into the responsible admin area (internal links stay in the admin portal, external ones open a new tab).

   Many tasks don’t need you at all: they carry a condition and tick themselves as soon as it is true (see “Done, when” below).

4. Finish a task right in its row: Under some open tasks sits a small control – for “Set the event date” a date field with “Save”, and for the song requests and RSVP tasks the note “This tool is still switched off.” with a “Switch on” button (when it is on, it reads “Is switched on”). Once the task is done, the control disappears.

5. Real numbers from your tools: Six tasks show the state of their tool on the right of the row – guest list, RSVP, seating plan, schedule, budget and song requests. You see something like “12 / 40”, a progress bar underneath and a sentence such as “4 guests still have no seat” or “3 replies outstanding”. When the tool is switched off, no number appears.

6. Edit or move a category: The three-dot menu in each category header offers “Edit”, “Delete”, “Move up”, and “Move down”. The same actions are available via right-click or long-press on the category.

7. Edit or move a task: Each task has its own menu for editing, deleting, and moving.

8. Sort by drag and drop: Categories and tasks can be dragged and rearranged with the mouse (the cursor turns into a move symbol). Alternatively use the “Move up/down” menu entries. The order is saved immediately.

9. Create a new task: The “Add task” button at the bottom of each category opens the task dialog.

10. Create a new category: At the very bottom sits a dashed card “Add category” with a plus symbol.

The “Add / edit category” dialog

When you create or edit a category, a dialog opens titled “Add category” or “Edit category”. It contains:

1. Language selector – at the top you switch between your event’s languages, so you can maintain name and description in multiple languages.
2. Name (per language, required) – the category title.
3. Description (per language, optional) – an explanatory text.
4. Priority – a number that controls sorting (a higher priority moves up).

Use “Cancel” to discard, “Save” to apply. Saving is optimistic: the dialog closes immediately and the change appears in the list right away.

The ‘Add Category’ dialog: the language selector on top with ‘Update All’ and ‘Fill Missing’, then name, description and the priority with its default of 0. The dashed card you open it from sits in the background below.

The “Task details” dialog

The task dialog is titled “Task details”. Here’s how to fill it in:

1. Language selector – switches the language for the task name and action labels.
2. Task name (per language) – what to do, e.g. “Check the cover image”.
3. Actions – zero or more clickable links per task. Use “Add action” to create one; per action you fill in:
   • Action label (per language) – the menu text you click in the checklist, e.g. “Go to style settings”.
   • Link – either an internal path that starts with a slash (e.g. /admin/settings?tab=style) and navigates within the admin portal, or a full external URL (opens a new tab).
   • Use the trash icon to remove an action again.
4. “Done, when” – this is where you set the condition under which the task ticks itself. Below it sits the hint “The task then ticks itself as soon as this is true.”

Use “Cancel” to discard, “Save” to apply.

The ‘Task Details’ dialog for a new task: language selector, empty task name, the ‘Add action’ button and the ‘Done, when’ selector – here on its default ‘I tick it myself’.

The choices under “Done, when”

There are 20 ready-made rules to pick from, among them: when the event date is set, when a logo or a cover image is in place, when enough photos have been uploaded (with a field for the number), when albums, photo tasks or achievements exist, when the gallery has been downloaded, when the guest list is not empty or enough guests are on it, when an invitation exists, when custom invitation codes exist, when a seating plan exists, when the menu has dishes, when a schedule exists, when the budget has entries, when enough song requests have come in, when custom pages exist, when the event details are written, and when a thank-you is written.

1 Pick a condition under Done, when – here when enough photos have been uploaded. 2 Only then does the number field with the unit photos appear: from that count on, the task ticks itself.

Two special cases round it off:

• “I tick it myself” – the default for new tasks, with no automation.
• “Keep the custom rule” – only shown for template tasks whose rule isn’t in this list. The rule is then spelled out in plain words and left untouched when you save.

Build a map

Point the action links deliberately at the right admin subpages – then the checklist becomes a clickable setup map that lets your team reach every step in one click. Example: a task “Check the cover image” with an action to /admin/settings?tab=style.

Example

You want to track the arrangements with your photographer inside the checklist.

At the very bottom you click the dashed “Add category” card, enter Photographer as the Name, Arrangements before the day as the description and 10 as the Priority – which moves the card up. Save closes the dialog immediately and the card appears in the list right away.

Inside the new card you use “Add task” twice:

• Agree on the shot list – with “Add action”, the Action label Open the shared document and the document’s full address as the Link; it will open in a new tab. Under “Done, when” you leave “I tick it myself”.
• Enough photos for the photo wall – here you pick the rule when enough photos have been uploaded under “Done, when” and enter 50 as the number. This task ticks itself as soon as the 50th photo arrives.

The 35 template tasks have become 37, and the progress block counts them straight away. And don’t be surprised when the photo-wall task later disappears: the filter sits on “Open” – “All” shows it again, ticked.

Saving and behaviour

• Ticking a task: reported to the server immediately. If it fails, you see an error – just tick it again.
• Creating or editing a category/task: optimistic. The dialog closes at once and the change appears right away; on a server error it’s rolled back automatically.
• Order: persisted immediately as you drag.
• “Launch gallery” in the wizard: sends only the changed or filled fields; branding images are uploaded first.

When something goes wrong

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Tasks seemingly gone? The filter sits above the list: 1 Open hides everything already done (the default), 2 All brings back the complete list including the ticked items.

• “Set up event” seems to do nothing – you’re already set up. The wizard then opens in edit mode with your existing values and only changes anything when you tap “Launch gallery”.
• “Continue” stays grey in the Basics step – the gallery title is missing; it’s required.
• No style step appears – either your plan doesn’t include multiple layouts and custom branding, or you arrived through a topic page and the wizard runs shortened (see above). Adjust style and branding later under Customize the look, or move to a larger plan under Upgrade your plan.
• No toggles for likes, challenges, points and achievements in the final step – that’s the shortened flow too. The features aren’t lost; switch them on and off any time under Features.
• An action link unexpectedly opens a new tab – internal paths must start with a slash, otherwise the link is treated as an external URL.
• A category is gone by accident – deleting can’t be undone and removes all tasks it contained.
• Ticked tasks have vanished – the full view starts on the “Open” filter. Click “All” and the whole list is back.
• A task ticks itself – that’s on purpose: it carries a condition under “Done, when”. Set it to “I tick it myself” in the task dialog.
• The “Next steps” card is missing from the dashboard – it is either hidden under “Set up dashboard” or sorted further down for your current event phase. The card only ever shows up to four items anyway; the rest is behind “Full checklist”.

Recommended order

1. Run the setup wizard first to set the foundation (title, style, privacy, features) in one go.

2. Then use the checklist as a progress tracker. Create your own categories and tasks with action links to the matching admin pages, and set priorities to pull important things to the top.

3. Before the event, tick off every item and review your event via “View gallery”.

Related pages

• Dashboard – the entry point with the three buttons and the “Next steps” card
• Customize the look – logo, cover, colors, and layout
• Features – the toggles from step 3 in detail
• Privacy and access – “Invite only” and the access code
• Tooling overview – the tools a shortened wizard switches on for you
• Challenges · Achievements and rewards · Albums
• Invite guests · Save all photos · Upgrade your plan
• For guests: Access the event shows how your guests join after setup.