How do a start online proofing with Everybodysmile?

We need you to complete an application form by clicking the 'sign-up' button on the appropriate tariff box for the package you want to use. If you want us to email a pdf version to you, please let us know. When we receive this, we will acknowledge your application and let you know when you can expect to view the pages.

My website is currently under construction, but I want to include proofing pages from Everybodysmile. What should I do next?

It would be useful for us to have the application form from you as early as possible. As soon as your final design and layout has been determined, we can work on creating the integrated pages for you. We would need a link to the final draft even if the site is not quite live, so that we can match to the design, colours etc. Once our pages are ready, we will send you a link to see them, and provide details so that your website designer can link your main site to our proofing pages. You just need to tell us when to make your pages live.

I need a new website which provides details about my services as well as online proofing. What do I need to provide?

We can build a website for you based on a range of design options. Each design is individually built to your specifications, so you choose your own fonts, colours and in some cases can vary the layout slightly. If you have any particular ideas about how you want the site to appear, please email us and we can confirm what's possible.

We would need you to supply the text for the appropriate pages, as well as the images needed for the galleries and extra images to populate the information pages. As we can add meta data to your pages, if you have any keywords or page titles you want us to use, please include these as well. We can incorporate Google analytics if required, so please let us know if you also want this included.

Should you already have an idea for your own website design rather than using the designs on offer, please send this to us and we will provide a quotation for building this bespoke design for you.

As a website designer, I feel that my client would benefit from the online proofing system; do you have a reseller package?

We don't offer a system which you can sell on to your client as your own, but we have worked with many website designers in the past, who are happy for us to take over the ongoing duties of supplying the system. This takes the pressure off a design agency having to add uploads or change account details when it does not form part of their usual business. We would need your client to complete an application form so that they understand they are committing to an ongoing payment arrangement with us, but we are more than happy to work with designers direct during the initial set-up process.

How long will the process take?

In each case, the pages are built for you to order and design, so as there is always a manual process, the proofing pages are never instantaneous. We advise that following receipt of the application (and any required images and text if appropriate) the basic package page is ready within 2 working days; a completely integrated set of pages would be ready to use within 7 days and a complete website within 28 days.

What if I need to have pages online in time for a certain date?

If you need to have the pages ready so that you can upload an event by a certain date, please email us with the details. We will then tell you if there is any problem in making this deadline, or if you will be able to upload your images to the new pages as planned.

How long can my images stay online?

We don't impose any strict requirements in this respect. Most photographers maintain full albums online for at least 2 years, though some take them offline sooner if they think it can encourage customers to order more promptly. We have been operating long enough to be able to plan ahead and use servers which can easily accommodate millions of images so that your images appear online quickly when your customers want to view them.

As our server capacity is constantly monitored, this means that we do not have to ask any photographer to remove any albums that they still wish to display. In addition, you do not have to worry about other photographers uploading high volumes of images to the system which may ultimately affect your own server space or the speed of the system.

How many images can I upload?

That's entirely up to you. We do NOT restrict the number of images per upload. You can upload a portrait sitting of 10 images or an entire weekend event of 10,000. We would recommend that you try to split a very large upload into smaller collections for your customers' convenience, but this isn't necessary. If you are using the pay per upload, fixed or flexi packages we do offer the facility to split your upload into sub groups, so you can still add a large number of images in one upload with a sorting option available to your customers.

If you are using our Fixed tariff, you can have up to 50,000 images online. If you want to store more than this, a supplement is payable or it may be more suitable to switch tariffs. We are happy to discuss the tariffs with you if you are approaching this level, to see which is the most appropriate way to proceed.

Can I watermark my images?

Absolutely, in fact we would recommend you do so. Our image uploader can do this for you, and it will apply specific text, a logo or a copyright symbol. You can also vary the watermark between uploads if you want to.

How do I add images to my site?

Once your site is live, we provide access to our administration system and image uploader. This will let you add entire folders of images simply and quickly with all of the appropriate client details, prices etc so that your customers can easily view and purchase your work. However, if you need us to do this for you at any time, you can send the images to us and we will upload them at no extra charge. If ever you need to add extra images to an existing collection this is easy to do and does not incur any charge.

What is a coming soon notice?

