Products and pricing


Price Profiles

Price profiles are templates in which you define what products (savings packages, downloads and individual products) are offered to your customers for what prices. Once set, you can reuse your price profiles later and in as many jobs as you like.

For a quick and easy start you can use our price profile template as guidance. You can find it in the settings in your admin area.

Creating your own price profiles is easily done by duplicating and adapting the existing templates. This saves you the first steps and you can simply adjust prices and add / remove products. 

You can find Price Profiles by going to:

Settings → Price Profiles → Click ‘Create New Profile’


Individual Products

With us, you have the product selection completely in your own hands. A wide range of products are available to you through our integrated partner laboratories. If you produce your photos yourself and work with your own minilab, the connection to the shop system is of course just as easy. 

Product Packages

Various individual products are bundled together in product packages, which are then offered at a lower overall price. This simplifies product selection for parents, as several photo products can be ordered with just a few clicks. Furthermore, packages show the price reduction, putting the saving visibly in front. 

Best Practices


We recommend offering more than just the proven standard products such as photo prints, stickers and key rings. However, make sure that you select your products carefully so that you don't overwhelm the customer with too much choice.

Job preparation

Photoday workflow 

With several classes and teachers who want to be photographed, the main thing is not to lose the overview, to communicate well and not to run out of time - the smoother the process, the more fun the children and the school itself have, of course. 

Workflow with QR cards 

On Photo Day, each child will receive their own QR card, which you must always take a picture of first before you take a portrait of the child. The QR cards do not need to be photographed in full size. However, make sure that the QR cards are in focus, have high contrast and are correctly exposed. We always recommend that you take a few additional blank cards with you. 

If you have received a list of names from the school in advance or if the parents have registered their children online, the name and class of the students will automatically be printed on the QR cards. 

The most important thing is that the QR card arrives at the parents after the photo day. In contrast to kindergarten, where the teachers can hand the cards directly to the parents, here it must be ensured that the children deliver their QR cards safely to their homes. 

Class photo

Many photographers start with the class photos and then shoot the individual portraits of the children. This is partly because no QR card is needed for the class photo and partly because it can be more difficult to get the whole class together again afterwards.

You can shoot several variations, even one where friends hug each other. The parents can decide later in the online album which photo they like best.

We have a selection of suitable group templates for you, which you can download here for free.

Individual portraits

Especially for the individual portraits of the children a good balance between efficiency and quality is important. Online sales give you the chance to offer parents a variety of beautiful motifs. In elementary school we recommend that you offer about 5-10 photos of 2-3 different motifs in the online gallery. Make sure that you have a mix of portrait and landscape shots.

Friendship pictures

The photos taken together with best friends from your school days sell particularly well, of course. If you want to offer friendship photos, you should plan more time for this. 

First, place the QR cards of your friends next to each other and take a picture of them. Afterwards, take the photos of the friends as usual. Our system can reliably recognize up to seven QR codes on a picture and assign them to the respective albums. 

Sibling and family pictures

If you also offer siblings and family photos at school, an extra appointment in the afternoon is usually arranged. The appointment for the parents is then made using a list or a scheduling tool on the Internet, which you can link to the online registration form.


  • Special cases
  • Prepay
  • Customers can preselect packages and/or individual products in anticipation of the images to come and purchase them before the photoshoot. Prepay orders are fulfilled once the images are uploaded into the Photo Job.
  • Greenscreen
  • Using a monochrome backdrop (usually green), the background can be knocked out and replaced by a variety of custom background options. Popular with graduation, seniors, and sports photography, where customers can decide between various standard backgrounds or premium backgrounds at a higher price.

  • Deadlines and Promotion
  • Voucher



Why use vouchers?

The use of vouchers has a dual purpose: 1, To create a sales incentive by offering discounted basket value or free shipping & 2, To provide email reminders called ‘Communication Profiles’ to customers who’ve viewed the shop but have not yet made a purchase. 


Vouchers and discounts are among the classics of sales promotion. After all, being able to save on shopping is a decisive incentive for many people to buy. So our clear recommendation is to take advantage of this opportunity and actively work with vouchers and various discounts. 




Voucher settings

You can place the voucher in any photo job as you wish. For example, you can specify the type and amount of discount, a minimum order value and whether the voucher is only valid for the first order or for all orders of a customer. The minimum order value should always be strategically placed between the first and second savings package to encourage customers to buy more. As a form of discount we recommend working with a fixed monetary value.


