5-Step Checklist for a Successful Photo Job

The high season for school photography has begun! We have compiled the following checklist in order to make setting up your first photo job quick and painless, and to help you increase your online sales for your photography business.

Before we get started, it should be said that communication between yourself and the staff at the school plays an important role in determining the success rate of your photo shoot. Photographers who value clear and good communication are more successful and achieve better sales.

Also, it’s very important that you schedule enough time before the photo shoot to set up your Photo Job in GotPhoto and to print the QR Cards.


  • Step 1: Important One-Time Setup


Click on the subject to see more detailed information and step-by-step instructions.

Create packages in order to give your customers a good value and entice them to spend more. It’s a good idea to make at least four packages that increase incrementally and very important that you stick with the same lab for your packs, otherwise you will encounter problems when it comes to processing and shipping the products.

We have included some default product packages that you can use if you’re not sure what to include in your own packs. When you’ve finished, you can now add them to your price profile and set the selling price.

You can create your own price profile or edit the ones we’ve already included.

The first thing is to decide which lab you want to use. Again, we highly advise that you only use one lab per price profile and that this lab matches with the product packages you’re using.

If you use multiple price profiles, make sure to name them something easily distinguishable.

Add the products you want to offer to your customers, then set your Selling Price.

We have included communication profile templates that can be used as-is, but it is still advised to view the content and see if there’s anything you might want to change. You can create your own or duplicate one of the “recommended” profiles in order to edit it.

*Once you have set up these three profiles, you will be able to use them for any future photo jobs by simply selecting them from a dropdown menu. There’s no need to set them up each time, unless you plan to use different products, packs, or auto-emails, meaning you can go straight to Step 2 for each new Photo Job from now on.


  • Step 2: Create your Photo Job (before the photo shoot)

Create a new photo job and fill out the details.



      1. It’s often a good idea to name the job based on the school and the year, e.g. “Sample School - 2017”.
      2. Select the day of the photo shoot.
      3. Select the type of photo shoot. (Used for tracking statistics.)
      4. Number of students you’re expecting to photograph. It’s best to err on a higher number just in case you need extra QR Cards.
      5. For contractee, you can simply put the name of the school or the contact person at the school.
      6. The internal job name will become the name of the folder in the FTP directory. You can leave this as the default or rename it similar to the Job Name without using spaces or special characters.
      7. Click “Save job” to create the photo job.
    • Photo Job Settings:
        1. Access Type (QR-Tagging): If you have the students’ data, such as Name, Group, and Identifier, you can upload a CSV list. This is necessary if you plan to export a SIMS list or yearbook photos later. Otherwise, you can choose QR-Tagging without using a list or choose Manual Tagging if you don’t plan to use QR Cards (or if you’ve already done the photo shoot).
        2. Price Profile: Choose from one of our default price profiles or use the one you created in Step 1.
        3. Important Events:


            1. Coupon:
              • a) The deadline is the last day customers are able to take advantage of the discount. (*Note: The countdown in the store page only appears when 14 days or fewer remain.) We recommend giving the customers two weeks from the start date to take advantage of the coupon. Sunday is the best day to end a deadline, as most customers tend to order over the weekend.
              • b) Minimum order value: The customer needs to spend at least this set amount before the coupon applies. Leave it blank if you don’t want a minimum.
              • c) Choose the discount amount, either in a total value (e.g. £3 off) or percentage (5% off).
              • d) Check this box if you want to offer free shipping. Can also be used as the sole promotion if value/percent is set to 0. We recommend checking this box if you are using batch shipping.
              • e) Only one use per access: Check this box if a customer can only receive the discount once.
            2. Batch Shipping:
              • If you do not want to use Batch Shipping, simply make sure the box is not checked. (IMPORTANT: One Vision does not support batch shipping.)
                • a) It’s best practice to make the Batch Shipping deadline match with the coupon deadline.
                • b) Check this box if you want to allow the customer to choose their shipping preference. If they choose Direct Shipping, they will be charged a shipping fee for their order.
                • c) Click here for more information on ‘Extended batch shipping options’. This is used primarily if a CSV names list was uploaded for the QR Tagging.
            3. Archiving:
              • a) Again, two weeks is a good amount of time to give for the archiving deadline starting from the coupon deadline.
              • b) Choose if you would like to give some extra time for customers to place their final orders.
        1. Communication Profile: Like with the price profile, choose from one of the default profiles or use the one you created in Step 1.
  • Save Settings to finish.

*Last step: Generate and print the QR Cards to have them ready to go before the shoot date. It’s always a good idea to make extra just in case you need more. When ready, click “Generate PDF Now” and then download the PDF. Check that everything looks good, and then print them out. Remember, these access codes act as the “key to the shop” so you want to be sure to give a good first impression.


  • Step 3: The Photo Shoot


    • Take the QR Cards with you to the school and briefly explain the process to the teachers. If you did not use a names list, ask them to write the name of each child on the card in the order they will be photographed. Emphasize that the QR Card contains the access data for the child’s photos and that they are to be distributed to the corresponding parents after the photo shoot.
    • When it’s time to photograph the children, make sure to photograph the appropriate card first before the photos of the child. Repeat this for each child.
    • Distribute the cards to the children (or to the teacher in the case of young children) for them to give to their parents.


  • Step 4: After the Photo Shoot


    • If you need to edit the photos, make sure to do so before you upload them. Otherwise, if you plan to only edit the photos that are purchased, it is important to set the job to Manual Revision in your Advanced Job Settings. (See more about the Advanced Job Settings here.)
    • Upload the photos in one of three ways: Web Upload, EasyUpload, or FTP. If there are many photos that will be separated into different albums, we recommend using EasyUpload. The best way to organize your photos is into albums by Class or Year.
    • If you also have group photos, make sure they go into the appropriate album. For example, a class photo of Year 1 children should not go into the Year 2 album.
    • After the upload is complete, confirm that the photos are in the correct order (QR Card before child’s images) and that each of the QR Card images are highlighted green.
    • Activate the access codes by clicking “Start the magic”.
    • By default, all images will have a watermark overlay that prevents parents from copying and stealing the images. You can use your own watermark by uploading it into the Watermark Settings, but this is optional.
    • If all looks good, you are ready to set your job to Selling. Once you do, any parents that tried to access their child’s images and registered online will be notified that they can now view and order the photos. It would be a good idea to take one of the access codes and login as if you were a parent to make sure the code works and the products and packages you want to offer appear in the shop with the correct prices.


  • Step 5: Increasing your sales and login rate (optional)


    • If, after some time has passed, you notice that you aren’t getting many sales or you have a low login rate (which can be tracked in your “Timeline and Statistics” tab in your Photo Job), it would be a good idea to create contact sheets to pass out at the school as a reminder to parents who may be putting it off or might have lost the original QR Card.
    • Go to your “Sales Promotion” tab inside of your Photo Job and click “Create contact sheets”. Choose the size you prefer on the right and fill out the advanced settings. We fill it out by default, so you can see what it will look like by clicking Preview. If you want to change anything, simply change the settings until you are satisfied, then click Create. (Click here for a more detailed description on creating Contact Sheets.)
    • Pass out the contact sheets at the school similar to how you distributed the QR Cards before.
    • Read our “How can I increase my login rate/sales?” article for more information.

Congratulations! You have completed your first Photo Job. Each one follows the same steps, and pretty soon you will be able to set one up within minutes.

For more advanced settings and techniques, please look through our other HelpCenter articles. If you have any questions or concerns, feel free to contact us.

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