--- title: Upload and Manage Photos and Video description: Upload and organize photos and video, deliver 4K originals, configure downloads and privacy, and manage gallery storage and active video minutes. url: "https://shootcal.com/docs/manage-photos-and-gallery-settings/" updated: "2026-11-13" category: ShootCal Galleries / Deliver galleries --- # Upload and Manage Photos and Video # Upload and Manage Photos and Video New galleries use your studio’s visibility default. Check **Visibility** when creating a gallery and choose **Unlisted** if you want access through a private share link. Add photographs in the browser or from Lightroom Classic, and add video on Plus or Pro, then choose exactly how clients can view and download it. ## Upload and replace photographs The browser uploader accepts JPEG photographs. Lightroom uploads one render per photograph, sized by Lightroom's own **Image Sizing** panel, and can resume interrupted work, replace re-edited photographs in place, and synchronize removals without creating duplicates. ShootCal keeps what you upload untouched for client downloads and derives the viewing copies separately. Storage is measured from the files actually kept for your studio. ## Upload and manage video Video is available on Plus and Pro. Open a gallery and choose **Choose photos or videos** on the **Add photos or videos** card; MP4 with H.264 video and AAC audio is recommended, while MOV, M4V, and WebM are also accepted. Each file can be up to 30 minutes and 20 GB. 4K originals remain available for clients to download, while gallery playback adapts up to 1080p. Photos and videos appear in separate sections, and deleting a video releases its storage and active minutes after cleanup completes. ## Choose the cover and photo order Set any photograph as the cover. Use **Photo order** to choose Custom order, date taken oldest or newest first, or filename. New galleries use your studio’s default photo order, which starts as date taken, oldest first. To arrange photos manually, choose **Reorder** and drag. Each drop saves immediately, and dragging to the top or bottom edge scrolls through the gallery. Choose **Done reordering** when you finish. Your saved manual order stays in place when you republish from Lightroom. ## Client, gallery name and date Choose **Select client**, beside the pencil icon at the gallery heading, to choose a saved client. The optional **Gallery name** can be different from the client name, such as Wedding Gallery or Engagement Gallery. Leaving it blank uses the selected client’s name when you save. Existing gallery names remain until you save a change. The same editor holds the optional shoot or wedding date. Choose **Clear date** and save to remove it. Later uploads and Lightroom republishing keep your no-date choice; photo capture dates and gallery expiration stay separate. Changing the name or date alone keeps the gallery’s existing client relationship. **Gallery details** contains the session description and saves separately. Selecting a client does not send the gallery or mark it delivered. New confirmed deliveries use the selected saved client, including when clients share an email address. Changing the selected client later does not transfer an earlier delivery to that person. If the client has several projects, choose the correct gallery inside the relevant project. ## Gallery settings - A session description, saved in **Gallery details**. - Unlisted, public, or password-protected visibility. Password protection requires Plus or Pro. - Original JPEG downloads or downloads off. - An optional 4–8 digit PIN for individual original photos, whole-gallery ZIP downloads, and video originals on every plan. - An optional expiry date after which the client link stops working. - Preview watermarking with your studio logo. Downloaded files are never watermarked. - Print-store availability for that gallery while the store is enabled for production. ## Studio defaults In ShootCal, open **Galleries > Galleries settings** and use **Gallery defaults** to choose defaults for new galleries: visibility, expiry, downloads, download PIN, watermark, store, and photo order. Existing galleries keep their own settings until you edit them: open that gallery and edit its relevant section to change just that one. The **Gallery header** look in the same place applies to every gallery at once. ## Trash and recovery Choose **Move gallery to Trash** in the gallery header, or use **Select galleries** on the Galleries page to move several at once. Moving a gallery to Trash immediately removes client access. You can restore it from **Trash** on the Galleries page for 30 days. After the recovery window, galleries normally undergo permanent cleanup. Galleries under review may need to be retained longer. --- ### Discover more from ShootCal Subscribe to get the latest posts sent to your email.