There are two types of vouchers available:

    • Job vouchers
    • Manual vouchers

You can define up to three voucher tiers for job vouchers. For best practices in using vouchers and detailed explanations, please click here. MANUAL


Voucher period

It is recommended to set up a voucher running for approximately two weekends from the start of sales and has proven to be the best timeframe to use the voucher. You should always pay attention to holidays and vacations and aim to let it come to an end on a Sunday when most people are home. 





Archiving is the end of the sales cycle, it’s important to set an archiving date as it also triggers  communication emails to the customers informing them when their photos will no longer be available. This promotes a sense of urgency and can generate more sales.  

Here we can recommend a period of 4-6 weeks after the start of the sale. With this archiving deadline you will generate pressure to buy and the purchase rate will usually be higher. Always pay attention to school holidays, public holidays and special production deadlines like Christmas and adjust your deadline accordingly.

On the archiving date your photo job will be automatically removed from sale, but you can always delay the archiving or archive the job manually. You can reactivate your job at any time and set it to selling again.


Batch Shipping 



Batch shipping allows photographers to hold all orders until a certain date, when they then get transferred to the lab altogether in one single batch. This allows photographers to offer free shipping as a financial incentive to the customer without taking a hit on the shipping fee for every order. 

Photographers are charged a flat shipping fee directly by the lab by default when batch shipping is selected. This is calculated by the lab and added to your GotPhoto Invoice. 

Additionally, some photographers like to add custom frames or packaging to the orders, and since the batch can be delivered to the photographer, they can easily do this before sending it on to the school.

Not every integrated partner lab offers batch shipping. Please check with GotPhoto first before using batch shipping or view the lab information located in Settings > Labs and Products 

When you will set up your job (Photo Jobs → Name of the job → Settings → 3. Importants Events) , you will see that you see two options for processing the batch when the deadline is reached:

  • Manual transfer (Orders → Batch shipping) : you will have to transfer the batch yourself and decide what to do next (new batch, authorise home delivery, archive the job) when you are transferring the batch.
  • Automatic transfer : the batch will be automatically transferred the morning after the deadline. You will have to decide what to do after the deadline when you are setting up the job settings. Tick the "Cancel unpaid orders" box. If there is some unpaid order the system will create new batch

For more information about batch shipping (settings, best practices), please check the following manual : MANUAL 






Communication with parents 

The heart of communication via is the integrated customer database. The database is your personal customer relationship management system and is automatically linked to your online shop, contact and registration forms. This is the best basis for providing parents with the right information at all times. 


Communication Profiles

With the communication profiles you have the possibility to automate the e-mail communication with the parents in your photo job.

Each profile contains several notifications that are automatically sent on various events. Every parent registered with their email will be notified as soon as their photos are available online or your voucher expires.

You can use communication profiles prepared by us or create your own profiles with customized emails. But be careful not to flood your customers with messages.

To set up a new communication profile for use in your jobs, please click


Settings → Communication profiles → Create new profile / duplicate existing profile




In addition to the communication profiles (our automated notifications), you can send classic newsletters to customers. Create as many newsletters as you like or use our templates for a quick start. Newsletters are located under the ‘Customers’ tab at the top of the page.


Type of access




Customer Access

There are three main types of customer access to your online shop which include various methods of access in each type:


  • Access Code For Each Person - (QR Tagging)

This allows you to separate your photos to individual access using unique access codes (Ideal for schools and nurseries) 

  • One Access Code -  (Access Codes)

This allows you to have your whole gallery of images to be viewable by using only one code. You can create additional codes to separate albums from each other if needed. (This access type is suitable for Proms, Weddings)


  • Public - (No Access Code)

This allows customers to access your shop publicly with no access code restrictions (this is ideal for Concerts & Sporting Events) 



Access Code For Each Person

  • QR Tagging

This method you can select the amount of ‘Blank’ QR cards needed for the photoshoot. This will generate a series of QR cards with unique QR codes on them but without a name on the card. Best practice when selecting an amount required is to overestimate the amount needed by around 10%. 


  • QR Tagging With List of Names

As above but with a list of names (Usually in CSV format) provided by the institution. The names you upload will be printed on the QR cards. Please ensure you use the GotPhoto upload template rather than directly uploading the file provided by the institution. 


  • QR Tagging Registration For Photo Day

This feature offers you the possibility to obtain the parents' permission for photos of their children before the photo shoot day. In addition, this feature automatically creates a list of names from the information registered, which is useful for generating unique QR Cards with the student names printed on them and for student data exports such as SIMS

  • Manual Tagging

If you have already done a photoshoot prior to setting up a Photo Job or you’d like not to use the QR card option, you can still manually tag the first image of each subject to separate them from each other within your albums which also separates them with a unique code in the shop. 




