How long should you keep client galleries online?

It feels generous to leave every client gallery online forever. In practice it’s a slow-building mess: storage costs creep up, your account fills with years of old jobs, and you blur the line between “here for a while” and “here for life” — which sets an expectation you may not want to keep. A clear expiry policy is better for everyone, including the client. The key word is clear.

Why an expiry actually helps

• It protects you. You’re not on the hook to host every job indefinitely, and your active galleries stay tidy and findable.
• It nudges clients to download. A gentle deadline is what finally gets people to save their files. “Available until [date]” turns someday into now — which means they actually end up with their photos.
• It sets honest expectations. Clients know where they stand instead of assuming the gallery is a permanent home for their memories (it shouldn’t be — that’s their job once they download).

Sensible timeframes

There’s no single right number, but some norms work well:

• Around 3 months is a common, comfortable default for most shoots — long enough to view, choose, and download without pressure.
• 6–12 months suits big milestone work like weddings, where families take longer to gather and download.
• Shorter windows can suit fast-moving work like real estate or events, where the files are used quickly and then done.
• An extension option — free or paid — is a nice touch for clients who need more time, and a small revenue line if you choose.

Pick a default that fits your work and apply it consistently, rather than deciding fresh each time.

Communicate it kindly and clearly

An expiry only feels fair if the client saw it coming. Surprises feel like a trap; clear notice feels like a service.

• State it at delivery. “Your gallery is available until [date] — please download your favourites before then.”
• Make downloading easy so acting on the deadline is effortless, not a chore.
• A friendly reminder near expiry is a kindness, not a nuisance — it’s often what saves a client from losing their files.

Expiry is not deletion of your originals

Crucial distinction: taking a gallery offline is not the same as deleting your work. The public gallery is a temporary display; your master files are your permanent archive, kept safely on your side. When a gallery expires, your originals are untouched, so you can always re-deliver later — sometimes as a small paid service. (Your archive should follow the 3-2-1 rule from our backup guide.)

A simple policy to start with

• Default galleries to about 3 months (longer for weddings).
• Say so clearly at delivery, with an obvious download option.
• Send one friendly reminder before expiry.
• Keep your originals archived so re-delivery is always possible.

Set it once, apply it every time, and gallery housekeeping stops being a question you re-answer per client.

Frequently asked questions

How long should I keep a client gallery online?

Around three months is a comfortable default for most shoots, with six to twelve months for weddings and shorter windows for fast-moving work. Pick a default that fits your work and apply it consistently.

Why set a gallery expiry at all?

It keeps your account tidy and your costs predictable, sets honest expectations, and — importantly — nudges clients to actually download their files. A gentle deadline is what turns “someday” into “done.”

What happens to my photos when a gallery expires?

Only the online display comes down. Your master files stay safely in your own archive, so you can re-deliver later if a client asks — sometimes as a small paid service. Expiry is not deleting your work.

How do I set an expiry without upsetting clients?

State it clearly at delivery, make downloading effortless, and send one friendly reminder before the date. Clear notice feels like good service; only a surprise removal feels unfair.

Fotofolio lets you deliver beautiful galleries with clear timeframes and easy downloads, while your master files stay safe and untouched on your side — so housekeeping is simple, clients always know where they stand, and re-delivery is always an option.