Set up pre-registration for picture day

Table of contents

• Overview
• Preview: Registration walkthrough in new shop
• Setup
• FAQ
• Takeaway

Overview

Registration for Picture Day (also known as photo day) is a feature that allows you to collect guardian consent and customer data before and on Picture Day. It enables pre-marketing, auto-generates a names list, and simplifies QR card generation and data exports.

Preview: Registration walkthrough in new shop

The Picture Day registration form is now available for all jobs using the new shop. Since the legacy shop will be retired soon, we recommend using the new shop for all future jobs.

Setup

1. When creating a new Photo Job, select QR-Tagging Registration for photo day from the Choose method dropdown on the Photo Job’s settings tab. Ensure the Access code for each person is checked as the Access Type. 
2. Set the registration deadline.
   The registration deadline can be set up to 30 days before Picture Day. Select a date in the calendar. To allow same-day registration, ideal for Entagged users who add subjects on Picture Day, set the registration deadline to the same date as Picture Day.
3.  Then, define an access code that will allow parents to access the registration page, and choose whether to generate extra QR cards.
4. If your photo shoot spans multiple days, specify that in the Duration of shoot field.
5. Use a memorable and unique access code, such as SchoolName2026, to make login easier for parents. 
6. Save job settings.
7. [Optional] After saving settings, you can download a QR-Code PDF for this code that you can use for flyers and posters to increase participation. It will take parents directly to the registration form.
8. New: Once you have added a registration code and saved shop settings, you'll now also find a convenient Quick Login link that lets parents open the registration form for the job with just one click. Note that this link is only supported for jobs using the new shop.
   [Paid plan users only] Alternatively, the system also offers you an easy option to create a separate shop page for the Registration for Picture Day. Click through the following walkthrough to learn how you can create a page.
   Note: If you use this separate registration page instead of the Quick Login Link, you’ll need to share the registration page URL and registration code with your organization or parents.
   
   
   

9. Pro tip: Lead customers to select the group

   If you create albums in Photo Management based on the Group column in the names list, parents can select a group from the dropdown. This avoids typos and duplicate entries. 

   • Current workflow for jobs using old shop:

     Create a default album called Select group so customers do not miss the dropdown menu.

   • Workflow for jobs using new shop with new registration form enabled: You no longer need to create an additional album to prompt parents to select group, class, or team. The new shop will automatically display the Select action.
       Customer view in legacy shop and new shop:

    
   

10. Under Allow parents to register for, select the relevant photo types such as individual, group/class/team, or family/siblings.
    
    Customer view in legacy shop and the new shop:
11. 

    [Optional] To link a scheduling tool (e.g., Acuity or Calendly), select the checkbox next to family photos to ensure customers can check both individual and family boxes during registration.   In the shop, customers who select family photos will be prompted to the calendar form after completing registration.

    Note: This calendar integration isn’t available for individual photos or group photos yet.

12. Monitor registration count and click See full list to track entries. Generate extra QR cards as a backup for late or staff entries.
    
13. Parents will use the Quick Login link or URL and access code to log in, provide their email, child’s name, and select class/group. They can add more children or participants if needed.
14.  After clicking Register Now, data populates your names list. 
15. UK customers: When submitting the form, buyers are prompted with a GDPR-compliant Picture Day consent screen.
    
16. After registration closes, you can change the job’s tagging method to QR-Tagging — with list of names from the settings page:
    
17. In the final step, add some additional blank cards on the job’s settings page and head to the Subjects tab to generate your QR cards.

If you receive a names list after pre-registration has opened, upload it after transitioning to “QR-Tagging with list of names” to avoid duplicate entries. Use the Update list option.

FAQ

Do I need to keep the job in Planning mode for the registration period? 

Yes, keep the job in planning mode during the pre-registration period.

Is GotPhoto's pre-registration form COPPA compliant? [US customers only]

1. GotPhoto’s Role

GotPhoto does not collect data directly from children. We provide a technical platform that enables photographers and schools to manage pre-registration and ordering. Any information entered into the system (such as student name, grade/class, or parent contact details) is provided either by a parent or by a school to you, the photographer. GotPhoto then processes that information strictly on your behalf and only to deliver services you request (e.g., photo day organization, gallery setup).

2. Applicability of COPPA

• The Federal Trade Commission (FTC) makes clear that COPPA applies only to information collected online directly from children under 13. It does not apply to information provided by adults (parents, teachers, schools) about children.
• Since pre-registration data is always provided by a parent or school, never directly by a child, the process is outside the scope of COPPA.

3. Extra Reassurance (If COPPA Were to Apply)

Even if the COPPA rules were interpreted to apply:

• Parents providing data: A parent entering their child’s information inherently constitutes parental consent under COPPA.
• Schools providing data: The FTC has clarified that schools may act as parents’ agents and give consent on behalf of parents in an educational context, provided information is used only for a school-authorized purpose (such as school photography).

This means that in all scenarios relevant to school photography, COPPA requirements are either not triggered at all or are satisfied by the way data is collected.

4. Responsibilities

• Your responsibility as photographer/business owner: Ensure that the information from parents or schools is used only for school photography services and handled transparently. Be ready to support parents if they ask to review or delete their child’s information.
• GotPhoto’s responsibility: We act purely as your service provider, processing data only on your instructions, never using it for our own purposes, and keeping it secure.

In short,  pre-registration does not involve collecting information directly from children, so COPPA does not apply. And even if COPPA were to apply, the way parents or schools provide data ensures compliance. You can confidently use the pre-registration feature knowing that these requirements are fully addressed.

Is there a way to change the pre-registration wording so it doesn't say "parents sign up child"?

No, the wording is applied in all accounts and can't be customized.

How can I register children for group photos afterward if they were only registered for individual photos?

If your organization requires parents' consent for registration (which is very likely if you are based in the UK), the existing registration must be deleted so that parents/guardians can register the child again completely and correctly. This ensures that all consents are given properly and consciously, and that no unintended changes occur.

How to delete a registration:

• Open the registration list.
  
• Click on Actions for the relevant child
• Select Edit
  
• Click Delete in the bottom left corner
  

After deletion, parents/guardians can register the child again and select and confirm the correct photo options such as group or family photos.

How does the system handle duplicate registrations for the same child?

Behavior in the old shop (current registration form): 

If the same child is registered multiple times (e.g., by both parents), the system will recognize the duplicate as long as the name and group data are .

After submitting registration, parents will see a red notification stating: “This child is already registered.”

Each registration still creates an entry in the names list. Duplicate entries will share the same Child ID and be highlighted in red for easy identification.

Once the job is switched to QR tagging with list of names, all duplicate entries are merged into a single subject. All associated access codes and email addresses remain linked. Only one QR card is generated per child, ensuring a smooth workflow.

Improved behavior if your job uses the new shop (new registration form will soon be available in your account and can already be activated on request for early access):

When customers register a child that is already in the system, the existing registration is automatically recognized. Instead of an error message, they receive confirmation of successful registration. No duplicate entries are created in the registration list. The child retains a single access code, and all newly entered parent data is added to this existing access code.

Takeaway

Pre-registration helps gather parental consent and key details in advance, builds your names list for QR cards, and supports structured communication. With access codes, scheduling tools, and list uploads, your workflow becomes smoother and more organized for Picture Day.