How to set up an online client gallery and proofing system

To provide a professional client experience, you should choose a dedicated gallery platform like Pixieset, Pic-Time, or ShootProof to deliver your images. This replaces cluttered file-sharing links with a branded, secure environment where clients can select their favourites, download high-resolution files, and purchase professional prints directly, helping you earn extra income with minimal effort.

Why use a professional gallery system?

While sending a link to a folder might seem easy, it lacks the professional "wow" factor that builds a sustainable photography brand. A dedicated gallery system serves several purposes:

• Proofing: Clients can "heart" or flag images they want you to retouch further.
• Security: You can password-protect galleries and add watermarks to prevent unauthorised use before payment.
• Sales: Many platforms integrate with UK-based professional print labs, allowing you to sell physical products without handling the shipping yourself.
• Branding: The gallery can be customised with your logo and brand colours, making your business look established and trustworthy.

Step-by-step setup guide

1. Choose your platform: Research the "big three" (Pixieset, Pic-Time, and ShootProof). Most offer a free tier for a small number of images, so you can test the interface before committing to a subscription.
2. Brand your workspace: Upload your logo and choose a colour palette that matches your business identity. Ensure your contact details and social media links are updated in the "Account" or "Profile" settings.
3. Configure your "Price Sheets": If you plan to sell prints or digital downloads, set up your pricing. Choose a UK-based lab (such as Loxley Colour or Digitalab) within the platform's settings so your UK clients don't face high shipping costs or import duties.
4. Set your download rules: Decide if clients get all images for free or if they have a "limit." You can generate unique download pins for each client to keep their files secure.
5. Create a "Test Gallery": Upload a few of your own images to see the process from the client's perspective. Check how it looks on a mobile phone, as many clients will view their photos on the go.
6. Enable Privacy & GDPR: Ensure your gallery includes a link to your privacy policy. Use password protection for galleries containing sensitive or personal images (like family portraits or weddings).

Pro Tip: Use the "Auto-Expiry" feature. Setting a gallery to expire after 30 or 60 days encourages clients to make their selections and downloads promptly, freeing up your storage space and keeping your workflow moving.

Best practices for UK photographers

When setting up your system, keep these British business essentials in mind:

Feature	Why it matters
Currency	Ensure your store is set to GBP (£) so there are no confusing conversion fees for your clients at checkout.
UK Lab Integration	Using a UK lab ensures faster delivery times and supports local industry.
VAT Settings	If you are VAT registered, ensure the system is calculating tax correctly on any print sales.

Once your system is configured, you can simply send a beautiful, branded email invite to your clients every time a shoot is ready. It creates a seamless end-to-end service that encourages referrals and repeat bookings.