Create and manage albums in your photo job

Table of contents

• Overview
• Album best practices for different photo jobs
  • School jobs
  • Seniors jobs
  • Sports jobs
  • Dance jobs
• Create an album
• Edit album settings
• Deactivate or activate an album
• FAQs
• The takeaway

Overview

Creating albums within your photo job helps you organize and manage your photos. This guide explains how to create, edit, and manage albums. You'll also learn how to assign a unique price list to an album, overriding the job's default price list, and how to create an album that's accessible to everyone.

Album best practices for different photo jobs

Here are our recommendations for creating albums based on the type of photo job:

School jobs

For most school jobs, create an album for each teacher, using the class photo as the group photo. This setup allows every student in the album to see their own photos and the class photo.

[Optional] If you're using a names list, you can re-sort photos based on the names list to automatically build albums by group or teacher and assign the correct student to their album.

Seniors jobs

When a job includes different picture types (e.g., formal indoor, formal outdoor, cap and gown), we recommend creating a separate album for each picture type. This way, customers will see neatly labeled albums when they log into the shop, making it easy to browse their photos.

You can also apply a different price list to an album within a job to offer various products and prices based on the picture type. Adjust this setting within the album settings.

Important: If you're using multiple photo jobs in GotPhoto for one overall job (e.g., studio sessions over several days), manually build your albums instead of using the re-sort photos based on the names list feature. This feature won't work if your names list is in the main job, but you're building galleries in a secondary job.

Sports jobs

If you're using one access code per athlete:

Typically, create an album for each team, with the team photo as the group photo. This allows every athlete in the album to see their individual photos and the team photo.

[Optional] If you're using a names list, you can re-sort photos based on the names list to automatically build albums by team and assign the correct athlete to their album.

If you're using one access code for the whole job:

Use different albums for each team. This helps customers easily find their team's album in the shop instead of scrolling through all images.

Dance jobs

In most cases, you can upload all dancers' photos into one album, allowing customers to view different costumes in a single location. Alternatively, create albums for each group or costume so customers see neatly labeled albums when they log into the shop.

[Optional] If you're using a names list and want to create an album for each costume, you can re-sort photos based on the names list to automatically build albums by group and assign the correct dancer to their album.

Create an album

Follow these steps to create a new album:

1. Within the Photo Job, go to the Photo Management tab and click the blue + Create new album button.
   
2. Name your album. You can always adjust album settings later.
   
3. [Optional] Under Advanced Settings, select the Album available for everyoneoption if you want this album to be accessible to everyone in the job.

   If selected, you won't need to upload QR cards for this album, as all photos will be treated as group photos. This setting cannot be undone after the album is created. Your album will be marked as "Album available for everyone" for easy identification.

   
   

   Please note:

   • If a package includes products specifically assigned to group photos, and these group photos are only available in an "Album available for everyone," these packages won't appear in the shop. However, customers can still purchase these group photo products from the à la carte section if available there.
   • To display packages in the shop, change the photo type's availability settings within the package to include "All" or both "Individual + Group Photos." While this makes packages visible, it may lead to different pricing or download options for group and individual photos, which might not be ideal. We are working on improvements for this behavior.
4. To create a regular album with individual and group photos, click the blue Create New Album button.
5. Inside the album, photos are categorized as:
   • Group: These photos are visible to everyone within the album (i.e., all subjects can see any group photos in that album).
   • Individuals: Only the subject with the corresponding access code can view these photos (i.e., multiple subjects can be in the individual section, but they will only see their own photos).

Edit album settings

Once an album is created, you can access its settings to make changes.

Under Album Actions, select Edit Album Settings.

From here, you can:

1. Modify the name of the album.
2. Attach a price list specifically for that album. This will overwritethe job's default price list.

   Once a different price list is assigned, the album will have a green label showing the album's price list name.
   

   Important: Please use a price list with products from the same lab as the job's price list.

3. Add a description for the album, which will appear next to your customers' photos in the proofing shop.

Remember to save your changes before you leave!

Deactivate or activate an album

Under Album Actions, you have the option to deactivate an album.

Deactivating an album hides it and its galleries from customer view when your job is set to selling. The album will also be labeled as a "hidden album" in Photo Management. A new option to activate the album will appear under the Album Actions menu, allowing you to restore it for viewing.

Please note: If your job is already set to selling, and you deactivate an album, some customers may still have access unless they clear their browser cache and cookies or log out and log back into the store. Consider advising customers of this if necessary.

FAQs

Can I assign a different price list to an individual album?

Yes, you can assign a unique price list to an album. This price list will override the main job's price list. Ensure that the album's price list uses products from the same lab as the job's price list.

What happens if I make an album available for everyone?

If you choose the "Album available for everyone" setting, all photos within that album will be treated as group photos, and you won't need to upload QR cards for it. This setting cannot be undone after creation. Be aware that packages specifically tied to group photos might not appear in the shop if those group photos are only in an "Album available for everyone."

How do "group" and "individual" photo categories work within an album?

• Group photos: These photos are visible to everyone who has access to that album.
• Individual photos: Only the specific subject with the correct access code can view their individual photos within the album.

Can I hide an album from customers?

Yes, you can deactivate an album from the Album Actions menu. Deactivating an album will hide it from customer view when your job is in selling mode and label it as a "hidden album" in Photo Management. You can reactivate it at any time.

The takeaway

Albums help you efficiently categorize your photos for groups and individuals. You can edit your album settings at any time to meet your photo job needs.