Set up a Global Access Code (replaces the "One access code" setup in new shop)

TABLE OF CONTENTS

• Overview
• Global Access Codes
• Album view in new shop
• Album preview image
• Global Connection Code
• Find Your Access Code
• FAQs
• The Takeaway

Overview

Whether you want to grant full access to staff members or use single code to simplify access for parents in new shop, GotPhoto offers flexible options for accessing photos. In this article, we’ll walk you through different methods available and how to set them up.

Global Access Codes use cases

1. Global Access Code for school / institution

A Global Access Code can be created from photo job to share with school staff or coaches. It provides access to all photos in photo job.

2. Global Access Code for customer orders in new shop

In new shop, you can also use the global access code for your customers. It replaces function that was provided in legacy shop via jobs with a single access code ("One access code").

With global access code, customers can access all photos in job.

Set up the Global Access Code in your job

1. From the Main Settings Page of your photo job, select access type "Access code for each person", choose your tagging method, and click "Expert setting: Add global access code" at bottom of the Access Type section of page:
   
2. Type desired access code in text box that appears:
   
3. Save your changes by clicking blue "Save Settings" button on left side.
4. Global access code is now active. Provide it to school staff/coaches.

Under Actions, you’ll then find these options:

• View: shows photos available for global access code
• Download QR code (PDF): handy for posters when you want to share code with parents/participants
• Remove
• Add potential buyers
  

New: Album view for global access code in new shop

New shop now also supports album view in shop's à la carte section (US/CA) / Single products section (UK). This feature is available per request, our team can assist you with activation.

This lets customers browse for their photos within albums and save them to their wishlist there.

Desktop view

Mobile view

If albums have multiple photo types (individual photos, group photos, or composites), customers can filter for each photo type.

Video preview: Album view with photo type filter

How to change the order of albums in the shop

1. Open desired job and switch to the Photo Management tab.
2. Click and hold the move icon (↕) to left of album.
3. Drag and drop album to desired position.
4. The new order is saved automatically and is then applied in shop as well.

How the album preview image is selected

1. If at least one group photo is available:

The first group photo is used as the album preview image in the shop (displayed at the top left of the Group Photos section).

If you have multiple group photos and want to change the album preview image, upload the desired photo last. It will be added as the first image in the album and automatically become the album preview.

2. If no group photos are available:

The first photo in the Individual Photos section is used as the album preview image.

To choose a different preview image, apply a 5-star rating to the desired photo.
 If multiple photos have a 5-star rating, the system uses the first 5-star-rated photo as the album preview image.

3. If no group or individual photos are available, but composite photos are:

The first composite photo is used as the album preview image. You can change the selection by using the 5-star rating.

Albums with the setting "Available for everyone"

Note: If your job has individual access codes and an album with the "Available for everyone" setting, the included group photos won't be displayed as a separate album. Instead, they will be mixed in with the photos for each individual access code.

Global Connection Code (restricted legacy feature)

The Global Connection Code feature for the legacy shop is available only on paid plans and must be enabled upon request.

Note that the legacy shop is scheduled to be retired this summer. This feature is not available in the new shop and will no longer be supported once the legacy shop is discontinued.

This feature allows all parents in a job to access their children's galleries with a single password. After signing in, parents will be prompted to select their child's name from a list.

Note:

• Jobs must include student data (First name and Last name) for this feature to work.
• The Global Connection Code feature is not supported in the new shop.

Steps to create a Global Connection Code:

1. From the Main Settings page, enable "Add global access code?".
   
2. Enter your desired access code and enable "Global connection".
   
3. Save your settings.
4. Parents enter the code and select their child.
   

Privacy notice: Parents can access other galleries. A privacy disclaimer will appear before they continue.

Find Your Access Code

The Find Your Code feature for the legacy shop is available only on paid plans and must be enabled upon request.

Note that the legacy shop is scheduled to be retired this summer. This feature is not available in the new shop and will no longer be supported once the legacy shop is discontinued.

Workflow: Parents enter the global code and then type their child's name instead of selecting it from a visible list.

Note:

• Jobs must include student data (First name and Last name) for this feature to work.
• The Find Your Access Code feature is not supported in the new shop.

Steps to apply:

1. Go to the Main Settings page and enable "Add global access code?".
   
2. Enter your access code and enable both "Global connection" and "Find your access code".
   
3. Save your changes.
4. Parents type their child's name and confirm they are authorized.
   

FAQs

Is the Global Access Code supported in the new shop?

Yes. The Global Access Code is supported in the new shop, including the album view feature (available upon request) and wishlists.

Can a Global Access Code also be used for purchases in the shop?

Yes. The Global Access Code can also be used for purchases in the shop. In the new shop, it replaces the legacy "One access code" access type. If you share the code only with an organization, it should not be passed on to parents or used for staff orders without prior agreement.

Can I prevent the Global Access Code from being used to purchase the "Download All" package?

This isn't possible in the legacy shop. However, in the new shop, the Download All package is automatically hidden when a Global Access Code is used in volume jobs containing 200 or more photos.

This limitation also applies to digital packages and upsell downloads that exceed 199 photos. Once this limit is exceeded, those options are automatically hidden from the shop.

The Takeaway

Global Access Codes provide a flexible way to give staff or parents access to all photos in a job and are fully supported in the new shop, including wishlist support and the optional album view. Global Connection Codes and Find Your Access Code remain legacy-shop features available only on paid plans and will no longer be supported after the legacy shop is retired.