Planning Your Event
Set up and configure events, workflows, and output delivery.
Pre-Registration & QR Code Scanner
📹 Watch the video tutorial Pre-Registration allows your attendees to complete selected parts of the photo booth experience before they reach the booth — using a QR code or a direct link. This reduces wait times, speeds up throughput, and creates a smoother on-site experience. Pre-registration doesn't replace the booth experience — it prepares it. Attendees still begin their journey at the booth, where their pre-registered data is retrieved and the experience resumes from the next required step. ⭐ Premium Feature: Pre-Registration is a Premium feature. Enabling it will automatically upgrade your event to Premium. A valid Premium license is required to launch the event. Step 1: Enable Pre-Registration 1. Open your event. 2. Go to the Outputs settings. 3. Toggle on Pre-Registration / QR Code Scanner. Once enabled: - Pre-registration becomes active for the event - A new QR Code Scanner stage becomes available in the workflow - The event is automatically upgraded to Premium Step 2: Add the QR Code Scanner Stage 1. In the workflow, click the + (Add Stage) button. 2. Select QR Code Scanner from the stage list. 3. Add it to your flow — typically as the first stage. This stage acts as the entry point for pre-registered attendees at the booth. Step 3: Configure the QR Code Scanner Stage Once added, click on the QR Code Scanner stage to configure it. The available fields are: - Pre-registration Link — an automatically generated URL for the pre-registration flow. Copy and share this externally (email, signage, etc.). - QR Code — generated from the link. Download it for print or digital use. - Title — the main heading displayed on the booth screen. - Subtitle — instructional text (e.g. "Scan your QR code or enter your code below"). - Body (HTML) — optional custom instructions or messaging. [📸 Screenshot: QR Code Scanner configuration panel] Allow Skip Setting The Allow Skip option controls whether pre-registration is optional or required at the booth: - Allow Skip ON — attendees can bypass the QR/code entry and complete the full experience at the booth. Pre-registration is optional. - Allow Skip OFF — attendees must pre-register before accessing the booth. Entry is only possible via QR code scan or manual code entry. Step 4: Choose Which Stages Are Completed During Pre-Registration Each stage in your workflow has a Pre-registration checkbox. Use this to define which steps attendees complete in advance and which remain at the booth. - ✔ Checked — stage is completed during pre-registration and skipped at the booth. - ✗ Unchecked — stage is completed at the booth as normal. Example configuration: | | | | --- | --- | | Stage | Pre-Registration? | | Media Screen | ✔ Yes | | Survey | ✗ No | | Choose Experience | ✔ Yes | | Text Screen | ✗ No | In this example, attendees complete Media Screen and Choose Experience before arriving. At the booth, those steps are skipped and the experience resumes with the Survey. How It Works at the Booth When an attendee arrives, the experience starts at the QR Code Scanner stage. They can either: - Scan their QR code, or - Enter their manual code (fallback option if the QR code is unavailable) The system then loads their pre-registration data, skips already-completed stages, and continues from the next required step. If Allow Skip is ON, attendees can bypass this step and complete the full experience at the booth instead. Frequently Asked Questions What happens if an attendee doesn't pre-register? If Allow Skip is ON, they can proceed and complete the full experience at the booth. If Allow Skip is OFF, they must pre-register — access is only possible via QR code or manual code. Can attendees complete the entire experience through pre-registration? No. Pre-registration only covers the stages you've selected. The experience must still be completed at the booth. What if an attendee loses their QR code? They can use their manual code as a fallback. Both are generated when pre-registration is completed. Can I control which steps are part of pre-registration? Yes — each stage has a Pre-registration checkbox. Only the stages you check will be completed in advance. What happens if a user scans a QR code but no stages were configured for pre-registration? The attendee can still enter the experience, but no steps will be skipped — the full experience will run at the booth. Is a Premium license required? Yes. Pre-registration is a Premium feature and a valid Premium license is required to launch the event. Best Practices - Use Pre-Registration for high-traffic events — it's most effective when queues are expected. Move slower steps (input fields, selections) out of the booth. - Keep pre-registration focused — avoid selecting too many stages. Focus on the steps that take the most time. - Share the QR code in advance — display it on signage, screens, or in confirmation emails so attendees can complete pre-registration while waiting in line. - Match Allow Skip to your event type — enable it for open/public events; disable it for controlled or mandatory registration flows. - Test the full flow before launch — verify QR scanning works, manual code entry works, the correct stages are skipped, and the experience resumes at the right step.
