Upload a list of names into your photo job

Overview

You can upload a names list into your photo job to simplify your workflow. This lets you personalize your QR cards with subject and Teacher/Grade data. It's also required to create student data exports intended for Yearbook photos or Student IDs. In this article, we’ll review the steps for uploading student data, as well as when and how to replace an out-of-date list.

Table of contents

• Overview
• New (July 2025): Improved names list import
• Uploading student data
  • Column definitions
• Uploading a different names list
• FAQs
• The takeaway

New (July 2025): Improved names list import

We're excited to share enhancements to the names list import! We've improved your workflow for managing student and group data. You'll find:

• A new drag-and-drop option for data files.
• All guidelines centralized for easy review.
• A single template for your region.
• A "Cancel" feature for flexibility.
• A "Replace Names List" button for quick corrections.

These improvements are being rolled out gradually. Classic import settings remain available until all users have access. Here's a preview:

Uploading student data

1. Select QR-Tagging - with list of names as the tagging method and download the template from the right panel.
2. Open it using Excel or Google Sheets. Avoid Apple Numbers.
3. Enter your data. Required: Firstname and Lastname. Leave unused columns blank or delete them. Ensure UTF-8 encoding.

Formatting phone numbers:

• North America: Spaces, dashes, or parentheses are accepted.
• UK: Use +44 with no leading 0 or spaces.

Note: Parental consent for SMS will be requested at registration if not already provided.

4. Save your file as CSV, XLS, or XLSX.
5. Upload it to the job and click "Start import." Wait for processing to complete.
6. Click "Done" when the import is successful.

Uploading a different names list

• Not imported yet: Just upload the new list. It will overwrite the existing one.
• Imported, but no QR cards created: Delete and recreate the job, then upload the correct list.
• QR cards already created:
  1. Export the list via Manage Names.
     
  2. Edit the file but do not change the ID column.
  3. Upload the revised file via Upload different list.
     
  4. Click Start import to safely update data.
     

⚠ Important: In complex cases, contact support before proceeding.

FAQs

Can I upload my custom roster?
Yes, and you’ll be prompted to map your columns to GotPhoto’s fields.

Can I use student IDs as access codes?
Yes, but make them unique to each job. Add suffixes like "Fall24."

Can I add more than two buyers?
Yes. Add Buyer3 and Buyer4 fields (Firstname, Lastname, Email, Phone) to your CSV and use the mapping tool during import.

The columns in the downloaded CSV are all crowded together. What do I do?

1. Open your spreadsheet software.
2. Select File > Import.
3. Choose the CSV file type and upload the file.
   
4. In the import wizard, select Delimited and click Next.
   
5. Select Semicolon as the delimiter and click Finish.
   

Your data should now be displayed correctly.

The takeaway

Simplify your workflow and personalize QR cards with student data uploads in GotPhoto. Whether setting up data for Yearbook photos or Student IDs, easily upload and manage student information. From defining categories to updating lists, GotPhoto streamlines the process, ensuring a hassle-free and efficient experience for capturing and organizing student data.