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Setting a gallery password
Password prompt shown to clients

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Overview

Password protection is an extra layer of security for galleries. When a gallery is password-protected, anyone who wants to view it must first enter the correct password. This is an ideal solution for sessions that require more privacy. Key information:
  • A password can be added when creating a gallery or later
  • You can change or remove the password at any time
  • One password for the whole gallery (you cannot set different passwords for different people)
  • Clients only have to enter the password once (it is remembered in the browser)

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When to use password protection?

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✅ Recommended for:

Intimate and sensitive sessions:
  • Boudoir sessions
  • Maternity sessions
  • Artistic nude sessions
  • Private personal sessions
Private events:
  • Weddings (access for guests only)
  • Birthday parties
  • Christenings, communions
  • Family events
Business and confidential photos:
  • Corporate sessions (before publication)
  • Projects in progress
  • Photos containing sensitive data
  • Client preview (before final approval)
Test galleries:
  • Temporary galleries for approval
  • Showcase galleries for selected clients
  • Galleries for photo selection

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❌ Not needed for:

  • Open-access outdoor sessions
  • Event photos intended for publication
  • Galleries that should be easily accessible to a wide group
  • When you care about maximum convenience for clients
The trade-off: A password increases security but requires an extra step from clients. Consider whether the added privacy is worth the small inconvenience.
Instructions:
  1. While creating a new gallery, select the Protect the gallery with a password option
  2. In the Password field, enter your chosen password
  3. Confirm the password in the Confirm password field
  4. Click Create gallery
Result: The gallery will be created with password protection.
You can add a password to a gallery that already exists. Instructions:
  1. Open the gallery in the management panel
  2. Go to Gallery settings
  3. Find the Security section
  4. Select Protect the gallery with a password
  5. Enter the password
  6. Confirm the password
  7. Click Save changes
Result: From now on, the gallery requires a password. Everyone with the link will have to enter it.
If the gallery was already shared: After adding a password, you must inform all clients about the new password!

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Changing the password

You can change the gallery password at any time. Instructions:
  1. Go to Gallery settings
  2. In the Security section, you will see the current password
  3. Enter a new password in the Password field
  4. Confirm the new password
  5. Click Save changes
Result:
  • The old password stops working immediately
  • Clients must use the new password
  • People who have already opened the gallery must enter the password again the next time they open it
After changing the password:
  • All clients must know the new password
  • Send the new password to everyone who has access to the gallery
  • The old password stops working right after you save the changes

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Removing the password

If you want to make the gallery publicly accessible (without a password): Instructions:
  1. Go to Gallery settings
  2. In the Security section, deselect Protect the gallery with a password
  3. Click Save changes
Result: The gallery becomes accessible without a password. Anyone with the link can open it.

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Password requirements

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Length and characters

  • Minimum: 4 characters
  • Maximum: 50 characters
  • Allowed: Letters (Polish characters are OK), digits, special characters, spaces
  • Case: Matters (Haslo123 ≠ haslo123)

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Password examples

Weak passwords (DO NOT use):
  • ❌ 1234 - too simple
  • ❌ haslo - too obvious
  • ❌ password - commonly used
  • ❌ ania - too short, easy to guess
Good passwords:
  • ✅ wesele2024ania - long, descriptive
  • ✅ SesjaRodzinna!2024 - upper/lowercase, special character
  • ✅ MojePierwszeWesele - easy to remember, hard to guess
  • ✅ MalgosiaDziecko&2024 - a combination of words and characters
Very good passwords (for maximum security):
  • ✅ x9Kp#mWq2@aL - random characters (generate them in a password manager)
  • ✅ SesjaIntymna!Kasi2024#prywatne - long, with various elements
Balance: A password should be:
  • Strong enough to protect privacy
  • Simple enough for clients to remember or type
  • For most galleries, a password like weseleania2024 or rodzinakowalskich is enough

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How to share the password with clients

The most common method: 
Hi Ania!

Your photos are ready!

Link: https://foto-jan.pixdeliver.com/sesja-ania
Password: ania2024

Best regards!

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Separately (for greater security)

Email with the link: 
Subject: Link to your photos

Hi Ania!

Gallery link:
https://foto-jan.pixdeliver.com/sesja-ania

I will send the password in a separate message.

Best regards!
SMS with the password: 
Gallery password: ania2024
Why separately?
  • Greater security (different communication channels)
  • Even if someone intercepts one channel, they will not have full access
  • Recommended for very sensitive sessions

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Phone (highest security)

For extremely private sessions:
  1. Send the link by email/SMS
  2. Share the password over the phone
  3. Do not save the password in any electronic form (the client should not either)

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How clients use the password

  1. The client clicks the gallery link
  2. They see a screen with a password form: 
    This gallery is password-protected

[Field to enter the password]
[Button: Open gallery]
  3. The client enters the password
  4. They click Open gallery
  5. If the password is correct - the gallery opens
  6. If it is wrong - they see an error message