Output Delivery In-Depth
Output Delivery controls how your guests receive their photos, videos, and other content after the booth experience. Pictor offers multiple delivery methods — from instant digital sharing to cloud backups and physical prints — so you can tailor the experience to each event. Note: This section was previously called "Output Settings" in older versions of Pictor. It's now called Output Delivery throughout the app. Accessing Output Delivery Open your event and navigate to Output Delivery from the left sidebar or event settings area. Here you'll see all available delivery methods, each with its own toggle and configuration options. Delivery Methods Sharing Station (Pro and Premium) The Sharing Station is the primary way guests receive their content at live events. After their session, guests are presented with a sharing screen where they can: - Email — enter their email address to receive their photos/videos - Text/SMS — enter their phone number to receive a link via text message - QR Code — scan a QR code displayed on screen to instantly access their content on their phone - AirDrop — receive content directly via AirDrop (iPad only) You can enable or disable each sharing method individually. For most events, enabling Email + QR Code provides the best balance of convenience and reliability. For more details, see: Troubleshooting: Sharing Station Issues Dropbox Connect your Dropbox account to automatically back up all event content to the cloud. Once connected, you can configure: - Export Folder — choose which Dropbox folder receives your event files. - ZIP Export — optionally bundle all files into a ZIP archive for easy download. - Open Dropbox Gallery — quickly access your uploaded files from within Pictor. Dropbox integration is a great way to deliver a complete set of event photos to your client after the event, or as a backup in case of device issues. Printing Enable direct printing to send outputs straight to a connected printer. Pictor supports dye-sublimation printers (DNP, HiTi) as well as standard inkjet and laser printers. Once enabled, you can configure paper size, cutter settings, print copies, and auto-print behavior. For a full walkthrough, see: How to Set Up and Use Printing in Pictor Virtual Booth The Virtual Booth lets guests participate in your event remotely — no physical booth required. When enabled, Pictor generates a shareable link that guests can open in their browser on any device. Guests use their own camera to capture photos, and the same AI processing and templates from your workflow are applied. This is perfect for: - Hybrid events where some guests are remote - Fully virtual events - Pre-event or post-event engagement campaigns Slideshow (Pro and Premium) The Slideshow feature displays completed sessions on a secondary screen in real time — like a live gallery wall at your event. As guests complete their sessions, their outputs automatically appear in the slideshow rotation. This works great on a large monitor or projector positioned near the booth area. It adds energy to the event and encourages more guests to participate when they see others' results on the big screen. Pre-Registration / QR Scanner Pre-Registration lets you collect guest information before they reach the booth. Guests can register via a link or QR code (e.g., printed on event signage or included in an invitation), and their details are pre-loaded when they scan in at the booth. This speeds up the booth experience significantly — guests don't have to type their email or phone number at the sharing station because it's already captured. The QR Scanner option works in tandem with Pre-Registration: guests receive a personalized QR code after registering, which they scan at the booth to start their session with their details pre-filled. Configuring Multiple Delivery Methods You can enable as many delivery methods as you need for a single event. A typical live event setup might include: - Sharing Station (Email + QR Code) — for instant guest delivery - Dropbox — for client backup and delivery - Printing — for physical keepsakes - Slideshow — for ambient display For a virtual or hybrid event, you might use: - Virtual Booth — for remote guest access - Sharing Station (Email + Text) — for delivery - Dropbox — for the client Tips - Always enable at least two sharing methods. If one fails (e.g., SMS delivery is slow), guests have a backup option. - Test sharing before the event. Send yourself a test email and text to verify delivery is working. - Use Pre-Registration for corporate events. Pre-collecting guest info reduces booth time and ensures accurate contact data. - Set up Dropbox early. Connect your Dropbox account and verify the export folder before the event, not during setup. Questions? Need help configuring output delivery for your event? Reach out: - Use the chat widget in the bottom-right corner of app.pictor.pro - Email us at [email protected]
Workflow Settings In-Depth
