Guide to the For photo booths service

How to create an operator account and what you can set up in the panel: from connecting your first device, through the page your guests see, to Print Server. The contents below take you straight to the part you need.

1.Operator account: signing up and logging in

The operator account is free and has no time limit. You create it once, and then connect your devices running the Fotillo program to it.

• Where to create the accountOn cloud.fotillo.com open “For photo booths” and choose “Create operator account”. You can open the same form from the Fotillo program: F4 → CLOUD PAIRING → CREATE ACCOUNT.
• E-mail and passwordYour e-mail address is used for logging in and for messages from Fotillo Cloud. The password must be at least 8 characters long, and you enter it twice.
• Private person or companyYou choose the account type. For a company account the form also asks for the company name and the tax ID (NIP).
• Data controller detailsIn the form you enter the controller’s name and an e-mail address for personal data matters - we will show them to your guests. The “Same e-mail address as for signing in” box saves you retyping, and a link to your own privacy policy is optional.
• Accepting the DPAAt the end you tick to accept the data processing agreement (DPA), the terms and the privacy policy. You do this once, and the panel records the date and the version of the document.
• No activation linkAfter you click “Create account” you are logged in straight away and land on the Devices page. There is no need to confirm your e-mail address.
• Logging inOn cloud.fotillo.com/account/ enter your e-mail and password, then “Log in”. After 10 failed attempts, logging in to that account is blocked for 15 minutes - wait, or set a new password.
• Forgotten passwordOn the login page click “Forgot your password?”, enter the account’s e-mail address and “Send the link”. The link for setting a new password works for 60 minutes and only once.

2.The panel at a glance

The panel has a menu on the left, divided into the groups “Work”, “Account” and “Help”. The menu shows only what your devices can do.

• DevicesThe list of devices connected to the account, and the pairing code. The counter next to it, e.g. 1 / 1, tells you how many devices you have and how many you may connect.
• Print ServerLinks for sending photos to print, the device status and the batch history. This item appears when one of your devices has the Print Server function.
• EventsA separate guest page design for a specific party. This item appears when one of your devices shares photos with guests.
• Guest photosA gallery of photos from all your devices, where you can delete them. It appears when a device shares photos or accepts photos from a phone.
• Branding and licenceThe licence code and the design of the page your guests see. When no device shares photos, this item is called “Licence” and holds only the code.
• Other account items“Data controller details”, “Photo storage” and “Security” are always in the menu. The “Help” group has a link to this guide.
• An account without devices sees everythingUntil you connect your first device, the menu shows all items, so you can look around the whole panel before pairing.
• Menu footerAt the bottom of the menu you see the photo storage used, the panel language selector (13 languages) and the “Log out” button. On a phone you open the menu with the “Menu” button at the top of the screen.
• WarningsWhen the data controller details are missing or storage is 90% full or more, a warning sits above the content of every panel page. The “Open” button takes you to where you can sort it out.

3.Connecting a device to your account

You connect a device running the Fotillo program to your account with a single code, once. The connection stays until you end it. A new account has a “Getting started” list on the Devices page.

• Data controller details firstWithout the data controller’s name and e-mail address the panel will not issue a pairing code. You enter them when you sign up, so this step is usually already done.
• Pairing codeOn the Devices page click “Generate pairing code”. You get an 8-character code valid for 10 minutes. The code works once, and generating a new one cancels the previous one.
• Entering the code in the programOn the device open the F4 menu and choose CLOUD PAIRING. In the “Operator account” section enter the code and press PAIR - the device must be online at that moment.
• The device on the listAfter pairing, refresh the Devices page. The table shows the device name, its functions, the pairing date and the last time it contacted the cloud (“Last seen”).
• The Functions columnShows what the Fotillo package on the device can do: sharing, phone upload, Print Server, party package. The program reports this every time it starts, so after installing a package with new functions you do not pair again. The label “older program” means a version that does not report its functions.
• Device limitA free account holds 1 device, an account with an active licence up to 10. When the limit is reached, the code button is greyed out and there is a link to the licence next to it.
• Devices over the limitWhen the licence expires and there are more devices than the limit, photos are sent by the ones paired earliest. The others stay connected but are marked “Over the limit - not sending photos” until you renew the licence or disconnect another device.
• DisconnectingThe “Disconnect” button next to a device ends the connection immediately: the device stops sending photos and its Print Server closes. Photos already sent stay in the gallery. Connecting again requires a new code.

4.Data controller details

Your guests appear in the photos from your devices. You are the controller of their data, and Fotillo stores the photos on your behalf. That is why a guest needs to know whom to contact.

