Lifecycle emails

Lifecycle emails bring the couple back to their gallery after delivery. There are four, each on its own switch. They send from your connected mailbox, and Hailo will not send one with a hole in it.

The closing notice is on for every gallery. The other three are off until you turn them on. Every gallery closes a year after its last film was uploaded, and the closing notice is what tells your couple to download their films before it does. You can switch it off per gallery, but nothing else will warn them.

Open the panel

Click the clock icon (Lifecycle) at the top of the editor.

The four cards

Each card is a switch: click anywhere on the card to flip it. A lit rail on the card shows it is on.

Card	What it says	What it does
Closing notice	"A month and a week before the gallery closes, they are asked to save their films."	Two emails, 30 days and 7 days before the gallery's close date. On by default.
Anniversary loop	"On the anniversaries you pick, their gallery link comes back around."	Emails the couple on the wedding anniversary.
30-day check-in	"A month on, a nudge to share it with anyone who could not be there."	One email, 30 days after the link went out.
Download reminder	"Two reminders to save the films, and it stops the moment they have."	Emails at one week and three weeks, and stops when they download or tell you they have saved the films.

Years

The anniversary card has a Years row with one chip: 1. Longer anniversaries were retired when galleries got their year, because a five-year note would point a couple at a link that stopped working four years earlier. The anniversary is now purely the nice email; the closing notice is what carries the deadline.

What the closing notice counts from

Its two sends are measured back from the gallery's own close date, not from the wedding and not from when you published. That is the only anchor that works: the date moves when you add a film, you can set it by hand, and a wedding you delivered from a back catalogue has no useful relationship to it at all.

The email names the date rather than counting down to it, so it stays true even if a send lands a day or two late.

You also get a Hailo notification 45 days out, before your couple hears anything, so you can add a film, close the gallery sooner, or write to them yourself first.

Status lines

Under each card, one line says what is happening:

Line	Meaning
Off. This one is not sending	The switch is off.
Starts counting once the couple has the link	On, but the gallery has not been sent or published yet.
Sends	Scheduled.
Sending today	Due today.
Sent	Went out.
That window has passed. This one will not send	The date came and went while the switch was off.
No wedding date on this project yet. Add one and this can fire	Anniversary only: set the wedding date on the project.
Set once the first film has uploaded	Closing notice only: a gallery with no films has no close date yet.
Both notices have passed	Closing notice only.
No mailbox connected. This cannot send	Connect an email account.
No email address on the couple. This cannot send	Add one on the client record.
No couple on this project. This cannot send	Attach a client in the Page panel.
This gallery has expired. Nothing goes out	Clear or extend the expiry date.
Downloads are off for this gallery	Download reminder only.
They have downloaded. Stopped	Download reminder only.
They said their films are saved. Stopped	Download reminder only.
Both reminders have passed	Download reminder only.

Edit an email

Each card lists its email(s) as a row: a tag, the current subject line and a pencil. Clicking the pencil opens an overlay titled The email inside the editor.

1. Edit Subject and Message.
2. Click a tag in the row under the message to insert it at the cursor (their first name, the gallery link, your studio name and so on). Tags fill themselves for each couple.
3. Click Preview in the header to see the real email: the To address, the subject and the message filled in for this couple and this gallery. A warning line lists any tag that has no value for this gallery.
4. Click Save. Cancel discards the edit.

The wording you save is used for every gallery. The first time you switch a card on, Hailo fills in a standard version so the library is never empty.

The save can be refused

Message	Meaning
"{{tag}} has to be filled in by hand at send time, and these emails send on their own. Remove it or use a tag that fills itself."	You used a tag Hailo expects a person to type a value for.
"{{tag}} isn't a tag Hailo knows, so it would arrive as typed. Check the spelling against the tag list."	A typo in a tag.
"Add {{gallery_link}}. Without it the couple has nothing to click through to."	Every lifecycle email has to carry the gallery link.

At send time, a tag with no value is not papered over; the email is held back instead, and the status line says why.

The couple's "no more reminders" link

Every download reminder carries a link the couple can click to say they have saved their films. It stops the reminders and shows a page titled That's it. No more reminders: "Thanks for letting us know. The gallery is still up, and now that the films are on your own drive they are yours for good." with a Back to your film button. The link is signed to that gallery, so a forwarded email or a mail app's preview cannot switch the reminders off by accident.

If it didn't work

• A card says it cannot send. The status line names the missing piece: a mailbox, an email address, a client or a wedding date.
• "That window has passed." Switch the card on before the date; a missed anniversary sends the following year.
• The closing notice sent, then the gallery's date moved. Adding a film pushes the close date on by a year, and both notices re-arm for the new date. Your couple is told about the deadline that actually applies, never the old one.
• The preview shows a blank where a name should be. That tag has no value for this couple. Fill in the client record, or remove the tag.