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. Not only does this make things easier on you in the planning phase of your Photo Job, but it has an added security benefit to put administrator's minds at ease: All potential buyer data will be hidden prior to orders being made, though the encrypted data will be used to send out messages via Communication Profiles and newsletters.
If you would like to enable this feature on your account, please reach out to our Customer Care team at [email protected].
GDPR Compliance and Data Security
We understand that the organizations you work with may have concerns when entrusting you with their students' data.
The following documents shed light on GotPhoto's measures to guarantee data and privacy protection, providing reassurance for you and your clients.
GDPR Package for School and Nursery Photography
Data Processing Agreement (according to Art. 28 GDPR)
In addition, this article will later explain how using the School Portal feature further enhances data protection by encrypting all potential buyer information until after a purchase is made.
Video Tutorial
If you'd prefer a video explanation, feel free to check out this video recording from a past webinar on the School Portal.
Setup
Create an organization for your school and check the box "Access to Sales Information":
- Login URL: This is the link to the portal. Provide this URL to the school.
- Email: Add the school's email here. An automated email will be sent requesting they create a password.
- Access to: Tick the appropriate boxes to grant access to:
- Sales Statistics
- Orders (Includes customer information)
- Data (Allows for uploading names lists)
- Notes: Any additional information you'd like to provide the school should be added here.
Make sure to click "Save" after changing any of the settings!
Using the School Portal to Upload a Names List
Using the link you've provided, the school will see the following page:
Clicking on the "Actions" dropdown will open the option to click on "Upload data."
This will allow the school to upload their roster:
If possible, an XLS or XLSX file is preferable to a CSV file.
On the following page, they will need to match their data values with the columns from the GotPhoto platform and confirm the data:
After confirming the data, the system will process the data. This can take a few moments:
Once the data is processed, they will need to click on "Start import":
Once the list is important, they can click the "Done" button and close the window:
You will receive an email notification when the school has finished uploading their names list.
Next, we'll review how the uploaded data looks within the GotPhoto system.
The Names List Within the GotPhoto Platform
You can access the names list by clicking on the "Manage Names" button on the Photo Job Main Settings Page:
When you check the access code overview page of one of the access codes, you will see that the parents' info is hidden from you.
Parent info will also be hidden in the newsletter/communication profile view, as well as via search.
The Takeaway
Enhance the efficiency and security of your Photo Job planning with GotPhoto's School Portal feature. The straightforward upload process and the concealed parent information within the GotPhoto platform provide a user-friendly experience for both you and your schools.