Understanding Event Times and Durations
Fotify has three independent timelines you should understand: the photo upload window, the gallery access period, and the RSVP invitation timeline (which has a built-in 18-month lifetime). Each one works on its own, giving you full flexibility over how you plan your event.
Photo Upload Window
The upload window is the period during which guests can upload photos and videos to your event album. It is tied to your event status.
How It Works
- You create your event โ it starts in Upcoming status
- When you're ready, you click "Start" โ the event goes Live
- The upload window countdown begins from the moment you start the event
- When the countdown reaches zero, the event moves to Finished and uploads close
Duration by Plan
| Plan | Upload Window |
|---|---|
| Free | 7 days |
| Photo Gallery | 30 days |
| Premium Event | 90 days |
Key Point
The countdown only starts when you click Start. You can create your event weeks in advance, set up your branding, prepare your QR code, and send invitations โ all without using any of your upload days.
Event Status Controls
- Upcoming โ Event created, uploads not active yet. No time is being used.
- Live โ Uploads are active, countdown is running.
- Paused โ Uploads temporarily disabled, but the countdown keeps running.
- Finished โ Upload window has ended or you stopped the event manually. No more uploads.
You can also extend your upload window if you need more time after the countdown ends.
Gallery Access Period
Gallery access controls how long your photos remain viewable after the upload window closes. This is separate from the upload window.
| Plan | Gallery Access |
|---|---|
| Free | 7 days |
| Photo Gallery | 90 days |
| Premium Event | 365 days |
During the gallery access period:
- Photos are still viewable by you and your guests
- You can still download all photos
- The public album remains accessible (if enabled)
- No new uploads can be added (upload window is already closed)
RSVP Timeline (Completely Independent)
The RSVP invitation system runs on its own timeline, completely separate from the photo upload window. You do not need to start your event to send invitations, and starting your event does not affect your RSVP status.
RSVP Has Its Own Controls
- Invitation Status โ Switch between Active (accepting RSVPs) and Paused (temporarily stopped) from the RSVP section
- RSVP Deadline โ The cutoff date you set for guest responses
- Invitation Lifetime โ Each invitation accepts RSVPs for 18 months from the moment you create it, after which it's automatically marked Finished. This covers virtually every planning window โ most events are booked 3โ12 months out, and even long-lead weddings fit comfortably within 18 months.
What This Means
- You can send invitations weeks before you start the event for photos
- You can close RSVPs before, during, or after the upload window by switching to Paused
- Pausing or stopping your event has no effect on invitations
- Changing the invitation status has no effect on photo uploads
- Need an invitation to stay live for more than 18 months? Contact support and we'll extend it for you
For a deeper comparison, see Understanding Invitations vs. Photo Uploads.
Example: Wedding Timeline
Here's how a typical wedding uses all three timelines:
| When | Upload Window | Gallery Access | RSVP |
|---|---|---|---|
| 2 months before | Not started | Not started | Send invitations, collect RSVPs |
| 1 week before | Not started | Not started | RSVP deadline passes, finalize guest count |
| Wedding day | Start event โ goes Live | Active | Pause invitations to stop new RSVPs |
| 30 days after | Upload window closes | Still active | Paused |
| Up to 1 year after | Closed | Photos still viewable | Paused (auto-finishes 18 months after creation) |
Notice how each timeline operates on its own schedule. You have full control over when each phase starts and ends.
Frequently Asked Questions
Q: When does my event duration start counting down? A: Only when you click the "Start" button on your event card. Creating the event does not start the countdown.
Q: Do I need to start my event before sending invitations? A: No. RSVP invitations work independently. You can send invitations immediately after creating your event, even if the event is still in Upcoming status.
Q: What happens if I pause my event โ does the countdown pause too? A: No. The upload window countdown keeps running even when the event is paused. Pausing only temporarily disables new uploads.
Q: Can guests still view photos after the upload window closes? A: Yes. The gallery access period extends beyond the upload window. Photos remain viewable for the gallery access duration of your plan.
Q: If I close RSVPs, can guests still upload photos? A: Yes. Pausing your invitation has no effect on photo uploads. As long as the event is Live, guests can still upload.
Q: If I stop the event, can guests still RSVP? A: Yes, if your invitation is still Active. Stopping the event only affects photo uploads.
Q: How long does my invitation stay live? A: 18 months from the moment you create it. After that it's automatically marked Finished and stops accepting new RSVPs. The expiry date is shown in your dashboard. If you need to keep it open longer, contact support.
Q: Can I manually finish an invitation before the 18 months are up? A: Use Paused to immediately stop accepting RSVPs โ that's the right setting for "we're done collecting responses, but I might want to flip it back on." If you want a permanent close, contact support.
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