Corporate Headshots: Onsite Registration

Follow the standard procedure for creating your job in GotPhoto prior to the photo shoot.

Once this is done, you will need to create a spreadsheet of generic subject data. The columns for the spreadsheet should be:

• First Name
• Last Name
• Email
• Phone Number
• Time
• Date

You will need to know the number of expected subjects you will be photographing at the shoot and then pad that number by at least 10% in case you have more subjects than expected. Take that number, and create a row for each, starting with Employee 1 in the First Name and Last Name fields.
Example: If you expect 50 employees, add 55 rows from Employee 1 to Employee 55.

These generic employees will be what you utilize at the photo shoot to capture the correct subject data from the employees you photograph.

Once we have created and saved this spreadsheet, you can follow the standard procedure of uploading a names list into your photo job. You will need to map two fields:

• First Name → Student firstname
• Last Name → Student lastname

Click Confirm columns.

Review your data to confirm you have correctly mapped and then click Import.

The import process will begin, tracked by a progress bar. Once the import is complete, you will see your imported generic data.

You are now ready for step #2 where you will create your QR cards.

This section will cover creating the QR cards you will use at the photo shoot.

Navigate to the QR Cards tab within your photo job.

Click Edit QR Card Layout. For this workflow, we recommend the Minimal Layout design. Adding your logo and contact information is unnecessary for the Minimal Layout template.

Note: If you are using the Smartshooter tethered workflow or Entagged, check Show Barcode.

Once you have adjusted the QR card design, you are ready to generate your QR Cards. Click the Generate QR cards (PDF) now button. The process will begin. You do not need to stay on this page while the QR cards are generating. 

Once generated, you will see a green Done status. Click the Download QR cards (PDF) button.

This will download your QR cards as a PDF file. You can either print the QR cards and have physical copies at the photo shoot or load the PDF on a tablet and then photograph the QR card on screen. Our recommendation is to have physical copies to prevent accidentally reusing cards since the QR cards are generic.

Once you have the QR cards printed, you are ready for the photo shoot.

At the photo shoot, you will follow the standard QR card process (taking an image of the QR card before photographing the subject). The one additional step you will add to your workflow is the registration process - this allows you to quickly and efficiently capture the employee's information.

Before you photograph the QR card, hold the QR card up for the employee and ask them to point their mobile phone camera at the QR code. They need to tap the link that appears on their phone.

The QR is a link to the Picture Day Registration form. Ask them to click the link and fill out the short form that captures their Full Name and Email.

Once they click Activate my Reminders, they have completed the registration process.

You can now photograph the QR card and proceed with capturing images of the subject. Repeat this process with all employees. Once you have completed the photo shoot and returned to your studio, you are ready to move on to step #4.

The final step is to merge the data captured by the registration process into your names list. Go to the Manage Names page of your job. Export your names list either as an XLS or CSV.

Open the spreadsheet. There will be many columns that can be ignored. The information that the subjects registered will be located in three columns: Parent firstname, parent lastname, and Parent Email (1).

The name information in the Parent name fields needs to be copied over to Student name fields: Student firstname and Student lastname.

• Parent firstname → Student firstname
• Parent lastname → Student lastname

Once copied over, we recommend deleting all unnecessary columns, leaving the four that are required:

• Child ID
• Student firstname
• Student lastname
• Parent email (1)

Note: The Child ID # is the unique identifier that will allow GotPhoto to map this data correctly back into the job. Do not delete or change it.

Once you save the spreadsheet, it can quickly be reimported back into GotPhoto. Go back to Manage Names. Click Upload different list.

Select the spreadsheet in the pop up. The Review page will display, showing the fields that the import process will be updating. If everything looks correct, click Start Import.

Once imported, the generic data you started with has now been efficiently updated with the correct employee information while maintaining the same QR code so that the images import and sort correctly. 

You can now proceed with the rest of the job as normal, uploading images and getting ready to set the job to selling.