Inhalt
- Overview
- Create generic subject data and QR cards
- Create QR cards
- Capturing employee data at the photo shoot
- Merging the captured data
- The takeaway
Überblick
Do you have a Corporate Headshot photo shoot where you do not receive the employee data ahead of time? This guide is for you. This guide will cover how to leverage the GotPhoto platform to do onsite registration when you do not have the data before the photo shoot.
This guide assumes you have a working knowledge of the GotPhoto platform. If you need a step by step guide on how to use GotPhoto for Corporate Headshots, the article is located here: Manage corporate headshot jobs in GotPhoto
Create generic subject data and QR cards
Follow the standard procedure for creating your job in GotPhoto prior to the photo shoot.
Once this is done, you will need to create a spreadsheet of generic subject data. The columns for the spreadsheet should be:
- First Name
- Last Name
- Phone Number
- Time
- Date
You will need to know the number of expected subjects you will be photographing at the shoot and then pad that number by at least 10% in case you have more subjects than expected.
Example: If you expect 50 employees, add 55 rows from Employee 1 to Employee 55.
These generic employees will be what you utilize at the photo shoot to capture the correct subject data from the employees you photograph.
Once we have created and saved this spreadsheet, you can follow the standard procedure of uploading a names list into your photo job.
You will need to map two fields:
- First Name → Student firstname
- Last Name → Student lastname
Click Confirm columns, review the data, and then click Import.
Once the import is complete, you are ready for the next step.
Create QR cards
This section will cover creating the QR cards you will use at the photo shoot.
Navigate to the Tagging tab within your photo job and click Edit QR Card Layout.
For this workflow, we recommend the Minimal Layout design. Adding your logo and contact information is unnecessary for the Minimal Layout template.
Note: If you are using the Smartshooter tethered workflow or Entagged, check Show Barcode.
Click Generate QR cards (PDF) now. Once generated, click Download QR cards (PDF).
You can either print the QR cards or display them on a tablet. We recommend physical copies to avoid accidentally reusing cards.
Capturing employee data at the photo shoot
At the photo shoot, follow the standard QR card process. The additional step is the registration process.
Before photographing the QR card, ask the employee to scan the QR code with their phone and tap the link that appears.
The QR code links to the Picture Day Registration form. The employee fills out their Full Name and Email.
Once they click Activate my Reminders, the registration is complete.
Photograph the QR card and then the employee. Repeat this process for all subjects.
Merging the captured data
After the photo shoot, merge the captured registration data into your names list.
Go to Manage Names and export the list as XLS or CSV.
The registration data is stored in:
- Parent firstname
- Parent lastname
- Parent Email (1)
Copy the data into:
- Parent firstname → Student firstname
- Parent lastname → Student lastname
Delete all unnecessary columns and keep:
- Child ID
- Student firstname
- Student lastname
- Parent email (1)
Note: The Child ID is the unique identifier and must not be changed or deleted.
Upload the updated spreadsheet using Upload different list and click Start Import.
The generic data is now updated with the correct employee information while maintaining the same QR code.
The takeaway
Manage your onsite registration for Corporate Headshot shoots with GotPhoto, even without prior employee data. By creating generic subject data, generating QR cards, capturing information onsite, and merging the data afterward, you ensure an accurate and efficient workflow from photoshoot to selling.