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.

[Use Boothbook.mp4](https://app.chatwoot.com/rails/active_storage/blobs/redirect/eyJfcmFpbHMiOnsibWVzc2FnZSI6IkJBaHBCQ3I3L0FZPSIsImV4cCI6bnVsbCwicHVyIjoiYmxvYl9pZCJ9fQ==--5083401ceccf348be5db95bdae4060b37c447523/Use%20Boothbook.mp4)

## **Before you start**

This guide assumes the integration is already connected. If it is not, do [How to Connect Pictor with BoothBook](https://support.pictor.pro/hc/pictorpro-support/articles/1791382355-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.

![The BoothBook Bookings list with an Add Booking button and a booking row showing its customer.](https://app.chatwoot.com/rails/active_storage/blobs/redirect/eyJfcmFpbHMiOnsibWVzc2FnZSI6IkJBaHBCTmJtL0FZPSIsImV4cCI6bnVsbCwicHVyIjoiYmxvYl9pZCJ9fQ==--798aa2183d8190852bd9f110a9e5375f7681b436/use-01-bookings.jpg?cw_image_width=720px)

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 booking row menu open, showing Edit, Delete, Send Client Portal Link and View Client Portal.](https://app.chatwoot.com/rails/active_storage/blobs/redirect/eyJfcmFpbHMiOnsibWVzc2FnZSI6IkJBaHBCTlhtL0FZPSIsImV4cCI6bnVsbCwicHVyIjoiYmxvYl9pZCJ9fQ==--49be1235aef3e502ea5abffe1debafd7cd5adb66/use-02-sendlink.jpg?cw_image_width=720px)

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.

![A New Email dialog with From, To, Subject and a message containing an Access Your Client Portal link.](https://app.chatwoot.com/rails/active_storage/blobs/redirect/eyJfcmFpbHMiOnsibWVzc2FnZSI6IkJBaHBCTlRtL0FZPSIsImV4cCI6bnVsbCwicHVyIjoiYmxvYl9pZCJ9fQ==--f8346fc56953aecacdd9d539fd0962f37216d35b/use-03-newemail.jpg?cw_image_width=720px)

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

![The email as the customer receives it, with an Access Your Client Portal link.](https://app.chatwoot.com/rails/active_storage/blobs/redirect/eyJfcmFpbHMiOnsibWVzc2FnZSI6IkJBaHBCTnZtL0FZPSIsImV4cCI6bnVsbCwicHVyIjoiYmxvYl9pZCJ9fQ==--539650a56fa56c2543ac7089c949ac1003583a2c/use-04-email.jpg?cw_image_width=720px)

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.

![The client portal's Select Your Theme step, headed Thank you for your booking, with preset cards.](https://app.chatwoot.com/rails/active_storage/blobs/redirect/eyJfcmFpbHMiOnsibWVzc2FnZSI6IkJBaHBCTjNtL0FZPSIsImV4cCI6bnVsbCwicHVyIjoiYmxvYl9pZCJ9fQ==--235dda5d70b6ccb8c28bc71851260e38dc51149b/use-05-theme.jpg?cw_image_width=720px)

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.

![The client portal's Customize step: the chosen design beside a Personalize Your Text panel.](https://app.chatwoot.com/rails/active_storage/blobs/redirect/eyJfcmFpbHMiOnsibWVzc2FnZSI6IkJBaHBCTjdtL0FZPSIsImV4cCI6bnVsbCwicHVyIjoiYmxvYl9pZCJ9fQ==--a92c6fb227a5fbf156dac5e85e4dfd902a75cc00/use-06-customise.jpg?cw_image_width=720px)

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.

![The client portal's Review and Confirm step, previewing the text with a Confirm - Text is Correct button.](https://app.chatwoot.com/rails/active_storage/blobs/redirect/eyJfcmFpbHMiOnsibWVzc2FnZSI6IkJBaHBCT0xtL0FZPSIsImV4cCI6bnVsbCwicHVyIjoiYmxvYl9pZCJ9fQ==--01ab9584bb8a7e70ca4f25ef8c329e52e0b53480/use-07-confirm.jpg?cw_image_width=720px)

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](https://support.pictor.pro/hc/pictorpro-support/articles/1791380301-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 Pictor Events page showing an event named after the BoothBook booking, marked Upcoming.](https://app.chatwoot.com/rails/active_storage/blobs/redirect/eyJfcmFpbHMiOnsibWVzc2FnZSI6IkJBaHBCT1RtL0FZPSIsImV4cCI6bnVsbCwicHVyIjoiYmxvYl9pZCJ9fQ==--8b8b7179b8c35d08aa3cd076e5c5c26c15fdec74/use-08-event.jpg?cw_image_width=720px)

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

![The Events page in Pictor, with a Sync events button in the header.](https://app.chatwoot.com/rails/active_storage/blobs/redirect/eyJfcmFpbHMiOnsibWVzc2FnZSI6IkJBaHBCT1htL0FZPSIsImV4cCI6bnVsbCwicHVyIjoiYmxvYl9pZCJ9fQ==--211caa4d516497c27dff667de977ee8c62a10256/bb-03-sync.jpg?cw_image_width=720px)

**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**

| **Step**                   | **Where**     | **Who**  |
| -------------------------- | ------------- | -------- |
| Create the booking         | BoothBook     | You      |
| Add the customer           | BoothBook     | You      |
| Send Client Portal         | BoothBook     | You      |
| Choose a template          | Client Portal | Customer |
| Personalise the text       | Client Portal | Customer |
| Review and confirm         | Client Portal | Customer |
| Press **Sync events**      | Pictor        | You      |
| Event is created and ready | Pictor        | —        |

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**

| **Problem**                           | **What to check**                                                                                                                                                                 |
| ------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **The customer never got the portal** | The email address on the customer record, then their spam folder                                                                                                                  |
| **No templates to choose from**       | **Show on lookbook** on your presets. A preset switched off is never offered                                                                                                      |
| **The event is not in Pictor**        | Press **Sync events** on the Events page — nothing arrives until you do. If it says nothing is waiting, check the customer actually confirmed: an unfinished portal sends nothing |
| **Nothing works at all**              | The connection itself — see [How to Connect Pictor with BoothBook](https://support.pictor.pro/hc/pictorpro-support/articles/1791382355-boothbook)                                                                                                              |