Upload metadata to GotPhoto without QR cards

Table of contents

• Overview
• 1. Template
• 2. Job settings
• 3. CSV upload
• 4. Photo upload
• 5. Tagging photos
• 6. Names list
• 7. Switch job to selling
• The takeaway

Overview

If you previously used paper forms or a different tagging system instead of QR cards, you can import your job into GotPhoto using metadata upload. This step‑by‑step guide shows you how to use a CSV template, upload metadata, and tag photos efficiently. For a quick demo, watch this screencast.

1. Template

Please download this metadata CSV template. It includes an additional Photo column to list file names. Do not modify header wording. Leave blank cells where you don’t have data.

GotPhoto requires the names list to be in UTF‑8 format. If your original file uses a different encoding, convert or save it as UTF‑8 to avoid import issues. See how to convert to UTF‑8.

Mandatory fields:

• Firstname
• Access Code – Create random codes if needed. The character limit is 60, but we recommend 6–8 characters for ease of use.
• Photo – File name (e.g., “123.jpg”)

Optional information:

• Parent contact info: To create a customer entry, include an email. A phone number alone won’t create one.
• Group: Organize subjects by grade/team. Enables the "Resort photos by group/teacher" option after upload.
• Identifier: Use a unique student ID for each row to prevent data conflicts.

Multiple images for subjects: Use one row per image. If a subject has three photos, include three distinct rows.

2. Job settings

1. Create a job and select Access code for each person and Manual tagging in Settings. (Create a job)
2. Select your Price Profile and fill in Important Events.
3. [Optional] Assign a Communication Profile.
4. Click Save at the top or bottom of the settings page.

3. CSV upload

1. Go to Photo Management.
2. Open the More… menu and select Import metadata.
3. Upload your CSV file.
4. [Optional] Use the Resort photos based on names list dropdown to sort images by group or teacher. Do not click Apply yet—you must upload photos first.

4. Photo upload

Upload pictures via the web interface in Photo Management. Organize images into folders or albums.

Use faster options like EasyUpload, sFTP, or Lightroom.

5. Tagging photos

1. Select a watermark (optional) and click Apply. Enable Resort photos based on name list if applicable.
2. Wait for access codes to activate. Do not close the page during the process.
3. Each album will be tagged with student info. Change the default index image if needed.

[Optional] Group pictures: Upload group photos into a shared or individual album. You can move them later or use a shared album for all participants. Learn more.

6. Names list

Go back to job settings and, under Access Type, switch from Manual Tagging to QR Tagging with List of Names. Click Save. The Manage Names button will appear.

7. Switch job to selling

If all settings are complete, change the job status from Planning to Selling.

The takeaway

Use GotPhoto’s enhanced metadata workflow to import and manage legacy photo jobs with or without QR cards. This guide walks you through CSV setup, tagging, sorting, and transitioning your job to selling-all while giving you flexibility with upload methods and organizational tools.