This article is intended for North American clients. To learn about usage in the UK, click here. Overview
Clients (or organizations) can upload a names list via the School Portal. This streamlines the setup for your Photo Job and enhances data security: potential buyer data stays encrypted and hidden until activated. While administrators can access sales and order insights, personal contact data remains private. Communication Profiles and newsletters still function using the encrypted data.
If you’d like this feature activated on your account, contact Customer Care at supportus@gotphoto.com.
Table of contents
- Overview
- Video tutorial
- Setup
- Using the school portal to upload a names list
- The names list within the GotPhoto platform
- The takeaway
Video tutorial
If you prefer a walkthrough, here’s a recorded webinar on using the School Portal: Watch the video.
Setup
Create an organization (or client) in GotPhoto and enable the Access to Portal checkbox:
- Login URL: Portal link to share with the school.
- Email: School’s email address; an invitation will be sent for account setup.
- Access to: Choose which areas to share—Sales Statistics, Orders (includes customer info), Data (names list upload).
- Notes: Optional field for custom instructions or context for the school.
Don’t forget to click Save after updating settings!
Using the school portal to upload a names list
At the bottom of this article (in Freshdesk), you can include a downloadable PDF with instructions for schools.
When the school uses the provided login link, they’ll see a list of jobs. To upload data:
Click the Actions → Upload data option, and they can upload an XLS/XLSX or CSV file:
Next, the school must match their columns with GotPhoto fields and click Confirm. Required fields include at least Firstname and Lastname.
The system will process the data automatically:
Once ready, the school clicks Start import:
After the import, they select Done to finish:
You will receive an email alert when the school completes the upload.
Next: we’ll cover how the uploaded names list is displayed within GotPhoto.
The names list within the GotPhoto platform
Access the names list in the Photo Job by clicking the blue Manage Names button in the Photo Job Main Settings.
On the access code overview page, parent/potential buyer info is hidden.
Buyer information remains concealed in messaging and automated campaign views as well as via search.
The takeaway
GotPhoto’s School Portal feature enhances client workflow and data security. Organizations can securely upload names lists, while administrators can access necessary sales and order insights—without exposing personal contact data.