Photo Job - Main Settings

Download the Config User Guide - Creating and selling a Photo Job

1. Photo Job Settings

Click on Photo Jobs and then the Photo Job you want to access


After you have created a new photo job, you should see the above screen. In the Photo Job Settings, there are four steps that need to be completed. Steps 2 and 4 simply involve selecting the price profile and communication profile. For this reason, this part of the guide will only cover “Step 1: Access Type” and “Step 3: Important Events”.


Step 1: Access Type

The access type refers to how your customers will access their images in your online shop. Since the majority of photographers use GotPhoto for school photography, we will only cover “Access code for each person” in this guide. The other settings should be fairly self-explanatory.


There are three different ways to tag the photos and assign access codes under the Choose a method drop down. Let’s go through them here:



  • QR-Tagging


      1. If you don’t have the students’ data before the shoot, you can print out the expected number of cards you will need. These blank cards can then have the information written on them during the shoot.


  • QR-Tagging - with list of names


      1. If you do have the students’ data, it is recommended that you upload the data as a CSV file. By clicking on this option, a link will appear for you to download the CSV template the system recognizes. It is highly recommended to use this template as the column headers need to be written in exactly this way. Later, when you upload the images and activate the codes, the student data will automatically be associated with those images.
      2. “Customers can select their favorite photo?” - This option enables your customers to choose the image they prefer for the yearbook or student ID. If set to No, the first image after the QR card is the default choice. (You can manually select a different image yourself later in the Photo Management area.)


  • Manual Tagging


      1. If you choose not to use QR cards, or this was a previous shoot in which you did not have them available, you can manually tag the first image of every child before activating the codes.


  • Add global access code?


    1. You can set a global access code, a “master key,” for yourself and/or staff members. Simply click the link and add the code. Anyone using this code will have access to ALL images and albums.


Once you have selected the setting you want to use, you should click ‘Save settings’ to put it into effect.



Step 3: Important Events

These events refer to the settings and deadlines for coupons, batch shipping, and archiving.



  • Coupon


      1. Deadline: The final date for customers to use the discount. This date affects the triggers in your communication profile. (Because most parents tend to order over the weekend, we strongly recommend making the deadline land on a Sunday.)
      2. Coupon discount: The amount discounted in the online shop before the above deadline. Choose either a monetary value (£3) or a percentage (10%).
      3. Minimum order value: The minimum amount a customer needs to purchase before the discount is applied. Leave it blank if no minimum is necessary.
      4. Free shipping: Tick this box if the discount also includes free shipping. (Batch shipping orders are automatically set to free shipping.)
      5. Only one use per access: Tick this box if you want to restrict the discount to one-time use only per access code. In other words, if a customer purchases an order with the discount and decides they want to purchase again, ticking this box means they will not get a discount on any orders after their first order.


  • Batch Shipping (If you don't check the box for Batch Shipping, the job is automatically set for direct shipping to your customers, so they will be charged the shipping fees. )


      1. Deadline: The final date for orders to be eligible for batch shipping. (Because this often coincides with the coupon for free shipping, it is highly recommended to use the same deadline as the coupon here.)
      2. Processing after deadline: Manual processing means that you will need to send the batch yourself after the deadline. This is useful for manual review orders, or to ensure all orders are correct before sending the batch - it also allows you to specify the delivery address. Automatic processing sends the batch directly to the specified lab, and then does one of three options of your choosing: starts another batch, sets job to direct shipping only, or archives the job.
      3. Also allow Direct Shipping: Tick this box to allow the customer to decide if they want free shipping to the school or if they’d rather pay shipping to have their order delivered directly to their address. If the box is left unchecked, all orders are set to batch shipping.
      4. Extended batch shipping options…
        1. “After the deadline, the photos will usually be available in (days)” – This refers to the estimated delivery date in your online shop. Add the amount of days after the batch deadline that you expect to deliver the orders. For example, if you put 10 here and the batch deadline is 15/02, then the shop will show an estimated delivery date of 25/02.


  • “Pass names from names list if available” – Recommended if you uploaded a CSV names list. This passes the student data into the order in the online shop.
  • “Show available folders to buyers in checkout” – This passes any student data and the album name so you know who to address the orders to. If a customer orders from two codes in different albums, both options will be available to choose from. If left unchecked, a free text form will appear for the customer to specify who to address the order to.
  • “Ask for address information in checkout” – If you still want the customer to input their address for any reason, you can require it by checking this option.
  • Archiving


    1. Deadline: The final date that customers are able to order their photos. After the deadline, the gallery is closed, but the images still exist in case you want to reactivate the job at a later date. (Because most parents tend to order over the weekend, we strongly recommend making the deadline land on a Sunday.)

Archiving delay: Choose to archive on the day of the deadline or up to three days after. One day after is recommended in the case of late customers wanting to order at the last minute.

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