• What you enterThe name (company) of the controller and an e-mail address for data matters. You are responsible for these details being true and up to date.
• Privacy policy (optional)If you have your own privacy policy, paste a link to it. Guests will see it next to your details.
• Where guests see itAt the bottom of the photo page they open with the QR code, and on the page from which guests send photos to print at a party. We always show these details, also on a free account and after the licence expires.
• Changing the detailsMenu → “Data controller details”, correct the fields and click “Save controller details”. The change applies to guest pages straight away.
• When details are missingThe panel shows a warning on every page and will not issue a pairing code. Devices already connected keep sending photos, and guests then see general information with the Fotillo contact address.
• Account details and DPAOn the same page, in the “Account” card, you see your login e-mail address, the account type (for a company also the tax ID) and the date and version of the accepted data processing agreement (DPA).

5.Sharing photos with guests

When the Fotillo package on the device includes sharing, the program uploads the photo to the cloud after the session, and the guest scans the QR code on the print and opens their photo on their phone.

• What the guest seesA page with their photo, in the phone’s browser, with no app and no account. If the photo is still uploading, the page asks them to wait a moment and refreshes itself.
• Page designWithout a licence the page has the default Fotillo design. With an active licence it shows your title, logo, background, a link to your price list and your review and social media icons.
• Deletion by the guestUnder the photo there is a “Delete photo” button. After confirmation the photo disappears from the server at once, and nobody else with the link will see it.
• Reporting abuseThe “Report abuse” button is for unlawful content. The report goes to Fotillo, and we handle it.
• Information at the bottom of the pageYour details as the controller, a note that we keep photos for up to 2 years, and the Fotillo terms and privacy policy. You cannot replace these two documents with your own - your policy has its place next to your details.
• 13 languagesThe page picks the phone’s language by itself, and the guest can change it from the list at the top of the page.
• Sending from a phone to the deviceWhen the package has the phone upload function, the device shows a QR code, and after scanning it the guest sends their photos from their phone straight to the device. Before sending they accept the terms and privacy policy; there is nothing to set in the panel.

6.Branding and licence

The operator account is free. The licence, i.e. paid personalisation, raises the limits and gives you control over the design of the page your guests see.

• What the licence gives youUp to 10 devices instead of 1, 10 GB of photo storage instead of 1 GB, your own guest page design, and events.
• Buying a codeMenu → “Branding and licence” → “Buy a code in the shop”. The fotillo.com shop opens in a new tab, so the panel stays at hand.
• Operator identifierThe “Paid personalisation” card shows your operator identifier. Paste it in the shop when you order - the code will work on this account only.
• ActivationEnter the code from the shop in the “Activation code” field and click “Activate”. The card will show “Active until” with the licence end date.
• Another codeThe next code adds its period to the current expiry date, so if you buy early you do not lose a single day.
• Sharing page designYou set the page title (empty field = title sent from the device), the logo and the address it links to, the background and the address of your price list. Images: JPG, PNG, GIF or WebP up to 3 MB; an empty field keeps the default setting.
• Review and social media iconsTwo separate lists: “Reviews” and “Social media”. In each row you choose a service, e.g. Google, Facebook, Instagram or Tripadvisor, and paste the address; an empty row is skipped. After saving, more empty rows appear under the list.
• Getting ready before you buyYou can set up and save the design without a licence - it starts working the moment you activate. The design form is visible when one of your devices shares photos or when you have no devices yet.
• After the licence expiresThe guest page returns to the default Fotillo design, and events stop working. Devices stay connected, but only one, the earliest paired, sends photos, and the storage limit drops back to 1 GB. No photo is deleted, and your settings come back when you activate the next code.

7.Events

An event gives the guest page a separate design for one party, e.g. a wedding with a different logo and background. The device needs no settings at all.

• RequirementEvents work with an active licence and need at least one connected device.
• How to create oneMenu → “Events”. In the “New event” form enter the name, the device and the start and end, then click “Save event”.
• The name is visibleThe event name appears under the photo on the guest page. Write it the way guests should read it.
• Event designAfter saving, “Event design” appears with the same fields as the account branding. An empty field inherits your default setting, so you only fill in what should be different.
• The time of the photo decidesPhotos taken within the event’s time window get the event design. That is why you can also create an event after the party, and outside the window guests see your usual design.
• No overlapsOne device cannot have two events at the same time. An event that is running right now is marked “in progress” on the list.
• Editing and deleting“Edit” opens the event, and “Delete” removes it together with its design. You can always delete an event, also after the licence expires.

8.Print Server: photos from a phone to print

Print Server prints photos sent from a phone on the device. It works on devices whose Fotillo package has this function, connected to the account with the usual pairing code.

