Once you have enabled proofing, your assigned client can review the gallery and submit their image choices. This guide explains what your client sees, how the selection rules work, and what you can check if they need help.
How your client accesses proofing
Your client must log in to the WordPress account you selected as the gallery’s Proofing User, then open the gallery link. If you have set a gallery password, they also need that password.
If your client reports missing proofing controls, check the assigned account and confirm that they are logged in to that account. A gallery password does not replace the account login needed for proofing.
How clients mark images
Clicking or tapping an image’s proofing icon opens these options:
- Yes — an image the client has chosen.
- Maybe — an image the client wants to consider before deciding.
- No — an image the client does not want to choose.
- Remove choice — clears the image’s current status and returns it to an unmarked state.
Your client can make choices in the gallery and in the lightbox. Choices are saved as they make them, and remain editable until submission. They can change an image’s status or remove its choice by opening its proofing options again. Removing a choice clears only that image’s status for that client in that gallery; it does not delete the image or clear other choices. Once proofing is locked, the client cannot change or remove choices until you unlock or reset it.
The proofing summary shows the totals for Yes, Maybe, and No. Saved choices and summary totals are shown when the gallery loads. An image with its choice removed is not included in any of the three totals. If you have set a required number, the Yes total also shows how many images the client needs to choose.
How your selection requirement is enforced
If you set Number of Selections to ten, your client must mark ten images Yes before submitting. Maybe and No choices do not count towards that total.
Once the limit is reached, the client must remove an existing Yes choice or change it to Maybe or No before choosing a replacement. If they report that they cannot select another image, check their current Yes count against the number you configured.
Setting Number of Selections to 0 removes the Yes limit and the required Yes count before submission.
What happens when a client submits
Your client finishes the workflow by clicking Submit Choices. A confirmation dialog lets them add a Message (optional) before clicking Confirm Submission.
After successful submission:
- The client’s choices are locked against further changes.
- The submission time and message are recorded in the gallery’s Proofing panel.
- A submission notification is sent to the WordPress administration email address.
- A client confirmation email is sent if you have selected a confirmation template for the gallery.
Saved Yes choices alone do not mean the client has completed proofing. Check Proofing Status in the gallery editor to confirm that they have submitted.
Handling requests to change choices
If your client needs to revise a submission, open the gallery editor and click Unlock under Proofing Status. Ask them to refresh the gallery before continuing.
Their saved choices remain in place. They can change the selections and submit again when ready. See Reviewing and Exporting Proofing Submissions for the full admin workflow.
If you want the client to start again with no recorded choices, use Reset all choices instead. This clears the gallery’s choices for every user and unlocks proofing, while retaining previous submission messages. It is broader than unlocking a single client’s submission.
Supporting clients who did not receive a confirmation
Check the gallery’s proofing status and submission messages before asking the client to try again. A missing email does not necessarily mean the submission failed.
Confirm that you selected a User confirmation email template, that the client’s WordPress account has the correct email address, and that your site’s email delivery is working.
Testing the workflow before sharing a gallery
Use a separate test gallery and assign a test account as its Proofing User. Log in as that account to check the proofing menu, selection requirement, submission dialog, and confirmation email if enabled.
An administrator account that is not assigned as the Proofing User will not show the same proofing controls. Test submissions also create real saved choices, locks, messages, and notification emails, so use test data and email addresses you control.
Related articles: Setting Up Client Proofing; Reviewing and Exporting Proofing Submissions.
