Your photographers and videographers are event staff and upload through the Staff Portal. You add each media provider working at your event, invite its team, and oversee the result from Event Media on your Event Dashboard.
Media Providers
Event Media has five tabs: Setup (providers and the store), Billing (what you owe and what you have paid), Statistics, Upload (files and links for any provider) and Gallery. Most events have more than one provider: a photography company that uploads here, a videographer who sells each routine on their own site. Add each one under Media Providers on the Setup tab:
- Click Add provider
- Enter the name families will see beside its media, for example the company name, and what it captures: photos, video, or both
- Enter the Invite email of the person at the provider who uploads or sets up its links. They are emailed an invitation when you save. You can leave it empty and invite them later
- Answer where families get its media: hosted and downloaded from Kompdesk, from a different source (the provider's own server or website), or through one link from the provider. For media hosted on Kompdesk or from a different source, also answer whether participants pay separately or it is included in their registration. See "Event Media: The Media Store and Sales Models"
- Click Save provider
Each provider has its own answers, price and store link, so one can be included in the entry while another sells on its own site. A family finds a routine once and sees everything every provider has for it.
Any number of providers can host their photos and videos here. Each is billed on its own: its storage, its prepaid GB and its sales are its own, and one provider's prepay never opens another provider's files.
To delete a provider, click the bin beside it. A dialog says what happens before anything changes:
- Nothing already paid for the provider is refunded
- Photos and videos it stored on Kompdesk stay, and families keep the access they have to them
- All of its links are deleted, so families no longer see them. Nothing on the provider's own storage or site changes
- Its team and pending invitations are removed, and its connected storage is disconnected
After that it no longer shows on your Setup and Billing tabs. Its files stay in the Gallery, marked (deleted). To hide a provider from families without deleting it, set its model to Off instead.
Inviting Someone
- Open Event Dashboard → Event Media
- On the Setup tab, on the provider they work for, click Invite team
- Check the Provider, then enter their email. The name and the message are optional
- Click Send Invitation
They receive an email with an Accept Invitation button. Once they accept, they appear under their provider as Active. They upload for that provider only, and see only its files.
Each provider has its own team, and a person works for one provider at an event. If someone has changed company, remove them from the old provider's team (the bin icon), then invite them into the new one. Their earlier uploads stay with the provider they were made for. An address that is already on another provider's team, or already invited to it, cannot be invited until then.
If the platform could not send the email, the window shows the invitation link. Copy it and send it to them yourself.
The Team Under Each Provider
| Badge | Meaning | Bin icon |
|---|---|---|
| Invited | The invitation has not been accepted yet | Withdraws the invitation. The link stops working |
| Active | They accepted and can upload | Removes them from the team. Their uploads stay |
Send an invitation only to the person it is for, and withdraw any you no longer need. An invitation does not expire, and it can be accepted by whoever opens the link while signed in, not only by the address you sent it to.
Inviting the same address again sends the same invitation again. It does not create a second one.
What the Team Can Do
Team members upload, tag, replace, and delete their provider's media for this event, and see its statistics. They cannot see or change another provider's files or links, invite others, change your store settings, or set prices. They see nothing of your entries, scores, or results.
Access is per event. Invite the team again for your next event.
The Gallery
The Gallery tab holds every provider's files, with the provider named on each card and a filter to show one provider. You can filter it, show it as a grid or a list, play videos, re-tag, replace, delete, and download originals. Every provider's links are listed above the files under Item links, where you can open or delete them.
To upload yourself, open the Upload tab and choose the provider. For a provider whose files are hosted here, choose where they go and drop them. For a provider that works through links, add a link per routine, or paste many at once by entry number. You can upload into any provider.
Storage and Hosting
- The line under the Event Media heading shows how much has been uploaded for this event
- Uploads are never blocked for going over a prepaid amount
- Media is hosted for 12 months from the end of the event, then removed. You are emailed 30 days before, which is also the moment to remind families one last time
- View and purchase statistics are kept after the media is removed
Finish the Schedule First
Media is tagged to items on your schedule, and the tag is what decides which families see which photos.
Removing an item from the schedule removes the tag from every photo and video tagged to it. That includes moving a section to a different day, which takes it off one day and adds it to the other as a new item, and Clear day, which does it to the whole day. The files are kept and move to General, but your team has to tag them again by hand.
Changing the order of items within a day is safe. Make the larger changes before the team starts tagging, not after.
Switching It On for Families
Inviting a team and receiving uploads shows nothing to anyone yet. Families see a provider's media once you have answered its questions and paid for it: its storage prepaid, or the event's flat fee paid. A provider with one link for all of its media is free and shows as soon as you save it. See "Event Media: The Media Store and Sales Models".