Table of contents
Overview
You may want to offer free prints to faculty members or coaches. This article outlines the best options for placing these free orders. Each workflow has specific details to consider, so we recommend choosing the one that best fits your scenario and resources.
Workflows in GotPhoto
Use the order entry
Use a global access code to place one bulk order for free products.
- Set up a global access code in your job. Please note that the new shop does not yet support the global access code, our team is actively working on it. For now, it can only be used in jobs using the legacy shop.
- Go to Orders > Order Entry and click New order.
- Click Start entering under Batch Shipping.
- Enter the global access code, select the free item, and specify the recipient.
- Enter your organization’s invoice details. An email is not required. This workflow should only be used for print products.
- Review the order value popup and click Add to order collection.
- Click Add to batch.
- [US only] Decide on invoice creation to manage tax handling. If no invoice is created, no sales tax will be applied to the order value (based on your price list). Typically, you should generate the invoice for the free prints on your end to avoid additional charges. Confirm and add to batch.
Drawback: All free prints will be delivered in one single envelope. This works well for smaller leagues where coaches know each player, but may be inconvenient for large schools with many faculty members.
Offer a job coupon
This common workflow in the US and Canada involves partnering with a sports league that includes a complimentary print or package as part of the league registration fee. You receive payment for providing an item (e.g., valued at $10) that parents perceive as free.
You can turn this into an opportunity by issuing vouchers that parents redeem in your online shop. This approach gives families flexibility while encouraging them to browse and add extra products. It's an effective upselling strategy that helps cover costs and increase revenue.
- Create your job and select a job type that requires one access code per subject (with or without a names list).
- Create a new package, give it a clear name so customers understand it is free, and note that a coupon will be applied at checkout.
- Add the free item(s) to the package and include it in the price list used for the job.
- Save the price list to your job.
- Create a monetary job coupon equal to the package value. Restrict it to one use per access code.
- Set shipping settings and add your automated campaign.
- [Optional] Duplicate your standard campaign and customize it to highlight the free package in email reminders. A subject line that mentions the free item increases open rates and engagement.
- [Optional] Add a note to the general job description (visible in the shop after login) explaining that the league provides a free product and the coupon will be applied automatically.
Shop view:
Drawbacks:
- Parents with multiple children may need individual voucher codes to place all orders in one cart. Alternatively, if using batch shipping, request that they place separate orders.
- Some parents may apply the coupon to other products, which could be acceptable but may differ from the organization's original intention.
- Some parents may not redeem the free package. In such cases, organizations may request manual order entry, adding administrative work.
Workflow without GotPhoto
Place the orders through your lab
Use your lab’s order entry system (e.g., ROES) to place orders. While we don't support this process directly, most labs can assist you.
Drawback: This is a manual process requiring clean spreadsheets, accurate image matching, and uploading to the lab system.
FAQ
I would like to offer one free download to all parents. How can I accomplish this?
You can technically offer a free individual download or a digital-only package priced at zero. However, this is only advisable if the job is not profit-driven (e.g., prepaid by an organization or for charity). Offering free downloads when selling other items may reduce overall revenue, especially if parents can download all available images.
The same applies to the Free Download product in paid plans. Do not add it to your price list unless you want customers to download multiple images at no cost. Currently, there is no way to restrict this to a single use. Instead, use a job-specific coupon that reduces the cost of one digital file package to zero for more control.
Can I create a custom voucher that is only applied to a specific product?
Currently, vouchers cannot be restricted to specific products or packages. This may be considered for future updates. However, you can create custom vouchers, either individually or in bulk in your custom voucher section. Learn more about custom vouchers here.
Can I set the price of a print product to zero?
No. The system does not allow prices below production cost for lab products (prints, gifts, etc.). This protects you from unintentional underpricing.
Can I incentivize my highest-priced package by including all photos as free downloads? And what if a customer forgets to add them to the cart?
Yes, you can absolutely offer free upselling downloads. Customers don’t even need to add them manually - the free downloads are automatically included in their cart once they select the package.
The takeaway
There isn’t a single best workflow for offering free prints or packages. Each option has pros and cons. Choose based on the job’s complexity and your resources. Using the order entry is great for smaller organizations; larger ones may benefit from lab-based or mixed solutions.