This is a single image which appears on your proofing page in advance of the full upload being ready. Many photographers add these on a monthly basis for all of their forthcoming uploads. It will capture any email addresses registered by eager visitors and the system will automatically email them a link to the upload once you have added the complete collection. You can use a default image or upload one of the couple, the location or your logo (for instance). Should you be on a tariff where you are charged per upload; the charge applies when the full upload is added, not the coming soon notice.

Can I add a password?

Certainly. Some photographers choose to protect all of their uploads, others just when requested by the client, or if perhaps the upload contains images of children, such as a school visit etc. You decide the password and it is very easy to add, change or delete one if necessary.

Can I take uploads offline?

You can set an expiry date which tells your customers when the upload will be taken offline. This can also help to encourage prompt ordering if a client knows they have to place an order before a certain date. You can also delete individual images without needing to remove the entire upload.

Are regular updates applied to the proofing system?

We do not release new versions at fixed periods; our proofing system is constantly evolving and as soon as new updates are available these are applied to your account, or at the very least made available so that you can choose if you want to make use of the new facility or not.

As we own, build and manage the system entirely ourselves, we are not contracting any outside party to supply the system to us as a reseller. We are not dependent on external parties to create any new functionality, everything is done in-house. Consequently, if you feel that there is something which can improve the pages or the system, you just need to let us know, and we will, if possible, develop/implement this and roll it out to other customers as well.

How can people order from my site?

They can order online, which takes payment immediately from their credit/debit card, and/or they can send you details of their order so that you deal with them directly offline helping ease any concerns people may still have in providing their card details online.

How is the online payment taken?

Payments can be processed using the Everybodysmile internet merchant account via WorldPay or you can nominate your own PayPal or WorldPay account. Our system uses a secure payment processing company to collect payment details from your customers. No card numbers are collected or stored by Everybodysmile or provided to you; your customers will supply just contact details to us-they then supply the sensitive card information direct to the payment processing company.

How do I receive payment for these orders?

If we collect the payments through our WorldPay account, we collate all payments received throughout a calendar month and automatically issue a single payment at the start of the following month. You do not have to wait a set number of weeks after each payment nor make a specific request for funds and you always know when to expect payments, regardless of when the order is placed during the month. Payments are issued by BACS transfer or cheque, whichever you prefer. Providing your credit balance exceeds £2.00 the payment will always be issued; a balance smaller than this is carried forward to the following month.

If you collect the payments into your own account at PayPal or WorldPay, they will be able to confirm when you can access the funds and arrangements for transferring payments to your bank account.

How is the offline payment completed?

You can include an option for customers to print off orders and post the details to you with a cheque or for them to email you with their requirements so that you contact them to arrange payment directly. This option can be your only method of taking orders or it can run alongside an online payment service. If you collect offline orders, we would recommend that you only start the printing and fulfilment process once you have received the payment from the customer.

Can I decide the prices for my work?

Yes, you can create default products and prices so that you save time when adding regular uploads and maintain consistency across your site. The defaults are available per proofing page, so that if your proofing pages are split into weddings, events etc, you can have different products and prices set up for each type of work. However, if you want to set an alternative range of prices as you add an upload, this is simple to do. You can also set default post and packing charges, but again these can be varied at upload level should you need to amend them.

If I apply an annual price review do I need to change the details individually for each upload?

You can amend each upload separately should you need to, but if you want to apply a general change, we have a global update facility which amends all uploads in just a couple of clicks.

Can I offer discounts?

Definitely, in fact we find this is a useful marketing tool, and has already proven to increase sales for photographers who do so, as customers feel they are getting a bargain. Your discounts can be offered across all uploads, or set individually. They can have expiry dates which allow you to restrict the period the offer applies and can be based on volume ordered (eg 3 for 2 or 1 free for every 10 prints ordered), basket value (eg 10% off orders over £50) or something as simple as free post and packaging or a half-price sale day. NB The automated discount facility is not available with the basic package, but you can always amend the products manually to charge a lower rate temporarily.

Can you arrange printing for my orders?

Although we are not a lab, we can link your account to Dunns Imaging Group who can print and dispatch orders to you or direct to your customers. If you require details of the costs involved, please email us and we can explain how this part of the process works.

Can I retain my current printing arrangements?

Yes. Many photographers either continue to use a lab they are already happy with or print their own work. You can also source different products from different companies, so that your lab may produce reprints, but another company may supply any photo-gift items.

