[Prepay only] Please note: Prepay is not activated by default and is reserved for existing North American customers on higher-tier plans with specific business needs. If you believe Prepay may be a good fit for your account, please contact your account manager. Prepay+ is only available to existing users who already have it enabled. We’ve taken a step back from broadly offering Prepay and Prepay+ to enhance and upgrade our Prepay experience in the future.
Table of contents
- Overview
- 1. Getting started
- 2. Job set up
- 3. Price list
- 4. Important events
- 5. Shipping settings
- 6. Archiving settings
- 7. Automated campaign
- 9. Switch the job to prepay
- 10. Prepay shop
- 11. View orders
- 12. After the prepay deadline: picture day / photo upload
- 13. Photo shoot
- 14. Photo upload, sorting, and access code activation (QR tagging)
- 15. Request editing service for Next Gen
- 16. Download all photos from Photo Management
- 17. Switch job to Selling: Prepay+ selection phase
- 18. After the selection deadline: release orders from the order collection
- 19. Order adjustments in Manual revision
- 20. Release orders to lab (batch shipping jobs only)
- The takeaway
Overview
GotPhoto’s Next Gen sports graphic workflow streamlines growth by outsourcing graphic creation. Use your dashboard to request individual and team graphics. Next Gen tags sports graphics in proofing jobs as composites, enabling distinct pricing from regular photos.
[Limitation] GotPhoto’s Prepay and Prepay+ solutions currently don’t support the composite product type.
For a smooth, time-efficient workflow, we recommend using the proofing sales method with Next Gen. View the Next Gen proofing workflow guide.
If you prefer customers to order upfront, watch the Prepay (single-pose) workflow video. This article focuses on the Prepay+ (multi-pose) workflow with Next Gen. [Prepay+ only] This feature is not activated by default and is only available to existing Prepay+ users.
1. Getting started
Next Gen: If you are not yet familiar with our Next Gen Sports Graphic Creation, learn more in this overview. We’ve developed an online onboarding process for optimal results and fast turnaround. Start onboarding here.
1.1 Prepay shop settings: Once the feature is activated, navigate to your Prepay settings via Online Shop > Prepay settings.
[Classic interface] Go to Settings > Online Shop Settings, then open the Prepay tab.
You can adjust the following settings:
- Protected access: Require a unique access code per job for protected access. Recommended if you manage multiple jobs with similar names.
- Title: Name of your Prepay page; appears in the browser tab and search results.
- Primary color: Sets the top banner color; avoid white for menu visibility.
- Test mode: No longer supported. Place test orders using custom vouchers.
2. Job set up
2.1 Create a new job:
- Select Photo Jobs > Create a new job, enter job name, picture day date, and job type.
- Access type: Select Access code for each person to match photos to individual access codes.
2.2 Tagging method: select QR tagging with a list of names
Before you upload your roster to the job, review the following:
- Match team names with the Group column in GotPhoto—crucial when you request team composites (memory mates).
- Mandatory fields: First name, Last name, Group (Team).
- For multiple teams per person, add separate entries per team rather than combining team names in one field.
- Use division labels to distinguish same-name teams (e.g., U6 Tigers, U12 Tigers). If you do not want the division on templates, add it to Special Instructions during checkout or comment during proofing.
- [Optional] Add Jersey number in the Identifier column; it transfers to Next Gen.
3. Price list
The price list selected in 2. Price profile affects only the proofing phase—pricing seen after you publish the job post-Prepay. In this price list you can use the composite photo type to price memory mates differently from regular prints.
The price list chosen in the Prepay settings impacts the Prepay store pricing.
4. Important events
4.1 Prepay settings
- Activate the Prepay section.
- Set the order deadline—ideally 1–2 days before picture day to audit names and data.
- If using protected access, define the Prepay access code (e.g., SSC2024).
- To share direct links, append the access code or job name to your Prepay shop URL (e.g., /prepay/login/HHS2024).
- Price list: Assign a Prepay+ price list.
When setting up your Prepay+ price list, keep in mind:
- Offer both single-pose and multi-pose packages.
- [Limitation] The composite photo type is not supported in the Prepay shop. Ensure Prepay+ lists include only products available for group and/or individual photos (also applies to à la carte).
- You can represent a memory mate by adding an 8×10 placeholder print and renaming it “Memory Mate.”
- In price list settings (Actions > Settings), you can require a package purchase and set a minimum order value.
- Offer Download All, multi-pose digital packages, and individual downloads. Extracted images with green screen backgrounds are supported; consider “Individual download with all backgrounds” as an upsell.
4.2 Prepay+ photo selection deadline
The selection deadline is the final day for parents to choose images for prepaid orders. By default, it starts when you switch the job to Selling and ends after ten days. Adjust the date as needed—choose a window that includes a weekend. The system sends reminders to parents who haven’t selected photos.
4.3 Upgrade to a bigger package
During selection, customers can upgrade from their prepaid package to a higher-value package. They see and pay only the price difference.
- Only higher-priced packages appear as upgrades; customers can switch back before confirming.
- Upgrade feature does not support personalizable products; such packages are excluded. A hint appears in settings when exclusions apply.
4.4 Job coupon
Only set a coupon if you plan to use it in the proofing phase; coupons do not impact Prepay/Prepay+ orders. Bake Prepay discounts into the Prepay price list. For teachers or coaches, use custom vouchers redeemable in your Prepay shop.
5. Shipping settings
If you don’t enable Batch shipping, the job defaults to direct shipping. In Prepay, order collectors must be one shipping type - no mixing.
