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Managing customers

Your customers are the clients you deliver galleries to. They’re a separate kind of account from your team members — a customer only ever sees their own galleries, never your admin tools.

You manage them under Customers in the admin sidebar. Workspace admins, operations managers and team members can add, edit, import, export and remove customers, unless a team member is limited to their own shoots. Read-only members can look at the list but not change it.

Adding a customer

Section titled “Adding a customer”
  1. On Customers, click Add customer.
  2. Enter their email (required), and optionally a name, phone, and notes.
  3. Click Add customer. Tobren emails them an invite link and shows an Invite sent note. The link goes to their inbox only; there’s no link to copy and send yourself.

The customer accepts by signing in — Google, Apple, or a password — as the invited address, then sees only the galleries you’ve shared with them. See Invites & status below for exactly what that looks like.

Customers are unlimited on every plan — add as many as you like. Your client roster never affects your bill; what’s metered is storage and egress. See Pricing & overages.

Importing customers from a CSV

Section titled “Importing customers from a CSV”

Moving from another gallery tool? Click Import CSV and choose a file (for example an export from Pixieset, ShootProof or Pic-Time, or your own spreadsheet).

  • The first row must be column headings, including an Email column. Name (or First name and Last name), Phone, Notes and Tags are read when they’re there; separate tags with commas or semicolons.
  • A file can have up to 2,000 rows (and be up to 1 MB).
  • You see a preview first: each row is marked as new, already a client, already invited, a duplicate, skipped or can’t be imported, and nothing changes until you click Import.
  • Email each new client an invitation is off unless you tick it. Clients who aren’t emailed wait under Awaiting acceptance, where you can send each invitation later.
  • Rows for people you previously removed, or who are on your team, are skipped. To bring a removed customer back, add them one at a time with Add customer.
  • For someone who’s already a client, an import only adds the tags in the file. It doesn’t change their name, phone or notes.

Tags, search and export

Section titled “Tags, search and export”

Give a customer tags such as Wedding 2026 or VIP by editing them (separate tags with commas; up to 20 per customer). Click a tag on a row, or use the Tag filter, to show just those customers. The search box looks up name or email.

Export CSV downloads your customer list as a file. If a tag filter is on, the button becomes Export “tag” and exports only those customers.

Editing a customer

Section titled “Editing a customer”

Click the edit (pencil) icon on a customer’s row to update their name, email, phone, tags, notes, and billing / shipping addresses (with a “same as billing” shortcut). Addresses are used on their receipts.

Invites & status

Section titled “Invites & status”
  • The list has two views. Awaiting acceptance holds people who’ve been invited but haven’t accepted yet (marked Invited; use Send invite to send it again). Once they accept, they move to Customers, where the status reads Active once they have a password and Pending otherwise.
  • Invited the wrong address? Use Withdraw invite on their row under Awaiting acceptance. Their invite link stops working, and they won’t see any shoot you put them on. It works like removing a customer (below), so you can invite them again later.
  • There’s no code to type. The invite link is matched to the address it was sent to, by whichever account is signed in when they open it:
    • Already signed in as that address (elsewhere in Tobren, say) — one click accepts.
    • No account yet for that address — sign in with Google, Apple, or a password, and the invitation is offered right after.
    • Signed in as someone else — the page shows both addresses and offers to sign out, so they can sign back in as the one invited.
  • If your workspace uses its own SMTP server (Custom sender email), the invite just arrives from your address instead of Tobren’s — nothing else about accepting it changes.
  • Use Resend invite on a client’s row (or Send invite under Awaiting acceptance) to send a fresh link if the first one was missed or expired.
  • The activity drilldown (the chevron on a row) shows that customer’s recent events, up to the latest 50, such as gallery views, downloads and purchases. The full history is on the Activity page.

Removing a customer

Section titled “Removing a customer”

Click the trash icon on a customer’s row. A confirmation window opens and tells you exactly what will be affected before anything happens:

  • How many shoots and photos belong only to this customer, versus
  • How many shoots are shared with other customers (those are always left untouched).

By default, removing a customer:

  • Revokes their access immediately (they can no longer open any gallery).
  • Keeps all of their shoots and photos — nothing is deleted.
  • Preserves their order and payment history, always. Removing a customer never touches your billing records.

If you also want to clean up, tick Also delete the shoots that belong only to this customer (the window shows how many shoots and photos that is). That deletes the shoots that belong only to this customer (their photos are removed; any shoot with completed purchases is archived to a PDF first) and frees those shoots against your plan’s active-shoot count. Shoots shared with other customers are never deleted. Leave the box unticked to keep everything; those shoots just become unassigned.

Section titled “Related”