There are times when I'm fully booked with clients; do I need to complete orders immediately?

As you will receive details of the orders by email immediately and can also see the complete order details at any time using our admin system, you can assess your workload and deal with orders on a weekly basis if its suits your business to do so. We apply a default delivery period of 14-28 days for completion, which allows you to manage your business effectively without having to constantly keep an eye on your emails. You can change this delivery period if you want to, but we have not found that photographers suffer from a lack of orders due to this turnaround time, and it can imply to your customers that they are paying for a professional product.

Of course, you can complete orders within days if you choose to, and your customers will usually be impressed if they receive orders sooner than expected. However, by quoting a slightly longer period, you can cover unexpected printing problems or delays, or even just have a day off, without it affecting the order as far as your customer is concerned.

Why do you charge a set-up fee?

If you want us to completely integrate your proofing pages with your current site so that colours, fonts and designs are carried throughout your pages, we will build bespoke pages to match and a fee is payable to cover this work.

This type of full integration also provides access to the complete range of proofing functionality and as many as 10 different proofing pages so that you can split your work into different groups, eg 2008 weddings, 2009 weddings, families, celebrations, awards ceremonies, sporting venues etc etc.

There is no extra set-up fee to pay if you want us to build a complete website for you. The online proofing pages are provided free of charge.

Can I avoid the set-up fee?

If you opt for our basic package which just adopts your website's background colour, and provides a header including a logo and contact details, we will be able to create this free of charge. In this instance, you do not have access to all of the functionality available for the proofing pages and only make use of a single proofing page for all uploads.

How much do I need to pay each month?

We have a selection of tariffs, depending on how you want to use our system. Where the term 'month' is quoted, this always refers to a calendar month.

Basic tariff: £15 + VAT per month no extra charge for uploads (one proofing page with basic header and restricted functionality)

Fixed tariff: £25 + VAT per month no extra charge for uploads (completely integrated pages, up to 10 separate proofing sections and full functionality)

Pay Per Upload tariff: £20 + VAT per upload, no monthly fee (completely integrated pages, up to 10 separate proofing sections and full functionality)

Flexi tariff: £15 + VAT per month, plus £15 + VAT per upload; total monthly charge CAPPED at £45 + VAT (completely integrated pages, up to 10 separate proofing sections and full functionality)

Our flexi tariff means that you pay as little as £15 + VAT per month if you do not add any uploads and no more than £45 +VAT if you add 2 or more uploads in a month.

Can I switch tariffs?

Yes, you can change the tariff charged to your account once per calendar year without any admin fee.

Does my tariff depend on the number of uploads already online?

No. If you are using the basic or fixed package you pay a flat fee which keeps your page and ordering facility online, regardless of the number of uploads displayed.

If you are on a pay per upload tariff, you pay a rate based on how busy you are in the current month, not how busy you were previously. This means if you have no uploads to add in a month that you can pay nothing (pay per upload tariff) or £15 + VAT per month (flexi package) and still take full advantage of the proofing pages even if you have previously added hundreds of uploads and have thousands of images online. If you are on the flexi package and have added 2 uploads, you have reached the capped level, so can add as many other uploads as you want at no further charge during that month.

I want to add all of my previous work so that my pages look busy, but also want to start off with the pay per upload package to see how things work. Is that going to be expensive?

No, just tell us if you want to do this and we can set the first month's charge at the capped rate of £45 + VAT to just allow you to add all of your existing work using our back-catalogue option. After the first month, the rate will switch to the pay per upload tariff so that you then only pay for new uploads as you need to add them.

If you only want to add a single image per upload and apply a password without uploading the entire collection, we will not charge a fee for these.

Do I have to pay for extra server space?

If you use the Basic or Fixed tariff, we do set limits on the number of images stored, but once you reach this limit we will dicsuss the options available. If you use our Pay Per Upload or Flexi tariff we will not set any limits on the nunber of images uploaded.

Do you charge commission on my orders?

We only charge commission on orders which are processed through our own WorldPay merchant account. We NEVER charge commission or an extra administration fee if you collect payments into your own PayPal or WorldPay account. It is rare for a payment to be processed entirely commission-free as most providers PayPal and WorldPay included will levy their own handling charge, and can also advise on the length of time it takes for you to obtain the funds from any order. If your customer chooses to pay you offline, we will not charge any commission on this either.

