Upload Names List via School Portal (UK)

This article explains this feature for UK customers. To learn about using this feature in North America, click here.

Overview

You can offer schools the option to upload a names list via the School Portal. This simplifies planning for your Photo Job and offers added security: all buyer data remains hidden until an order is placed. Encrypted data can still be used in automated campaigns and one-time messages.

To enable this feature, contact Customer Care at service@gotphoto.co.uk.

GDPR compliance and data security

We understand your clients may have concerns about data privacy. These documents outline GotPhoto’s GDPR practices:

• GDPR Package for School and Nursery Photography
• Data Processing Agreement (Art. 28 GDPR)

This article also demonstrates how the School Portal encrypts buyer information until after a purchase.

Video tutorial

Prefer a walkthrough? Watch this quick walkthrough of the School Portal, tailored for GB users.

Setup

Create an organization and check the box "Access to Sales Information":

1. Login URL: Share this portal link with the school.
2. Email: Enter the school's email. They’ll get an invitation to create a password.
3. Access to:Tick what they should see:
   • Sales Statistics
   • Orders (Includes customer info)
   • Data (Upload names lists)
4. Notes: Add extra context or instructions.

Click Save to apply settings.

Using the School Portal to upload a names list

Once logged in, schools will see a list of jobs:

They can select Actions → Upload data to add their names list:

XLS or XLSX is preferred over CSV.

They’ll then match columns and confirm the import:

The system will process the file:

After processing, they click Start import:

Then they click Done to finish:

You’ll receive a notification once the upload is complete.

The names list within the GotPhoto platform

Go to the Manage Names section in your Photo Job settings: View instructions.

On the access code page, buyer data is hidden:

This info is also hidden in campaign messages and search results.

The takeaway

GotPhoto’s School Portal for UK customers supports secure, efficient collaboration. Schools can upload data confidently, and sensitive info remains encrypted until needed, streamlining your workflow while protecting privacy.