1. Upgrade your account to a Pro or Pro+ Workspace plan
This feature requires an annual Pro or Pro+ Workspace Plan because it is highly specialised. Our clients operate their accounts in different ways, and the platform has some flexibility to allow this. Please contact us to discuss your requirements, which we will treat in confidence. Upgrade your account here.
2. Decide what print and product sizes you want to offer
It’s important to know what sizes are popular — and what your competitors sell — but it’s also important that your print and product sizes have the same aspect ratio as the files you’ll be uploading! Parents aren’t likely to understand the concept of aspect ratio, so it’s best to avoid sizes that will crop your images, for example.
Click the link below for more about aspect ratio. The first part of the article describes in detail why aspect ratio can be a problem, especially for high-volume accounts. The second explains what to do about it, including how to choose suitable print and product sizes from Queensberry's range.
3. Create your Price Lists and Packages
You’ll need to link your Price Lists and Packages to your School Galleries in order to make sales, so you should have these ready before you start uploading Galleries. You’ll be able to add, edit or delete them later.
Your Price Lists determine what products will be offered in your Galleries and how much you want to charge for them.
If you decide to create Packages (i.e. combinations of products that you want to offer as a set price package deal) you’ll need to create these before you can add them to your Price List.
Click here to learn how to create packages and price lists in Workspace.
4. Set up to watermark your files
We recommend watermarking to avoid users taking screenshots of them. Use a white watermark with a lowered opacity, and set up the feature so that it covers the image.
In Workspace go to Settings >> Watermarks to upload and apply your watermark. When a customer purchases a photo the watermark will be removed automatically.
5. Set up default Gallery Settings
We generally recommend setting up Image Gallery Defaults to save time and avoid mistakes. Defaults mean that every time you upload a gallery the same price list, gallery theme and watermarking will be applied automatically unless you override them.
In Workspace click Settings >> Image Gallery Defaults to enter your defaults. You can override the defaults or change them at any time.
6. Connect Stripe to collect payments
You will need a Stripe account to receive the money you earn from your Workspace sales. Connect your bank account to your Stripe account settings to withdraw your sales' proceeds.
The help article below will guide you through the steps involved in connecting Stripe: https://help.queensberry.com/article/378-how-to-set-up-stripe-for-workspace
7. Enter your tax details
To enter your tax number and GST rate go to Settings >> Shopping Cart Settings. If you're not GST registered, leave the Tax Number blank and enter 0% as your tax rate.
It's essential to charge GST and make GST returns if you earn over the threshold, so if you’re unsure please consult your accountant! We are not liable if your settings do not comply with the law.
The below article explains how Workspace and Queensberry handle tax on your retail sales in Workspace: https://help.queensberry.com/article/351-tax-and-your-sales-in-workspace.
8. Build your Login Portal
Setting up your Login Portal is the final step in setting up your account. Put simply, this is a standard web page with an embedded Workspace widget, the School Login Link. The Portal will ask for the parent's name and email address, a student ID and a password to log them in. Once logged in, parents and students are taken directly to an Image Collection containing the personal and class photos etc that are relevant to them.
Your Login Portal has a unique URL that you can share with the school once a Gallery is uploaded and ready for viewing. The school can then publicise the link, eg by email, so parents can view the photos and place orders.
If you’ve used our pre-registration function to collect parents' email addresses before the shoot, you’ll be also able to email notifications with the Login URL when the photos go live.
Your Login Portal can be on a site hosted in Workspace, or it can link to an external site. If the latter you can customise its appearance to match the external site using Workspace’s in-built page editing tools.
You only need one Login Portal. Just make sure that each student across ALL your schools has a unique combination of USERID and PASSWORD. More on this below.
Contact us if you’d like us to supply a free, personally branded, user-friendly Login Portal.
Many clients use our free page, but you may prefer to customise yours more than we can provide for free!
How to create your own custom Login Portal
What you’re creating in this process is a standard Workspace page with the Login widget, which you can personalise or add content to, such as an introduction or frequently asked questions, to make it more useful to customers. You can customise the page’s appearance using Workspace’s in-built page editing tools and host it on your Workspace website or on an independent site hosted elsewhere.