The Workflow is the heart of your Pictor event — it defines exactly what your guests experience from the moment they step up to the booth until their final output is ready. Using the visual workflow builder, you can design multi-step experiences with media capture, AI processing, surveys, and more. Note: This feature was previously called "Flow" in older versions of Pictor. It's now called Workflow throughout the app. The Visual Workflow Builder When you open the Workflow section of your event, you'll see the visual workflow builder — a node-based editor that lets you design your guest experience step by step. Every workflow starts with a START node and ends at the final step before output delivery. Between these, you add the steps that make up your event's experience. [Screenshot: Visual workflow builder with START node and connected steps] Adding Steps to Your Workflow Click the + (plus) button between nodes to add a new step. The available step types include: Media Screen This is the most common step type. A Media Screen presents content to the guest and optionally captures input. You can configure: - Title — a headline displayed on screen (e.g., "Strike a Pose!") - Subtitle — supporting text beneath the title - Body — additional instructions or descriptive text - Background image or video — set a custom visual for the screen - Tap to proceed — when enabled, the guest taps the screen to advance to the next step. When disabled, the workflow advances automatically (useful for timed screens). Survey Add a survey step to collect information from guests before or after their capture. Surveys can include text fields, multiple choice, or custom questions. Responses are saved with the session data and can be viewed in the gallery or exported. Choose Experience If your event offers multiple AI experiences (e.g., different styles or themes), a Choose Experience step lets the guest pick which one they want. Each option can have its own preview image and label. Capture / AI Processing The capture step is where the camera activates and the guest's photo or video is taken. After capture, AI processing runs according to your selected template (if applicable). This is where tokens are consumed. Templates Templates define the AI experience applied to captured media. When setting up your workflow's capture step, you select from your available templates. Each template specifies: - The AI model and style to apply - Output format (still image, video, GIF, etc.) - Resolution and quality settings You can browse and select templates from the template gallery, or create custom templates if your plan supports it. [Screenshot: Template selection in workflow builder] Workflow Order and Flow The standard event flow in Pictor follows this general sequence: START → Media Screen(s) → Choose Experience → Survey (optional) → Capture / AI Processing → Output Preview → Sharing → END You can rearrange steps by dragging them in the builder. Not every step type is required — a simple event might just have START → Capture → Sharing, while a more elaborate setup could have multiple Media Screens, a survey, and an experience chooser. Saving and Loading Workflows The toolbar at the top of the workflow builder includes options to: - Save — saves your current workflow to the event. Always save before launching. - Load — load a previously saved workflow. This is useful if you have a standard setup you reuse across events. - Customize appearance — adjust the visual styling of your workflow screens (colors, fonts, branding). Tip: Build a "master workflow" for your most common event type, save it, and load it as a starting point for new events. This saves significant setup time. Testing Your Workflow Before going live, always test your workflow: 1. Save your workflow. 2. Go to Event Settings → Launch Pad. 3. Use Simulate to preview the workflow without consuming tokens. 4. Use Test to run the full experience (including AI processing) and verify the output looks correct. This catches issues with screen order, missing content, or template configuration before guests arrive. Tips for Great Workflows - Keep it concise. Guests at live events don't want to tap through 10 screens. Aim for 3–5 steps total for the best guest experience. - Use clear, brief text. Titles and subtitles should be scannable in seconds — think "Smile!" not "Please look directly at the camera and smile for your photo." - Preview on the target device. What looks great on a laptop may need adjustments on an iPad. Always simulate on the actual device you'll use at the event. - Limit experience choices. If using a Choose Experience step, 2–4 options is the sweet spot. Too many choices slow guests down. Questions? Need help building your workflow? We're here: - Use the chat widget in the bottom-right corner of app.pictor.pro - Email us at [email protected]
Event Settings In-Depth
