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Upload a list of names into your photo job

Table of contents

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 In this article, we’ll review the steps for uploading student data, as well as when and how to replace an out-of-date list.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.
  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.

Screenshot showing access type and tagging method selection

Column definitions:

  • Identifier: Student ID or player number.
  • Group: Class or team name.
  • Teacher: Homeroom or coach name.
  • Expires: Used for student ID expiration.
  • Access Code (1): Auto-generated or custom.
  • Access Code (2): For siblings or reimports.
  • Parent email and phone: Email is required. Phone-only entries won’t import unless dummy emails are used.
  1. Save your file as CSV, XLS, or XLSX.
  2. Upload it to the job and click "Start import." Wait for processing to complete. You selected the wrong roster- simply click "Cancel". 
  3. Click "Done" when the import is successful.

Screenshot showing the import progress screen with a student data preview


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.
      Screenshot of job settings with View names button highlighted
    2. Edit the file but do not change the ID column.
    3. Upload the revised file via Update list.
      Screenshot of the upload different list button
    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.
      Screenshot showing a data import preview with new data in green and updated data in red

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

Screenshot confirming names list successfully updated


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 buyers?
Yes. Add Buyer3 and Buyer4 fields (Firstname, Lastname, Email, Phone) to your CSV and use the mapping tool during import.
Screenshot showing buyer field mapping options

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.
    Screenshot of the file import dialog
  4. In the import wizard, select Delimited and click Next.
    Screenshot of import wizard step one
  5. Select Semicolon as the delimiter and click Finish.
    Screenshot of import wizard selecting semicolon delimiter

Your data should now be displayed correctly.
Screenshot of correctly formatted CSV data preview


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.

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