To share photos with a client privately, upload them to an online gallery, turn off public visibility, protect it with a password, and send the client the link and the password, ideally through separate channels. If you don't want them to download yet, turn downloads off so the gallery is view-only. If you're charging for the photos, use a paid gallery with a watermarked preview. That way only the people you choose see the session, and you decide what they can do with it.
This guide focuses on access control: which privacy levels exist, which to use in each case, a step-by-step process, a message template for your client, and what to do if the link spreads further than it should.
Privacy levels when sharing photos
| Level | Who can see it | What they can do | When to use it |
|---|---|---|---|
| Public gallery | Anyone with the link | View and, if allowed, download | Open events, sample galleries |
| Password-protected gallery | Whoever has the link and password | View and, if allowed, download | Weddings, newborn, family, corporate |
| Password-protected project | Whoever has the project password | Access the project and its galleries | A client with several galleries |
| View-only | Whoever has access | View, without downloading | Preview before final delivery |
| Watermark | Whoever has access | View or download the watermarked version | Protect your work before payment |
| Paid gallery | Anyone with access sees the preview | Download purchased photos only | Selling event photos |
| Private selection link | The client with that link | Mark favorites and leave notes | Choosing photos before final editing |
Levels can be combined: a wedding can sit in a password-protected, no-download gallery during review, then switch to downloads on for final delivery.
Step by step: sharing photos with a client privately
- Create one gallery per client or session. Don't mix clients in the same gallery.
- Upload only the photos they should see. Leave the rejects out.
- Turn off public visibility and set a password. Use a different password for each client and avoid obvious ones (the couple's names, the wedding date).
- Decide whether to allow downloads. For review, view-only. For delivery, downloads on.
- Check the gallery in a private browser window. Make sure it asks for the password and that downloads behave as expected.
- Send the link and the password. Preferably through separate channels, for example the link by email and the password by message.
- State the timeline. How long the gallery will be available, if you agreed that in the contract, and when it's best to download.
Message template for your client
Hi [name],
Your private gallery for [session] is ready. You can view it here: [link].
I'll send you the password through another channel. Once inside, you can view all the photos and download them one by one or all together. I recommend saving them to your computer and to an additional backup.
Let me know if you have any questions.
[Your signature]
Adapt the message if the gallery is view-only ("I'll turn on downloads in a few days") or a selection gallery ("mark your [N] favorites before [date]").
How to share photos privately with Ftens
Configure the gallery
When you create or edit a gallery in Ftens you get the privacy settings:
- Public gallery (visible without password): uncheck it so the gallery is no longer public.
- Password: type the password. Visitors will need to enter it to see the gallery.
- Allow downloads: uncheck it for a view-only gallery.
To change the password later, edit the gallery and type a new one. If you leave the field blank, the current one is kept.
Protect a whole project
If a client has several galleries (engagement, ceremony, party), you can set a password on the project: visitors will need that password to see the project and its public albums.
Watermark and original file
On the Free plan, photos downloaded from a gallery carry a watermark. From the Basic plan up (Basic, Pro and Advanced), which include "No watermark", the client downloads the original file. In a paid gallery the preview is always watermarked, and buyers download the originals of the photos they pay for. More in sell your galleries from Ftens.
Downloading the full gallery
Besides downloading photo by photo, visitors can request a ZIP of the gallery. Ftens prepares it and emails them a download link, which expires after a while. If they don't download it in time, they can request it again from the gallery.
Selection with a private link
On the Pro and Advanced plans you can create a gallery in Client selection mode. The client opens a private link, without signing up, and marks favorites and notes. Meanwhile, the gallery doesn't appear in the public project. If you need to start over, you can reset the selection: a new link is generated and the old one stops working. Full guide: client photo selection.
Guests without losing privacy
If you enable guest photos via QR code or link (Pro and Advanced plans), guests of a password-protected gallery have to enter that same password before uploading. Sharing the QR code doesn't override the gallery's privacy. See share your gallery with a QR code.
Privacy best practices
- One password per client, never the same one for everyone.
- Agree on access in the contract: who receives the link, for how long, and whether photos can be shared.
- Ask permission before using private photos in your portfolio or on social media.
- Keep delivery and portfolio separate: the client gallery is private, and your showcase is a separate public selection.
- Check settings before every send, especially if you duplicated a previous gallery.
What to do if the link has been overshared
- Change the password of the gallery or project and send the new one only to the client.
- Temporarily turn off downloads if you want to slow down sharing.
- If the gallery was public, turn off public visibility and add a password.
- Talk to your client to agree on who they want to share the photos with.
Frequently asked questions
How do I share photos with a client privately?
Upload them to an online gallery, turn off public visibility, set a password, and send the client the link and the password separately. If they shouldn't download yet, turn downloads off.
Can I password-protect a photo gallery?
Yes. On Ftens you type a password in the gallery's privacy settings and uncheck "Public gallery". You can also password-protect an entire project.
How do I stop the client from downloading photos too early?
Uncheck "Allow downloads" in the gallery. The client can view the photos but can't download them until you turn the option back on.
What should I do if the gallery link has spread?
Change the password and send the new one only to the client. If needed, temporarily turn off downloads or remove the gallery's public visibility.
Does the client need an account to view the photos?
No. On Ftens the client opens the gallery link and, if you protected it, enters the password. They don't need an account to mark favorites in a selection gallery either.
Do downloaded photos carry a watermark?
On Ftens, downloads on the Free plan carry a watermark. From the Basic plan up, the client downloads the original file without a watermark. In a paid gallery, only purchased photos download without a watermark.
Share your next session with control
Privacy isn't an extra: it's part of the service you sell. Create your free Ftens account, set up your first password-protected gallery and send it with the template from this guide. For the full delivery process, read how to deliver photos to clients with an online gallery and, if you're still choosing a tool, how to choose a platform for photographers.