Our current commission rates on orders placed via our own WorldPay account are 6.5% + VAT for photographers using the Pay Per Upload, Fixed or Flexi packages. If you are using our Basic package, all orders must be collected through your own PayPal/Worldpay account.

Do I need to allow for any other supplements or charges?

We do not charge any supplement if you want to collect payments into your own account.

We do not charge any monthly supplement for integrating pages or 'skinning' as this is covered by the set-up fee.

We do not charge if you need a new proofing section created.

We do not charge you supplements depending on whether you arrange fulfilment of your orders. If you opt for the Dunns Imaging fulfilment option, we pass Dunns costs for printing and postage on to you without any standing charge or other additional fee to cover this service.

There is no charge to switch between the Pay Per Upload and Flexi/Fixed tariffs.

We do not charge if you need us to upload images to your site for you (for example you have problems with an internet connection).

We do not charge any admin fees. Any amendments to your business details, changing products or prices, duplicate statements, upload changes etc are all carried out free of charge.

If we built your main website, we will charge a fee if you need us to update it, such as creating new information pages or replacing galleries/slideshows, and in these instances we will quote a fee for the work involved.

We will charge a fee if you need us to re-integrate pages with any new website design.

Can I upgrade from the Basic package?

Yes, please note that we will charge a set-up fee if you want to upgrade from the Basic package to a fully integrated system and the Pay Per Upload, Fixed or Flexi tariff will then apply.

Do I have to pay for hosting?

All of the online proofing images are hosted on our servers so you do not need to pay extra charges for this and the tariffs cover these costs. We can also provide hosting for your main website if it is due for renewal. The charge for this is £50 + VAT per year. However, if you are perfectly happy with your current arrangements, we would recommend you maintain these and there is no need to upgrade any hosting just to make use of our system. Please ask us if you want further details about this service.

I have individual websites for different parts of my business and want to have separate proofing pages to link to each site. What will I pay?

If you want to have the full proofing functionality and completely integrated pages, we will charge the usual set-up fee per site.

Once the pages are live, we will apply a single Flexi tariff to your entire account, which means you will pay no more than £45 + VAT per month and this will cover both sites. If you do not add any uploads to either site in a month we will charge just £15 + VAT.

However if you want to make use of the Basic package, the usual prices of £15 + VAT per month will apply to each site.

How do I find my photographs?

The easiest way to find your photographs is to use our search facility. Please click on the 'Find Your Images' link within the 'Contact Us' navigation area to display a search box which can be used to bring forward the collections that match your criteria.  The more specific you can be, the quicker you will be able to locate your particular photographs.  Alternatively, if you know the photographer involved, you can search for the images on their own website.  Please visit our 'Photographers' section to look for the exact site you need.

Why is Everybodysmile showing on my card statement?

Everybodysmile helps professional photographers to display and sell their work online.  We work closely with the photographer to provide a range of services to them, which include payment handling.  This is why we appear on your bank statement, although the photographer still receives the order and payment (less a small handling fee) and is arranging dispatch of your order.

What happens after I have placed my order?

You will receive two emails confirming the order. One from WorldPay or PayPal (the company which liaises with your bank to authorise the payment and one from Everybodysmile) and an order confirmation generated by our system. The latter provides confirmation of the billing and postal addresses provided, the exact details of your order and the photographer's contact details. The photographer also receives this information, arranges for your order to be processed and dispatches the item(s) to you. Please note that if we process payments on behalf of the individual photographers, bank/credit card statements will refer to Everybodysmile Ltd and not the photographer/studio providing the images.

Can I order prints without providing details of my credit card online?

Yes. If you do not wish, or are unable to provide details of a debit/credit card, please make a note of the image number(s) and event and contact the photographer direct with your order. They will then confirm acceptable forms of payment and delivery arrangements.

How do I know that my credit card details are secure?

All payments are processed by either WorldPay, a part of the Royal Bank of Scotland/NatWest Group or PayPal, both of which are recognised banking facilities for many internet businesses.

Your financial details are only required once you reach the secure server directly at WorldPay/PayPal. Everybodysmile does not ever receive any record of your sensitive bank account details, and the information is not passed on to the photographers.

I have found the set of images I am looking for, but I need a password?

In certain instances, the photographer may protect the images from general view, by use of a password, to ensure that only interested parties can see them. Usually, the person(s) instructing the photographer (e.g: the bride and groom) are aware of the password and will be able to confirm this to you.

