How to Use Pictor with a BoothBook Booking

With the integration connected, your customer chooses their own photo booth design before the event. You take the booking in BoothBook and send them the Client Portal; they pick a template, personalise the text and confirm. One press of Sync events in Pictor turns that booking into an event, already set up.

See how to create a booking, send the Client Portal, what the customer can customize, and how the event is created in Pictor.

Before you start

This guide assumes the integration is already connected. If it is not, do How to Connect Pictor with BoothBook first — nothing below will work without it.

01 . Create a booking in BoothBook

What it does: Starts the booking exactly as you normally would.

1. Sign in to BoothBook.

2. Open Bookings.

3. Select Add Booking.

4. Enter the event information and any other booking details.

Nothing here is Pictor-specific. The integration uses the booking you were going to make anyway.

Bookings, with Add Booking. The customer on the row is who the portal gets sent to.

02 . Add the customer

What it does: Gives BoothBook somewhere to send the portal.

1. Add or select the customer on the booking.

2. Check their email address is right.

3. Save the booking.

Careful

The portal invitation goes to the email on the customer record. A typo here means the customer never gets the link, and nothing arrives in Pictor either — there is no separate error to warn you.

03 . Send the Client Portal

What it does: Emails the customer a link to configure their experience.

1. Open the … menu on the booking row.

2. Choose Send Client Portal Link.

3. Check the email, then press Send.

The row menu. Send Client Portal Link emails it; View Client Portal opens it yourself without sending anything.

It does not send straight away — it opens an email you can read and edit first.

The subject and the Access Your Client Portal link are filled in for you. Change the wording if you want, then Send.

What lands in their inbox.

Tip

Use View Client Portal on that same menu to see exactly what the customer will see, without emailing them.

04 . What the customer does

What it does: Four steps, in their own time, with no Pictor login.

Choose a template

They pick from your Pictor templates — a wedding, a birthday, a graduation, a corporate design, whatever you offer.

Step 1, headed with the booking's own name. Only presets with Show on lookbook switched on are offered.

Personalise the text

They replace the default wording with their own — names, a date, a message. The fields they see are the preset's global texts, so whatever you called them is what the customer is asked.

Step 2. The design sits beside the fields so they can see what they are changing.

Review and confirm

A preview of the finished wording, then one button. They are only confirming the text — the booking already holds who they are and when the event is, so nothing is asked twice.

Step 3. Confirm - Text is Correct is the point of no return — nothing reaches Pictor before it.

Note

This is where the Client Portal differs from the Lookbook. The Lookbook asks a stranger for their name, email and event date, because it has no booking behind it. Here the booking already has all of that.

05 . Find the event in Pictor

What it does: Turns the confirmed booking into a Pictor event, already configured.

When the customer confirms, their booking is waiting on the Pictor side. One press brings it in. You never recreate the booking by hand — but you do have to ask for it.

1. Sign in to Pictor.

2. Open Events.

3. Press Sync events.

4. Confirm when Pictor tells you what it found.

5. Open the new event to review it.

Pictor says what it is about to do before it does it — BoothBook has 2 new booking(s) to create and 1 booking(s) whose choices changed. Sync now? — and reports the result afterwards. With nothing waiting, it answers No events are waiting to sync.

The event carries the template the customer chose and the wording they entered. Change anything else you need before the event.

The booking as a Pictor event, named after the booking and carrying its dates. Edit & Launch opens it.

Sync events is in the Events header.

Do not skip this

A confirmed booking does not become an event on its own. It sits waiting until someone presses Sync events. If you are expecting an event and cannot find it, this is almost always why.

Events made this way remember where they came from

They carry a BoothBook booking badge and the date they last synced. If the customer changes their choice afterwards, the event says so — The booking's choices changed since this event was last synced. — and Sync with BoothBook on that event pulls the change through on its own.

06 . The whole workflow

BoothBook keeps the booking and the customer conversation. Pictor gets the event and runs the booth. Neither one asks you to type the same thing twice.

07 . Troubleshooting