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Remembering the password

After entering the correct password:
  • The browser remembers the password
  • The client does not have to enter it again in the same browser
  • The password is valid until the browser is closed or the cache is cleared
What this means for the client:
  • The password is entered only once
  • On subsequent visits, the gallery opens automatically (in the same browser)
  • On another device, they must enter the password again

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What happens with a wrong password

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After entering a wrong password

The client sees a message: 
❌ Incorrect password
Try again or contact the photographer.
This could be caused by:
  • A typo in the password
  • Mixed-up letter case (Haslo vs haslo)
  • Spaces at the start/end of the password
  • Copying the password with an extra character
  • The photographer changed the password

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No attempt limit

The system does not block access after wrong attempts:
  • The client can try entering the password multiple times
  • There is no risk of “locking out” the gallery
  • Encourage clients to copy the password (instead of retyping it)

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Managing passwords for multiple galleries

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Password strategies

Option 1: A unique password for each gallery ✅ Pros:
  • Maximum security
  • If one password leaks, the other galleries are safe
  • You can use descriptive passwords (e.g. weseleniemiec2024, sesjamaja2024)
❌ Cons:
  • Harder to manage
  • You have to remember many passwords
  • Clients may mix up passwords for different galleries
Option 2: One password for all galleries of a single client ✅ Pros:
  • Easy for the client to remember
  • Simpler communication
  • The client can access multiple galleries with the same password
❌ Cons:
  • Less security
  • If the password leaks, all galleries are at risk
Option 3: Passwords by category (e.g. weddings, families, business) A compromise between security and convenience.
Recommendation: For most photographers, a unique password for each gallery is best. Use the pattern: [session type][name][year], e.g. weselania2024, rodzinakowalskich

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Storing passwords

Where to save passwords:
  • ✅ A password manager (1Password, Bitwarden, LastPass)
  • ✅ A spreadsheet (Excel, Google Sheets) with password protection
  • ✅ A notes app on your phone with encryption
  • ✅ In a CRM system (if you use one)
  • ❌ A plain text file (unsecured)
  • ❌ A piece of paper (easy to lose)
What to record: 
Gallery | Link | Password | Client | Date
Wesele Ania | pixdeliver.com/g/wesele-ania | ania2024 | Anna Kowalska | 2024-06-15

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Password security

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Good practices

✅ Recommended:
  • Use different passwords for different galleries
  • Do not use passwords like 1234, haslo, password
  • Add digits and special characters for greater privacy
  • Share the password securely (do not post it publicly)
  • Change the password if you suspect a leak
  • Use stronger passwords for sensitive sessions
❌ Avoid:
  • Using the same password for all galleries
  • Posting the password on social media
  • Sending the password in an unencrypted email to multiple recipients
  • Leaving the password in your email signature
  • Using obvious passwords (the client’s date of birth, etc.)

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Password leak

If you suspect that a password has leaked: Instructions:
  1. Immediately change the password in the gallery settings
  2. Inform the client about the new password
  3. Consider adding random characters to the new password
  4. Check the statistics - are there any unusual views?

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Tips and best practices

✅ Recommended:
  • Add a password for intimate and sensitive sessions
  • Use descriptive, easy-to-remember passwords
  • Share the password in the same message as the link (for convenience)
  • Save passwords in a secure place
  • Tell clients that the password is one-time (entered only once)
  • Test the password yourself before sending it to clients
  • Use unique passwords for each gallery
❌ Avoid:
  • Overusing passwords (not every gallery needs one)
  • Overly complicated passwords (clients will have problems)
  • Changing the password without informing clients
  • Posting the password publicly
  • Using passwords with characters that are hard to type on a phone

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Troubleshooting

Problem: The client says the password does not work Solution:
  1. Check the current password in the gallery settings
  2. Copy it and send it to the client again
  3. Make sure the client is not adding spaces before/after the password
  4. Check the letter case (the client may have Caps Lock on)
  5. Ask the client to copy the password instead of retyping it
Problem: I forgot the gallery password Solution:
  1. Go to Gallery settings
  2. In the Security section, you will see the current password
  3. Copy it or change it to a new one
Problem: The client has to enter the password every time Solution:
  • This is normal if the client:
    • Clears the browser cache
    • Uses incognito mode
    • Opens the gallery on different devices
  • Explain to the client that it is a matter of security
Problem: I want to remove the password, but there is no button Solution:
  1. Refresh the settings page
  2. Deselect the “Protect the gallery with a password” option
  3. Save the changes
  4. If the problem persists, clear the browser cache

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Frequently asked questions

Can I set different passwords for different photos in a gallery? No. The password protects the whole gallery. You cannot set different passwords for different photos. Do clients see the password after opening the gallery? No. The password is only used to authorize access. It is not displayed in the gallery. Can I see who entered the correct password? No. The system does not store information about who specifically entered the password. You only see view statistics. Does the password expire? No. The password works for the entire validity period of the gallery (1 year or until changed). Does letter case matter? Yes! Haslo is a different password than haslo. Make sure clients are aware of letter case. Can I remove the password after sharing the gallery? Yes, you can remove or change the password at any time in the gallery settings.