Mini Sessions Workflow

Table of contents

• Overview
• 1. Book your mini sessions
• 2. Create your job
• 3. Upload your names list
• 4. Configure Entagged app
• 5. Photo shoot
• 6. Upload your images
• 7. Set your price list & automated communication campaign
• 8. Set your job to selling
• 9. Additional workflows
• The takeaway

Overview

Welcome to the definitive guide that will allow you to leverage GotPhoto to successfully manage your mini session jobs from start to finish.

Use the Entagged Name List functionality to efficiently tag your mini-session photo shoot. If you are unfamiliar with Entagged, read the Entagged overview. With Name List, your shoot schedule and image tagging live together on your mobile phone.

If you would like further information on mini sessions and their value to your studio, download the mini sessions guide for volume photographers.

Before you start

• Sign up for GotPhoto: create your account.
• Complete your one-time settings checklist.
• Purchase an Entagged device, learn the basics, and review the Name List workflow. Note: Entagged supports select Canon, Nikon, and Sony and Fujifilm cameras—check compatibility.
• Use Lightroom Classic on your editing computer and install the GotPhoto Lightroom plugin.

1. Book your mini sessions

Set up a booking & scheduling tool so clients can pick their day and time, then export the final data for GotPhoto.

[Important] GotPhoto does not currently have an integrated booking tool. If you already use one, export your mini session data (client name, email, phone number, session date, session time) as a spreadsheet for import into GotPhoto as the Names List (see “Upload your names list”).

If you need a recommendation, we suggest Session.

To export from Session:

1. Navigate to the specific session, open the Actions dropdown, and choose Export Session.
2. Select CSV Export.
3. When the confirmation displays Your export is ready!, select Download Export.

2. Create your job

Create a new photo job in GotPhoto to organize your mini sessions.

1. On your dashboard, click the  + Create New Job button. 
2. Complete the required fields on Create New Job:
   • Job name: Public name shown in the shop.
   • Date of shoot: The actual shoot date (not the creation date).
   • Type: For mini sessions, use Studio → Family (for stats and reporting).
3. Select Save photo job. [Advanced] Advanced settings are not required for this job type.

3. Upload your names list

Import your client CSV/XLS into GotPhoto so each person receives a private access code.

What is a Names List? It is the client spreadsheet you exported from your booking tool. Load it several days before the shoot so you can sync with the Entagged app (or generate QR cards). Minimum fields:

• Client first name
• Client last name
• Client email address
• Client mobile number
• Session day
• Session time

[Advanced] Depending on your export, you may need to use a Text-to-Columns operation to split full names into separate first/last columns.

Note: Ensure first and last names are in separate columns.

1. Go to the job’s Settings page.
2. Set:
   • Access type: Access code for each person (private galleries).
   • Choose a method: QR-Tagging – with list of names (enables spreadsheet upload).
3. Select Upload file and choose your spreadsheet. Map your columns.

After selecting the file, confirm the column mappings as shown:

Recommended mappings

• client_name → Student firstname
• Last Name → Student lastname
• client_email → Parent email (1)
• client_phone → Parent phone (1)
• Date → Teacher
• Time → Group

Select Confirm columns → review → Start import.

Import progress shows via a status bar. When complete, your Names List is ready and can be used in the Entagged app. To return later, select View names on the job’s Settings page.

4. Configure Entagged app

Load your Names List into the Entagged mobile app to embed client data into image metadata during capture.

Note: This section uses Android images; iOS is similar. For pairing/installation steps, see the Entagged pairing guide. For a deep dive into Name List, see our Entagged help article.

1. Open the Entagged app → tap Menu → Name List.
2. On first use, enter your GotPhoto credentials.
3. On the Projects page, tap the folder icon to add a project.
4. Choose Add from account → select your photo job.
5. On the import options screen, set:
   • Grouping 1: Group (use session time you mapped to Group).
   • [Optional] Grouping 2: Teacher (use session date for multi-date shoots).
   • [Optional] Synchronization: Manual (recommended for mini sessions).
6. Tap Done to import.

Inside the job, client names sort by session time. Tap a time to view the client.

Once your session is loaded into the app, you are ready for the photo shoot.

5. Photo shoot

Capture day steps to embed client data in image metadata for automatic sorting.

1. Connect the Entagged device to your camera and link the app. See the pairing guide.
2. Remember: Blue light in the app and on the device means connected.
3. When ready, select the client name in the app. The tile flashes yellow (loading), then blue (loaded), then gray with a yellow check.
4. Photograph the client. All images taken until you select another name will carry that client’s data in the metadata.
5. Repeat for each client.