• Turning it on in the programOn the device open F4 and set “Print Server mode” to PHOTOGRAPHER or PHOTOGRAPHER + GUESTS. While the mode is off, the panel notes next to the device that Print Server is not turned on; once it is on, the link appears by itself.
• Device linkEach device has its own permanent link with a QR code. You will find it in the panel (Print Server) and in the program: F4 → CLOUD PAIRING. The link does not expire, so you can set up the equipment a few days before the event.
• Link buttons“Copy link” copies the address. “NEW LINK” issues a new address, and the old one stops working at once, together with its QR code. “DISABLE LINK” blocks sending until you click “GENERATE LINK”.
• The photographer’s pageThe photographer scans the QR code with a phone and ideally adds the page to the home screen. No login is needed, and you are responsible for the photos sent, so give the link only to people you trust.
• Sending in three stepsThe photographer chooses a template, adds as many photos as the template has slots (“ADD PHOTOS”), sets the number of copies and presses PRINT. The device prints on its own, without anyone touching the screen.
• Device statusThe panel shows the printer status, batches in the queue, the paper on the roll, the prints left from the activation code, the number of templates, the program version and the last contact. When few prints are left, a reminder to buy another code appears.
• BatchesThe “Batches” list shows the latest uploads: time, template, number of copies and status, e.g. “in the queue”, “printing” or “printed”.
• Unfinished batchWhen photos are missing for the template, the batch waits and blocks the next one. The photographer sends the missing photos on the upload page (“SEND THE REST”), and in the panel you delete the batch with the “DELETE THE BATCH” button. Unfinished batches older than a day disappear by themselves.
• Party packageIn PHOTOGRAPHER + GUESTS mode the couple pays on the device for a print package, and a QR code with a one-time link appears on the payment screen. Guests and the photographer send photos through it, and the device prints them from the package. The mode requires payments and package mode in the program.
• When the party link endsThe link expires when the package runs out, with a new series, or after the time set in F4 (“Party link validity (hours)”, 24 h by default). Until then the panel shows next to the device until when the link works, and the device link waits and resumes work by itself.
• The cloud only passes photos onPhotos stay in the cloud only until they are printed and disappear once the device confirms printing. Copies remain on the device, in the originals and prints folders, just like after a regular session.
• PauseThe OFF setting in F4 works as a pause: the link stays, but printing stops.

9.Guest photos and GDPR

As the data controller you must be able to review and delete guest photos, e.g. when someone asks for their image to be removed. The gallery in the panel is there for that.

• GalleryMenu → “Guest photos”. You see photos from all your devices, newest first, with the date and time. Clicking a thumbnail opens the photo page just as the guest sees it.
• Device filterThe “Booth:” list narrows the gallery down to one device. It also includes disconnected devices if their photos remain.
• DeletingTick the photos or the “select all on this page” box and click “Delete selected”. Deletion removes the file and the record permanently, with no way to undo it.
• A guest’s requestA guest who has the link to a photo deletes it themselves with the button under the photo. When someone writes to your controller address, find the photo in the gallery by device and time, and delete it.
• Abuse reportsReports of unlawful content from the “Report abuse” button go to Fotillo, and we handle them.
• Automatic deletionWe delete photos older than 2 years automatically. Guests see this information on the photo page.

10.Photo storage

Photos from all your devices share one storage space.

• How much space1 GB on a free account and 10 GB with an active licence.
• Where to checkMenu → “Photo storage” shows the space used and the percentage. A summary is also always visible at the bottom of the menu.
• Warning from 90%When 90% of the space or more is used, a warning appears above every panel page. You also get an e-mail from the nightly check, repeated every week until usage drops below 90%.
• When the space runs outDevices stop sending new photos. Photos already sent stay - nothing is deleted.
• How to free up spaceDelete old photos in the gallery or activate a licence, which raises the limit to 10 GB. Photos older than 2 years disappear by themselves.
• Usage not calculated yetIf the panel says usage has not been calculated yet, refresh the page in a moment.

11.Security

Two-step login is optional and off by default. It protects your account even if someone learns your password.

• Turning it onMenu → “Security” → “Enable”. From then on, after a correct password we will also ask for a 6-digit code sent to your e-mail address.
• The code from the e-mailThe code is valid for 10 minutes and can be entered at most 5 times. The “Send the code again” button works after a minute.
• Remembered browserTick “Remember this browser for 30 days” so that you do not have to enter the code at every login on your own computer.
• Turning it offThe “Disable” button turns off two-step login and removes all remembered browsers.
• When it is worth itEspecially when you use the same password for other services too.

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