Set Up Pre Registration for Picture Day

Overview

This feature offers you the possibility to obtain the parents' permission for photos of their children before the photo shoot day. At the same time, you will be able to collect customer data that you can use to market your job through your communication profile once the job goes live. In addition, this feature automatically creates a list of names from the information registered, which is useful for generating unique QR Cards and for student data exports. 

Setup

1. When you create a new Photo Job, choose QR-Tagging Registration for photo day in the Choose a method dropdown box in your Photo Job's Settings tab. If you don't see this option, make sure the Access code for each person box is selected for the Access Type.
2. You should then be able to select the registration deadline (up to seven days before the photo day), set the registration access code, and create extra QR Cards.
3. If you’re staggering your photo shoot during multiple days, include the number of days within the Duration of Shoot box.
4. We recommend selecting an easy-to-remember access code to make it easy for parents to log in, such as the school's name followed by the year (e.g., "SchoolName2024").

     Pro Tip: Lead Customers to Select a Group

   If you create manual albums with the group/grade/team names based on the names list column "Group," your customers can simply select the correct one in a drop-down menu. Otherwise, customers will need to enter the group name manually, which can create duplicates when customers use alternative spellings. Name your first group "Select Group", so that customers are aware that they need to select a group, otherwise they might overlook it.  

   
5. Under Allow Parents to Register For you can grant parents the ability to pre-register for individual, group/class/team photos, and/or family/siblings. For Family/ Siblings pictures, you'll find the following options:
   Once you select one of these options, your customers will see the link to your scheduling tool. Important, in order to show your scheduling tool, when you set up the Registration for Photo Day, add one of these options (e.g. Family photos) and ask the customer to check the box for individuals photos and family photos so that they see the link to your scheduling tool (Acuity, Calendly, etc). 

   At this point it's not possible to add the scheduling tool only for individual pictures. We apologize for the inconvenience. 

   

   As your customers register, you should see the number of registrations increase, and you can click on "See full list" in order to check who has registered. It's a good idea to generate extra QR Cards for those who forget to register or in case you'll need more for staff, groups, siblings, etc.  

    

   With the chosen access code for registration, your customers can now log in from your online shop and enter their data, such as their email, name of their child/children, and the class/group they are in.

   

   When your customer has filled in the form and clicked Register now, this data will automatically be added to a list of names in the Photo Job and to the QR Cards waiting to be generated. The QR Cards can then be created as usual from within your Photo Job after setting the job to QR Tagging with list of names.

   UK Customers: After filling in their information, your buyers will then be presented with a consent for picture day screen to comply with GDPR guidelines:

   

6. On the main settings page of your Photo Job, change your tagging method from "QR-Tagging — Registration for picture day" to "QR-Tagging — with list of names":Each subject will now have only one entry on the list of names, and you can proceed to generate your QR cards or use your Entagged device for tagging photos.

If you obtain a full or partial names list after opening the pre-registration and wish to keep the registration accessible for parents, we suggest you upload the list after the registration period and the transition to "QR Tagging with the list of names" using the "Upload different names list" option. Failing to do so will make it difficult to differentiate between subjects registered by parents and those included in the names list.

The Takeaway

Pre-registration allows for easy collection of parental consent before picture day, automatically creating a list for QR Card generation and student data handling. It simplifies the organization by setting up a registration code and optional family photo scheduling, improving the photo shoot process with a streamlined approach to gathering necessary information and preparing for picture day.