Tip: Embedded metadata enables GotPhoto to auto-sort and tag images (covered below).

6. Upload your images

Upload via the GotPhoto Lightroom plugin for the fastest, most reliable workflow.

While you can use the web uploader or Easy Upload, the Lightroom GotPhoto plugin is recommended. For plugin setup help, see the Lightroom plugin guide. Note: This section assumes working knowledge of Lightroom.

1. Import session images into Lightroom.
2. Cull, crop, and edit as usual. To outsource editing to GotPhoto, see editing services (also covered in “Additional workflows”).
3. Select images → Export.
4. Set Export To = GotPhoto Upload V3. Choose the photo job, add an album name (e.g., “Session” or “Upload”). Optional: adjust file naming/size/sharpening.
5. Click Export. After upload, open your job in GotPhoto → Photo management → open the album.

Reminder: The first time you use the GotPhoto plugin, sign in with your GotPhoto credentials.

In GotPhoto → Photo management, you will see your album. Open it to view sorted galleries. With Entagged metadata, galleries auto-activate, sort, and tag to the correct access codes.

If any images were assigned to the wrong access code, drag them using the 4-way arrow to the correct code. Perform a quick quality check; if all looks correct, proceed.

7. Set your price list & automated communication campaign

Attach your price list and set up an automated email/SMS campaign from the job’s Settings tab.

Price list

To deliver downloads or offer prints, you need a price list. If you are new to price lists, see these price profile articles.

[Optional] If you include free downloads with your session fee, use a simple list with “Download all photos” at $0.

Choose your price list and select Save settings at the bottom of the page.

Price list upselling options

To encourage larger orders, include a limited number of downloads with the session fee and offer packages for more.

• Create packages at increasing download counts (e.g., 10, 20, 30).
• Price each to reflect your target upsell revenue.

Then add a job coupon that automatically applies in the gallery:

• Set the expiration date.
• Set the coupon value to match the price of the included download package (so clients receive their included images seamlessly).

[Optional] Offer prints and wall décor from your lab partner for additional revenue. For example, Color Inc. Pro Photo Lab offers deep matte prints with GotPhoto.

Automated communication campaign

Automate emails and SMS to notify clients when galleries are live and downloads are ready. If you’re new to campaigns, see these automated campaign articles. Reminder: If new to GotPhoto SMS, configure SMS settings.

For mini sessions, a simple flow works well: send an email + SMS when you set the job to selling, then a follow-up email 3 days later. Include direct gallery links in each message.

Note: An efficient starting point is to duplicate the built-in Generic GotPhoto with 3 Day Coupon (Onboarding) campaign and remove any unneeded messages. Edit subject lines and message bodies, keeping the HTML and gallery login links intact.

8. Set your job to selling

Review everything once, then activate selling to notify clients and open galleries.

1. Review album/images for correct sorting and tagging.
2. On the job’s Settings page, confirm the price list, automated campaign, coupon, and archive date (if needed).
3. Click Start Selling (top right).
4. Confirm on the pop-up.

That’s it - emails and SMS queue automatically. Clients can log in to their private galleries, view images, download photos, and place additional orders.

9. Additional workflows

[Optional] Use standard QR card capture
If you prefer not to tag with Entagged, GotPhoto’s QR card capture method works perfectly for mini sessions. Watch the mini sessions QR workflow video:

[Optional] Outsource editing to GotPhoto
Our editing service can handle:

• Culling
• Exposure compensation
• White balance
• Saturation
• Contrast
• Trimming
• Straightening
• Sharpening

It only takes a few clicks. Typical turnaround is 3–5 business days, and edited photos load directly back into your account. View the photo editing help article. Want to try our AI powered editing service? Check this article. 

If you prefer to offer retouching as an add-on in the shop, refer to this guide.

Note: The Editing tab appears when the job type is either School and Preschool. To use the service, temporarily switch your job type to one of these, then proceed.

The takeaway

Run mini sessions efficiently with a repeatable, streamlined workflow:

1. Book clients and export a clean CSV.
2. Create your job and upload the Names List.
3. Configure Entagged to tag images by client.
4. Upload via Lightroom - auto sort & activate galleries.
5. Attach your price list and campaign; set to selling.

This approach saves time, reduces errors, and creates more opportunities for upsells and happy clients.