We recommend manual processing for batch transfer. Save settings to edit the batch shipping address if needed.
[Limitation] Advanced batch shipping settings apply only to the proofing shop, not Prepay/Prepay+.
6. Archiving settings
Set an archiving date; it impacts the proofing stage that follows the Prepay phase.
7. Automated campaign
Use the Prepay+ campaign “MUST USE—Prepay+ (With Access Code and Proofing Phase)” under Automated campaigns. You can edit the wording of each notification (Actions > Edit).
This campaign includes notifications for:
- Prepay phase: Before prepay deadline (includes placeholders for shop URL, access code, deadline).
- After a job is set to Selling:Two tracks:
- Prepay buyers: prompts to select images for their order (links to the selection page).
- Potential buyers: invitations to view and order in the proofing shop (links to the child’s gallery).
- Archiving date reminders for potential buyers who haven’t ordered.
- Batch shipping deadline notifications (ignored for direct shipping).
9. Switch the job to prepay
Switch your job to Prepay to activate the Prepay phase. Customers can only place orders in the Prepay shop after this change.
10. Prepay shop
After switching to Prepay, customers can navigate to your Prepay shop. The URL is your proofing shop URL plus /prepay (e.g., https://customersuccessus.gotphoto.com/prepay).
10.1 Customer information
Customers enter the Prepay access code or job name to access the store.
10.2 Player information
Next, parents/guardians enter names and contact details (phone is optional unless mandatory in Communication settings). If a names list is uploaded, the system detects near-matches and offers to keep the registered subject data to reduce duplicates. Parents can add additional children in the same job.
10.3 Product selection
Customers add products to the cart. Custom package preview images (if configured) appear in the shop. If packages are mandatory in the price list, the requirement appears above à la carte items. For siblings, the system prompts the child selection when a package is chosen. If backgrounds are included, customers can preview and select them.
10.4 Checkout
Customers review the cart and Proceed to checkout, then complete payment. After checkout they can view their order, start a new session for another child, or return to the shop to purchase more.
11. View orders
Under a job’s Prepay settings, two additional buttons appear:
- View orders: Opens the Prepay order collector for this job.
- Export prepay orders: Exports all Prepay orders; find exports under List exports.
- Important: After uploading images and activating access codes, do not click Populate photos before the selection period ends. If you already populated, use Unpopulate before switching the job to Selling so customers can select their images.
12. After the prepay deadline: picture day / photo upload
12.1 Names list check
After the prepay deadline—and ideally before picture day—review the names list to remove duplicates and fix incorrect data. Ensure team names are correct for Next Gen graphics.
In the job’s Settings > Manage names, run the Duplicate trigger, then click Show possible duplicates to filter results.
Use Merge next to entries to combine duplicates.
Note: After merging, the player will temporarily have two access codes in the list, but the system generates only one QR card (for the retained entry).
12.2 QR card creation
Before generating QR cards (under the job’s QR card tab), optionally add blank cards for new students or additional staff/coaches on the job’s Settings page.
Generate and print your QR cards, then bring them to the shoot.
13. Photo shoot
If you are new to QR tagging, review Shooting QR codes: best practices. For barcode tagging, see Barcode tagging with GotPhoto.
14. Photo upload, sorting, and access code activation (QR tagging)
After the shoot, upload photos to the job, sort galleries into albums, and activate access codes. See: Activating access codes.
Once each subject has a gallery under their unique access code (and group photos are uploaded if applicable), you are ready to switch the job to Selling.
15. Request editing service for Next Gen
Follow this Next Gen sports graphic creation workflow article or watch the video below.
16. Download all photos from Photo Management
When Next Gen graphics are in your GotPhoto job, add this step (since Prepay doesn’t support the composite photo type): in Photo Management, go to More > Download original photos.
Note: Memory mates ordered through Next Gen appear as composite photos in Photo Management. This is expected and does not cause issues.
17. Switch job to Selling: Prepay+ selection phase
Switch the job to Selling. This triggers emails to both groups: prepay buyers and potential buyers who have not pre-ordered.
Advise customers to select the memory mate photo specifically for memory mate prints. If a memory mate is chosen for incompatible products (e.g., a round button) or priced differently than regular prints, you can correct orders later in Manual revision.
18. After the selection deadline: release orders from the order collection
How to see if a customer selected photos:
- Go to the job’s order collector (Job settings > Prepay > View orders).
- Check the Photo selection column for status.
Example collector view (one customer selected, one pending):
After the selection period ends, open the job’s Prepay settings and click View orders to access the collector.
In the order collection, click 'Populate photos' to populate the remaining orders (the starred index image is selected automatically). Then click the blue button to release orders. If using batch shipping with Manual revision enabled, orders move to the Manual revision tab first.
Orders missing photos move to a separate collection; once photos are available, either populate or cancel them.
19. Order adjustments in Manual revision
Because customers may select an incorrect photo, enable Manual revision for the job (Orders tab > Manual revision). Review and adjust orders as needed.
20. Release orders to lab (batch shipping jobs only)
After all orders are released from Manual revision:
- Go to Orders > Batch shipping and open the job’s batch collection.
- Click Prepare production.
- Review shipping settings for future orders and send to your lab.
The takeaway
Prepay+ with Next Gen can run smoothly when you set clear deadlines, use the right price list (without composites), and enable Manual revision to catch selection issues. If reviewing orders post-selection strains your team, consider using the proofing sales method for Next Gen sports jobs.