Set up pre registration for picture day

• Overview
• Setup
• FAQ
  

Is GotPhoto's pre-registration form COPPA compliant? (US customers only)

• The takeaway

Overview

This feature allows you to collect guardian consent and customer data before and on picture day. It enables pre-marketing, auto-generates a names list, and simplifies QR card generation and data exports.

Setup

1. When creating a new Photo Job, select QR-Tagging Registration for photo day from the Choose a method dropdown on the Photo Job’s settings tab. Ensure Access code for each person is checked as the Access Type.
2. Set the registration deadline (up to 7 days prior), define the access code, and choose whether to generate extra QR cards.  To allow same-day registration - ideal for Entagged users adding subjects on Picture Day - set the deadline to 0 days before Picture Day.
3. If your photo shoots spans multiple days, specify that in the Duration of shoot field.
4. Use a memorable access code, such as SchoolName2024, to make login easier for parents.

5. Pro tip: Lead customers to select a group

   If you create albums based on the “Group” column in the names list, parents can choose from a dropdown. Otherwise, manual entry may lead to typos and duplicates. Create a default album like Select Group to make this clear.

   
6. Under Allow parents to register for, select photo types like individual, group/class/team, or family/siblings.
   

   To activate your scheduling tool (e.g., Acuity or Calendly), select family photos and ensure customers check both individual and family boxes during registration.

   This integration isn’t available for individual-only shoots yet.

   
7. Monitor registration count and click See full list to track entries. Generate extra QR cards as a backup for late or staff entries.
   
8. Parents will use the access code to log in, provide their email, child’s name, and select a class/group.
   
9. After clicking Register now, the data populates your names list, and QR cards auto-generate when you set the job to QR Tagging with a list of names.
10. UK customers: After submitting the form, buyers are prompted with a GDPR-compliant picture day consent screen.
    
11. After registration closes, change the job’s tagging method to QR-Tagging — with list of names from the settings page:
    

If you receive a names list after pre-registration has opened, upload it after transitioning to “QR Tagging with list of names” to avoid duplicate entries. Use the Update list option.

FAQ

Is GotPhoto's pre-registration form COPPA compliant [US customers only]?

1. GotPhoto’s Role

GotPhoto does not collect data directly from children. We provide the technical platform that enables photographers and schools to manage pre-registration and ordering. Any information entered into the system (such as student name, grade/class or parent contact details) is provided either by the parent or by the school to you, the photographer. GotPhoto then processes that information strictly on your behalf and only to deliver the services you request (e.g., photo day organization, gallery setup).

2. Applicability of COPPA

• The Federal Trade Commission (FTC) makes clear that COPPA only applies to information collected online directly from children under 13. It does not apply to information provided by adults (parents, teachers, schools) about children.
• Since pre-registration data is always provided by a parent or a school, never directly by a child, the process is outside the scope of COPPA.

3. Extra Reassurance (If COPPA Were to Apply)

Even if the COPPA rules were interpreted to apply:

• Parents providing data: A parent entering their child’s information inherently constitutes parental consent under COPPA.
• Schools providing data: The FTC has clarified that schools may act as the parents’ agent and give consent on behalf of parents in the educational context, provided the information is used only for the school-authorized purpose (such as school photography).

This means that in all scenarios relevant to school photography, COPPA requirements are either not triggered at all or are satisfied by the way data is collected.

4. Responsibilities

• Your responsibility as the photographer/ business owner: Ensure information from parents or schools is used only for school photography services and handled transparently. Be ready to support parents if they ask to review or delete their child’s information.
• GotPhoto’s responsibility: We act purely as your service provider, processing data only on your instructions, never using it for our own purposes, and keeping it secure.

In short, pre-registration does not involve collecting information directly from children, so COPPA does not apply. And even if COPPA were to apply, the way parents or schools provide data ensures compliance. You can confidently use the pre-registration feature knowing that these requirements are fully addressed.

The takeaway

Pre-registration helps gather parental consent and key details in advance, builds your names list for QR cards, and supports structured communication. With access codes, scheduling tools, and list uploads, your workflow becomes smoother and more organized for picture day.