Event Settings is where you configure the core details for each event — things like the event name, client information, session limits, security options, and launch controls. This article walks through every setting so you know exactly what each one does. Basic Event Details At the top of Event Settings, you'll find the essential fields that identify your event: - Event Name — the name of your event. This appears in your dashboard, analytics, and any client-facing links. - Client Name — the client or organization this event is for. Useful for keeping events organized when you're running multiple events. - Description — an optional internal description for your own reference. - Start / End Date — the scheduled dates for your event. These are informational and help with organization; your event can still be launched outside these dates. [Screenshot: Basic event details fields] Security and Access These settings control who can access your event and how: Password Set a password to protect your event from unauthorized access. When enabled, anyone launching the event on a device will need to enter this password first. This is especially useful for events at shared venues or when your iPad is unattended during setup. Max Sessions Set a cap on the total number of sessions (photo captures) allowed for this event. Once the limit is reached, the booth will stop accepting new sessions. This is helpful for managing token usage or limiting activity at an event with a fixed deliverable count. Data Management Pictor gives you control over what happens to event data after the event wraps up: Auto-Scrub Data When enabled, Pictor will automatically delete captured session data (photos, videos, AI outputs) after a set period. This is useful for privacy-conscious events or clients who require data to be purged after a specific timeframe. Delete Sharing Data This setting controls whether guest contact information (email addresses, phone numbers collected at the sharing station) is deleted along with session data. Enable this if your client requires full data cleanup, including guest PII. Event Code Every event gets a unique Event Code. This code can be used to quickly load your event on a different device — just enter the code instead of logging in and navigating to the event manually. This is particularly handy when setting up multiple iPads for the same event. Launch Pad The Launch Pad section provides everything you need to get your event running on a device: QR Codes Pictor generates QR codes that link directly to your event. You can display these on a screen, print them on signage, or embed them in event materials. Guests or staff scan the code to instantly access the event on a device. Launch Options From the Launch Pad, you have several ways to start your event: - Simulate — runs a preview of the event workflow without consuming tokens. Use this to verify your setup looks right before going live. - Test — runs the full event experience including AI processing, but marks sessions as test sessions. Tokens are consumed, but test sessions are flagged separately in analytics. - Virtual — launches a virtual booth that guests can access remotely via a shared link. Ideal for hybrid or fully virtual events where guests aren't physically present. [Screenshot: Launch Pad with QR code and launch buttons] Control Panel Once your event is live, the Control Panel gives you a real-time operational view: - Session counter — see how many sessions have been completed in real time. - Active status — confirms the event is running and accepting sessions. - QR code display — a scannable QR code for quick device setup or guest access. - Quick actions — stop the event, view the gallery, or jump to analytics. The Control Panel is your home base during a live event. Keep it open on a laptop or secondary device so you can monitor activity without interrupting the guest-facing booth. [Screenshot: Control Panel during a live event] Tips - Always Simulate first. Before going live, run a Simulate pass to verify your workflow, overlays, and sharing settings all look correct. - Set Max Sessions for token-sensitive events. If you have a fixed token budget, setting a session limit ensures you don't exceed it. - Use Event Codes for multi-device setups. Instead of logging in on every iPad, just enter the Event Code to load the event instantly. - Enable Auto-Scrub for privacy compliance. If your client has data retention policies, configure Auto-Scrub before the event starts. Questions? If you need help configuring your event settings, reach out: - Use the chat widget in the bottom-right corner of app.pictor.pro - Email us at [email protected]
Event Code
Pictor has the ability to enter an event without using credentials (a user name and password). An event code can be entered in at the login screen of Pictor to start an event, run a slideshow and more. Within your Dashboard, simply click on the copy icon next to the event code. You can share this with your staff or client to login to the event on your Apple device. Event Code Login Screen Event Code Dashboard