QR Cards

Our main type of access at GotPhoto.

What are QR cards?

A QR (or 'quick response') code is a matrix-shaped, computer-generated barcode, containing text information (e. g. websites). The code can be scanned by a camera phone or webcam, and the information retrieved quickly and easily. Once QR cards are generated, the QR square contains a unique access code pertaining to your subject, therefore separating them in the shop for access by a specific customer. 

How do they work?

The Photoshoot: 

Firstly, once a QR card is generated and printed, you will photograph the card and upload this photo along with corresponding images of the person. GotPhoto will recognise the QR code in the photo which contains the card and immediately apply that code to the corresponding images until another QR card is found by the system, effectively dividing the persons from one another for individual access. 

The access:

Customers can access the shop by scanning the QR card square with a QR-reader app on a Smartphone or Tablet device, this will take them to the online shop with access specifically to the subject pertaining to that unique code. 

The code can also be found in text format on the QR card so those using a computer can then enter the shop URL then the text based access code therein.

Layout and customizability

Once you arrive at the QR card section of a photo job in the set up area (Photo Jobs → ‘Job Name’ → ‘QR Cards’ tab) you can customise the layout by clicking ‘Edit QR Card Layout’. Here you can add your logo, phone number, email address and change the background image. You can also edit your shop URL.


Best Practices:

Photograph the QR card facing flat in front of the camera, this ensures that there are no converging angles and the system can easily read the card. The image should be evenly lit and in focus to prevent any errors upon upload.

Here you can find an overview of what type of QR photo the system should be able to read.



Further options

Although our photographers mainly use the access type mentioned above (namelist, manual tagging, pre-registration and QR cards), it can happen this is not possible with your workflow for various reasons.

Please get in touch with us should the workflows described in our guide not match your requirements. There are very specific alternatives, which might be helpful for special cases. 


Photo management and upload




Albums are your main area for managing uploaded photos. 

You can create as many albums as needed. We recommend having one album per class / group, which allows limiting group photo availability to the same classes. Group / Individual Photo Manual

The basic upload option provided within every album by selecting images or drag and drop works fine, but for higher volume and more stable uploads we recommend using one of our additional upload options. 


Upload Tools



By default you can always upload right in your web browser, within the albums. However, for stable uploads and specifically high volumes, we recommend using one of our available upload tools, preferably Easy Upload.


Easy Upload

is our own, internally developed upload tool. It features restarting failed uploads as well as sorting images to group or individual areas within albums. 


Settings → Upload → Easy Upload


Lightroom Plugin

is technically also an sFTP upload, but features direct access to your jobs in the planning state and allows creation of albums during upload. For this option, you only need to download the plugin from within your account and install it in LR.


Settings → Upload → Lightroom Plugin



is a direct upload to your jobs using our sFTP servers. This ensures fast and reliable uploads, even for lots of photos. Please note that this is a special option, which needs to be made available by our support staff


Settings → Upload → FTP



Important information


While we try and allow as much liberty as possible for images and jobs, there are certain technical limitations and settings you should keep in mind. You may also want to order test prints from your prefered lab to ensure correct setup.

Display / monitor calibration

Please ensure your monitor is correctly calibrated. Otherwise, printed products will not match your customer’s expectations.


Color profile

Since our labs are set up in a very specific way, they can only produce the expected results if the correct color profile is used. This should always and for all images be sRGB .


Photo size

We recommend a size of around 3500 px long edge and JPEG quality 80% (Lightroom) / level 9 (Photoshop). With this size you can also produce canvases up to 30x45 and all gift articles. 



Smaller sized products are produced at 300 DPI. Larger products such as posters are usually produced with less DPI, 240 DPI for example.


Aspect Ratios

Your digital images and the products you offer should always have the same aspect ratio (3:2 or 4:3 is common, depending on the camera type). This ensures that the motif cropping is kept as small as possible. Detailed settings can be made in price profiles.


File format

Please only upload images in .jpg . The exception is greenscreen, for which .png format is used.






Every job has a statistics page, which provides an overview on how well your job is performing. 

Listed are general job information, comprehensive revenue and cost statistics, a diagram showing how your job evolved since it was first set up and a detailed timeline of customer logins, job state changes and orders placed.



Funnel analysis


The funnel analysis breaks down your access codes by

  • Codes with logins
  • Codes with customer registrations
  • Codes with orders

These numbers will allow you to quickly identify if a job is performing well or if there are major issues:

  1. Low number of logins usually means codes were not properly communicated
  2. Low number of codes with customer registrations usually means the registration form is set to optional / inactive
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