Sending a Delivery

Once a shoot is edited and the files are on the order, sending it to the client is a single step. Spatiko calls it complete and deliver — one action that moves the order along and hands the client their gallery. This page covers what that action does, what you need in place first, what the success screen tells you, and how to copy or resend links afterwards with Delivery links.

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Complete & Deliver

What “complete and deliver” does

When you deliver an order, Spatiko does several things at once:

• Moves the order into your delivery stage — Delivery by default — and stamps the delivery date. On Pro and up you can point this move at another stage, including Completed so that sending the delivery closes the order, or switch it off. An order that’s already Completed stays there.
• Marks the order’s sessions complete.
• Emails every recipient you leave ticked a delivery notification with their own gallery link (more on that below).
• Publishes the order’s property website, if there is one and you leave Publish property website ticked. On an order that’s locked for payment, the site is published but stays offline to the public until the order is paid, then goes live on its own — see when the order isn’t paid yet.
• Recalculates team payouts and logs the delivery on the order’s history.

You do all of this from the order itself — no separate export or upload step. For how galleries and downloads work in general, see delivering your media.

The success screen

When it’s done, the dialog switches to Delivery Complete and tells you exactly what happened, so you don’t have to go checking.

The line under the title is the verdict — “Delivered to Jordan”, “Delivered to 2 people”, or “1 of 2 emailed” when something went wrong — plus the date the links expire. Below it, Recipients lists one row per person with their outcome:

• Emailed — the email went out.
• Not emailed — you unticked them, so their link was created but nobody emailed it.
• Couldn’t email — the email didn’t go out. Hover or tap it for the reason, and use Retry on that row (or Retry all when two or more failed). Failed rows sort to the top.

Every row has Copy link (Share on a phone), so you can text someone their own link straight away.

Under What happened, one line per fact: the website published (or “Website goes live once the order is paid” on a locked order), the stage the order moved to, the invoice that was emailed and to whom (when auto-issue sent one), how many sessions were marked complete, and — on a payment-locked order — how much needs paying before downloads unlock. If something didn’t happen, it says so here too, with a link to fix it: an invoice that couldn’t be created or emailed, or a website left unpublished because your plan’s live sites are all in use.

What you need before you can deliver

An order is ready to deliver when:

• It isn’t cancelled.
• It has at least one deliverable — ready photos or floor plans, a video, a tour link, a downloadable file, or a property website. Marketing designs and a connected cloud delivery folder don’t count on their own — the order needs one of these too. (See uploading your media for getting files onto the order.)
• Your plan has a delivery left. On the Free plan your first deliveries are free; after that — or on a paid plan once its monthly deliveries are used up — the button locks and points you to the plans page. On a plan with a delivery limit, the send dialog shows how many you’ve used — see pricing for what each plan includes.

A recipient email isn’t strictly required. Untick everyone and the button reads Complete instead of Complete & Send: the delivery still goes through and the gallery still goes live, but nobody is emailed — the dialog notes “No one is selected — the links are created, but nobody is emailed.” If the client has no email on file at all, the dialog says the link is created so you can send it yourself, with an Add email link to their record. Either way, you can email it later from Delivery links.

If the order includes video, client sign-off on the cut usually happens before this point — see Frame.io video review for collecting timestamped comments before you deliver the finished version.

Who receives the delivery

The send dialog’s Notify list is built from the order’s participants — everyone with Gets the delivery switched on. A solo listing agent is the everyday case, but the same send handles a co-listing agent or a seller who wants the photos too. Someone who’s only on the order to pay the bill stays off the list, with a one-line note that they get invoices, not the gallery.

A few things are worth knowing about that list:

• Each person gets their own email with their own personal gallery link — you never forward one link around and hope the right person opens it. Their link opens their view of the order, including their own billing and nobody else’s.
• Unticking someone skips them for this send only. It never changes their “Gets the delivery” setting on the order.
• CC and BCC copies ride along. If a client has CC or BCC addresses on their record, they show as one +1 CC chip on that person’s row — click it to see the addresses. An agent’s account managers with CC on emails are copied too, though they aren’t listed in the dialog.

