As photographers, we know that you spend enough time juggling tasks in your business. Busy or forgetful clients end up adding even more work to your to-do list!

CloudSpot’s custom expiration reminders are designed to help you automatically save time and serve your clients without missing a beat!

From reminding clients to buy prints or to download their images, CloudSpot’s custom expiration reminders help create a remarkable experience for your clients 🤩

In this article, we're going to show you exactly how to get this automation set up!

In order to send out these automated emails, you'll need to use an email template. We include a default one for you to use, but you may want to customize it (or create a new one) to fit your brand!

You can create or edit these templates in the same place you edit your normal email templates: My Account > Settings > Email Templates > Gallery Expiration Templates

Click "Create New Template", enter your template name, set your accent color, and select your template layout from the options available. Finally, enter your Email Subject line and the Content of the email.

Unlike regular email templates, you cannot customize these emails individually before they are sent out. This is where our new feature called Dynamic Text comes in!

Dynamic Text is a placeholder you can use in your automated email templates that will autofill once the email is sent to your client! You can customize fields such as expiration date, Gallery name, and even the email recipient's name! ⚡

Here are the options for Dynamic Text and what to enter in the template:

Simply type (or paste) the Dynamic Text field into your template's subject line and/or email content. It will look like this:

When your recipient receives their automated email, those fields will be auto-filled with the correct information based on their Gallery! 🎉

Now that we have the email templates all ready to go, we can head over to a gallery to enable this feature! Open up the settings in one of your galleries and head to the Access tab. Toggle on Gallery Expiration, and set it to be at least 2 days away.

This is where you can decide how many days before the Gallery expiration you'd like to send out this automated reminder. You can set the expiration email to send any number of days before the gallery is set to expire as long as it is scheduled at least one day before expiration.

For example - if your gallery is set to expire in 2 days, you can only have the email sent 1 day prior to expiration. If your gallery is set to expire in 10 days, you can have the email be automatically sent out in 1-9 days.

This is where you can decide which of your email templates you'd like to send!

This is where you can decide who will receive the email. You can decide between All Gallery Visitors (emails collected through Email Capture) or Specific Email(s). If you opt for specific email(s), you can enter the email addresses (or contacts) that you'd like the reminder to be sent to.

A: Email templates are the templates you use and customize to send galleries to clients in real-time. Gallery Expiration Templates are customizable templates that are designed to be automated, scheduled, and seamless. These expiration templates use dynamic text to automatically autofill items like Gallery Name, Recipient Name, and Expiration Date 🕐

A: You can! But the great news is CloudSpot automatically includes a default expiration template for you to get started with. Then you can create your own auto expiration templates customized to your brand 🤩

A: Dynamic Text is a placeholder you can use in your automated email templates that will autofill once the email is sent to your client! You can customize fields such as expiration date, Gallery name, and even the email recipient's name! This allows each email sent to be customized to the recipient with zero extra work for you! 💪

A: To enter dynamic text into your template simply type or copy/paste the dynamic text (including the two pairs of {curly} brackets) into your template 🤖

A: If your gallery is set to expire tomorrow, the option to send an expiration email will not appear. In order to enable email reminders, the expiration date must be at least two days away 📆

A: You are only able to increase the number of days prior up to one less day than your expiration window. So if your expiration window is set to expire in 5 days, you can only set the max number of days prior to 4 👍

A: You sure can! If you opt to not enable email capture, you can still send expiration reminders to specific emails! Simply type the email or CloudSpot contact name into the "Send to" box and the emails will automatically be sent out! 🕺