Who can confirm the password if I have forgotten it?

Everybodysmile is not at liberty to provide details of the passwords; please contact either the person(s) instructing the photographer, or the studio direct.

What happens if I do not receive my order, or I am unhappy with the images supplied?

If your payment has been made initially to Everybodysmile Ltd, we will be more than happy to investigate any unfulfilled or problem orders on your behalf. Please provide full details of the order, and email us at enquiries@everybodysmile.co.uk. We will then contact the photographer and keep you informed, usually by email. In the event of poor quality or the wrong images supplied, it may prove to be quicker if you contact the photographer direct as they may require the product to be returned, but please keep us informed of the progress. As all items are custom made and cannot necessarily be sold on, refunds are not usually provided, but a replacement item offered. If you have paid the photographer directly for any items, we can pass information on if requested, but ultimately you will need to deal with the photographer direct.

Can I cancel my order before delivery?

It may depend on the particular photographer's policy for printing and payments for images. Please contact the studio direct and as soon as possible, as it could depend on how long it is since you placed the order and if the images have been printed yet.

What if I want the photographs taken of me/my event to be available for sale online, but the photographer I am using is not listed on your site?

That will usually mean that the studio does not currently use the Everybodysmile system, although it may be that we are currently working to have a web site in place for that particular company. Please contact the photographer direct with details of this site, and we may be able to provide an online system for them (that is, of course, if they wish to subscribe to us) in time for your own event.

Are my details passed on to any third parties?

Everybodysmile does not pass any contact information on to third parties other than to the photographer through which your order is being placed. We cannot guarantee that the photographer also operates on this basis, so if you have any concerns in this respect, please contact the studio direct.

You've added my event, why I am unable to view it?

You may well have visited this page before and your computer has stored a copy of this page in its cache. In order to get the most current version of the page either click the refresh icon at the top of your browser or press your F5 key.

Not all of images are appearing where have they gone?

It is possible that before the page has finished loading you would have clicked on an image for viewing. Therefore, the page will need to be reloaded again, either click on the refresh icon at the top of your browser or press your F5 key.

Can Everybodysmile be my photographer?

No, Everybodysmile Ltd is not a photographic studio, but we work with many independent photographers across the UK, who would be happy to provide you with further information about their services.  You can search for the photographers who use our service by name, and their sites will include contact details, some examples of their images and recent work which you may be able to view.

Why is Everybodysmile involved when I am looking at the photographer's website?

At Everybodysmile, we help professional photographers to display their work online for proofing and sales.  We provide the online support and website facilities and in some case handle the payment processing aspect, leaving the photographer free to concentrate on the photographic aspect of their business.  We sometimes accept the payment in association with the photographer, and they arrange the printing and dispatch to you direct.

When can I expect to receive my order?

As all items are custom-made and produced to order, delivery can take up to 28 days, unless the delivery policy on the photographer's own website states otherwise.  Many photographers use external labs to produce prints and other products to a professional standard, and rely on the service provided by these other companies. It is for that reason that we cannot guarantee that you will receive your order much sooner.

Can I guarantee delivery by a specific date?

As there may be external companies involved in the production or supply of your goods (eg labs for printing or suppliers of mounts etc), we cannot make any guarantees of delivery dates.  If you require goods to be delivered by a certain date, please contact the photographer direct, ideally prior to placing the order so that you can be sure of the situation before confirming your order.  If you have not been able to do this, but still placed the order, please contact the photographer direct at the earliest opportunity so that they can keep you informed, and if at all possible speed up the delivery process.

How do I contact the photographer about my order?

After completing your order, you should have received the order confirmation by email together with the WorldPay or PayPal email confirming the payment has been processed.  The main confirmation email will show all details of your order and at the end of the order details, it will provide contact information for the photographer.  If you wish to contact the photographer, please use the 6-figure order number quoted at the start of the email or on the WorldPay/PayPal email, so that the photographer can easily find your specific order.

Why did I not receive my email confirmation?

You should have received two emails regarding your order, but if you did not receive these, we can arrange to send you copies.  It may be that the email address provided was slightly incorrect, or that any spam filter you currently have in place filtered these out by accident.  If you are able to confirm your name, address, date and amount of order, we can trace your order and resend the details.