Below the list you can add an optional personal message, and the Deliverables list shows what’s going out — photos, floor plans, videos, links, marketing assets — with the property website’s state next to it: publishes on delivery, live, goes live when paid, or locked until paid. The Publish property website box only appears when the site isn’t live yet and your plan includes live websites.

The client notification

The delivery email gives each recipient everything in one place: their gallery link, the link’s expiry, your optional personal message, and a note if a published property website or marketing assets are included.

The recipient opens the gallery straight from that link — no account, no password. Each link is valid for 30 days, and an agent can also reopen the gallery any time from their client portal. For what the client sees once they open it, see delivery galleries.

That one link does more than hand over files. From the same gallery the client can flag specific photos and request changes with a note on each, and — on Starter and up — open Marketing assets to download the posts and flyers you made or build their own from the shoot. Both are unavailable while an order is locked for payment, and both come back the moment the balance is settled.

If an email fails to send for any reason, the delivery itself still goes through — the order moves on and the gallery is live either way. The success screen shows you who was missed, and you can retry right there.

Preview before sending

Want to check exactly what the client will get? There’s an admin-only preview of the delivery, so you can see the gallery the way they’ll see it before you send anything. An amber banner across the top marks it as a preview, so you never mistake it for the live page.

Delivery links: copy, check, and resend

Once an order has been delivered, the header button changes from Complete & Deliver to Delivery links. There’s no second delivery — the gallery always shows what’s on the order, so reshot photos you add later simply appear on everyone’s existing link. Delivery links is where you hand those links out again.

It opens a Delivery view listing everyone who gets the delivery. Each row has a Delivery link button that copies that person’s own link — handy when a client wants it by text instead of email — and one status underneath:

• Last opened with how long ago (based on when their link was last used — email scanners, or you opening a copied link, can count too).
• Not opened yet.
• Expires in N days, once a link has a week or less left.
• Link expired — tick them and resend to renew it.
• No link yet — tick them and send to create one.
• Couldn’t email — their last email didn’t go out.

Nobody is ticked when it opens, so the footer just reads Done. Tick the people who need the email again and the button becomes Resend to Casey or Resend to 2 people, with a message field for a short note. If someone’s resend fails, they stay ticked so you can try again.

A resend is an email, nothing more. It goes only to the people you tick, with the same CC copies as the first send, and it renews each of their links to 30 days from the resend — it never shortens a link that already runs longer. It doesn’t count as another delivery, doesn’t move the order, mark sessions complete, publish the website, or issue the invoice again. The order’s history gets one “Delivery email resent” note.

An order you imported with its delivery history from another platform still shows Complete & Deliver until you deliver it through Spatiko for the first time.

How invoicing and payment tie in

What happens with billing depends on how the order is set up:

• If the order doesn’t use the pay-before-download gate, you bill it through an invoice from the order’s billing card. Prefer that to happen on its own? On plans with invoicing, switch on Auto-issue invoice on delivery in your payment settings, and an order’s first delivery issues and emails the invoice automatically — the client gets their files and their invoice together, and the success screen confirms which invoice went to whom. It’s off by default, and it skips clients on weekly or monthly billing, whose delivered shoots go on their next combined invoice instead.
• If the order does require payment before download, delivery hands off to the pay-to-download flow instead: the client sees every photo in the gallery, and full-size viewing, downloads, and the property website unlock once the order is paid.

For how completion fits alongside the other order stages, see the order lifecycle.

Go deeper

• Delivery galleries — what the client sees once they open the link, and how downloads work.
• How clients view and download their media — the same delivery from the agent’s side of the portal.
• Pay-to-download — gate downloads until the balance is settled.
• Creating and sending an invoice — bill the order from its billing card, or auto-issue on delivery.
• Order participants — add co-agents, sellers, and billing contacts, and control who receives the delivery.