Upload a list of names into your photo job

Table of contents

• Overview
• Names List import:  Video walkthrough
• Uploading student data
• Updating a names list
• FAQs
• The takeaway

Overview

You can upload a names list into your photo job to simplify your workflow. This lets you personalize your QR cards with subject and Teacher/Grade data. It's also required to create student data exports intended for Yearbook photos or Student IDs. In this article, we’ll review the steps for uploading student data, as well as when and how to replace an out-of-date list.

Names List import:  Video walkthrough

Uploading student data

1. Select QR-Tagging - with list of names as the tagging method and download the template from the right panel. For your convenience, we attached the template to the bottom of this article. 
2. Open it using Excel or Google Sheets. Avoid Apple Numbers.
3. Enter your data. Required: Firstname and Lastname. Leave unused columns blank or delete them. Ensure UTF-8 encoding.

Formatting phone numbers:

• North America: Spaces, dashes, or parentheses are accepted.
• UK: Use +44 with no leading 0 or spaces.

Note: Parental consent for contact details will be requested at registration if not already provided.

4. Save your file as CSV, XLS, or XLSX.
5. Upload it to the job and click "Start import." Wait for processing to complete. You selected the wrong roster-simply click "Cancel". 
6. Click "Done" when the import is successful.

In case you did not use the GotPhoto template, you will first be prompted to match the column headers of your names list with the GotPhoto's column headers, please ensure that all column headers are matched to the correct GotPhoto data category. 

Updating a names list

Life happens. If your school or league gives you a new or updated subject list-maybe with additional names or corrected information- here’s how to update your existing names list.

• Not imported yet: Just upload the new list. It will overwrite the existing one.
• Imported, but no QR cards created: Delete and recreate the job, then upload the correct list.
• QR cards already created and handed to the school or league:
  1. Export the list via View names.
     
  2. Edit the file but do not change the ID column.
  3. Upload the revised file via Update list.
     
  4. Click Start import to safely update data. The screenshot below highlights newly added data in green, while updated entries, specifically modified group names are shown in red.
     

⚠ Important: In complex cases, contact support before proceeding.

FAQs

Can I upload my custom roster?
Yes, and you’ll be prompted to map your columns to GotPhoto’s fields.

Can I use student IDs as access codes?
Yes, but make them unique to each job. Add suffixes like "Fall24."

Can I add more than two potential buyers for each subject?
Yes. Add Buyer3, Buyer4, (...) columns (Firstname, Lastname, Email & Phone columns) to your CSV and use the mapping tool during import.

The sample names list below shows how a subject's row appears in the roster, with added email columns for reference

Before importing a names list, this page lets you match your file’s data to GotPhoto’s column headers to ensure correct mapping during import. 

The columns in the downloaded CSV are all crowded together. What do I do?

1. Open your spreadsheet software.
2. Select File > Import.
3. Choose the CSV file type and upload the file.
   
4. In the import wizard, select Delimited and click Next.
   
5. Select Semicolon as the delimiter and click Finish.
   

Your data should now be displayed correctly.

The takeaway

Simplify your workflow and personalize QR cards with student data uploads in GotPhoto. Whether setting up data for Yearbook photos or Student IDs, easily upload and manage student information. From defining categories to updating lists, GotPhoto streamlines the process, ensuring a hassle-free and efficient experience for capturing and organizing student data.