Admin Guide

When you create an account, PinSnap automatically creates an organisation for you. Your organisation is the top-level container for all your projects, galleries, and team members. You start on the Free plan and can upgrade at any time.

Each plan sets limits on projects, team members, and galleries per project. Pending invitations count towards member limits.

Invite team members by email from the organisation settings page. If the person already has a PinSnap account they'll be added immediately. Otherwise, an invitation email is sent and they'll join when they sign up. Invitations expire after 7 days but can be resent.

There are two roles:

• Admin — can manage the organisation, invite and remove members, create projects, manage billing, and create share links.
• Member — can access assigned projects, create galleries, take photos, place pins, and add attachments.

Admins can promote members to admin or demote other admins to member. There must always be at least one admin in the organisation.

Projects sit inside your organisation and contain galleries. Access is project-scoped — being a member of the organisation does not automatically grant access to every project. Team members only see projects they have been explicitly assigned to.

This means you can run multiple projects for different sites or clients within a single organisation and keep each team's data separate.

Projects can be archived to keep them out of the active sidebar without deleting any data. Archived projects can be unarchived later provided you haven't hit your plan's project limit.

Each project contains galleries — collections of annotated photos. Create as many galleries as your plan allows within a project. Team members with project access can create galleries, upload images, and annotate them.

Galleries can be exported as a ZIP file containing all images, pin attachments, and a report.csv with a full audit trail of every pin: image name, notes, status, colour, creator, date, and any scan data (QR codes, barcodes, NFC tags).

Share links let you give external stakeholders — clients, contractors, consultants — read-only access to a gallery without requiring them to create an account. Available on Starter plans and above.

Options when creating a share link:

• Password — optionally restrict access with a password (Business plan). Viewers get 5 attempts per 15 minutes.
• Allow comments — let viewers leave comments on the shared gallery. They provide a name and email to comment.

Share links can target the whole gallery or a specific image. Admins can revoke any share link at any time from the organisation's settings.

PinSnap supports direct capture from 360° cameras including the Ricoh Theta and Insta360 range. The DJI drone camera protocol is also supported.

Ricoh Theta: Connect your phone to the camera's WiFi network (SSID starts with “THETA”), then tap + → 360° Camera in any gallery. PinSnap communicates with the camera over its local API.

Photos from 360° cameras are automatically tagged and displayed as interactive spherical panoramas. Pins and drawings on panoramas work exactly the same as on flat photos.

If team members import 360° photos from their photo library (e.g. transferred from the camera's own app), PinSnap detects them automatically using embedded metadata.

When you remove someone from your organisation, their access is revoked immediately. They can no longer view or edit any projects or galleries.

Their content is preserved. All photos, pins, drawings, comments, and attachments they created remain in your galleries. Each item records the creator's name so you always have a clear audit trail, even after the person has left.

Deleting a gallery or project is permanent and requires your account password for confirmation. When you delete:

• A gallery — all images, pins, attachments, scans, and comments within it are permanently removed.
• A project — all galleries inside the project are deleted (same cascade as above).

If you want to keep the data but hide the project from day-to-day use, consider archiving it instead.

Any user can delete their own account from the Account settings page. This requires password verification.

When an account is deleted, all content the user created is transferred to the organisation's remaining admins. Photos, pins, and attachments stay in place — only the account is removed.

If the user is the sole admin of an organisation, they'll be asked to confirm deletion of that organisation along with all its data. If there are other admins, ownership transfers automatically.

All data is stored securely with row-level security ensuring team members can only access projects they've been assigned to. Images and attachments are stored in private buckets and accessed via signed, time-limited URLs.

Rate limiting is applied to sensitive operations: member invitations (10 per 5 minutes), password verification (5 attempts per 15 minutes), share link password attempts (5 per 15 minutes), and public comments (10 per minute).

Pin changes are logged to an audit trail, recording who made the change, what was changed, and when. Creator names are stored on all content so the audit record survives account deletions.

Billing is managed through Stripe. Admins can upgrade, downgrade, or cancel the plan from the Billing page in the dashboard. Changes take effect at the start of the next billing cycle.

If you downgrade to a plan with lower limits, existing data is preserved but you won't be able to create new projects, galleries, or invite members beyond the new plan's limits.