Your picture day · what to expect

Your picture day, start to finish

A friendly walkthrough of what's coming — from the day we book you to the day everyone has their photos. No accounts to set up, no software to learn. We do the heavy lifting; this just shows you the few quick things we'll ask of you.

For: the school, daycare, studio or team we're photographing Covers: your email → your portal → details → schedule → picture day → photos
Here's the whole thing in one line: You get one email → it opens your picture-day home → you fill in a couple of details → we handle the rest → picture day → everyone gets their photos. Almost everything we ask happens in one place — your portal (your picture-day home). No juggling emails, no hunting for links.
1

One email — your picture-day home

Once we've booked you, we send you exactly one email — subject "You're booked! Here's your picture-day home."

Click the button in it and you're signed straight in — no password to create, no account to remember. That page is your portal: your home base for this picture day and every season after.

🔖Bookmark it. Everything below lives on that one page. You can come back anytime, and you can always reach us right from it.
2

Your "Next steps" checklist

When you open your portal you land on a Welcome page with a short, in-order checklist called "Your next steps." You can see at a glance what needs you versus what's on our plate.

A few things need you:

  • ① Fill in your session details
  • ② Confirm your brand (your colors + logo)
  • ③ Set up your picture-day schedule — only for some session types (see step 5)
  • ④ Your roster — the list of who's being photographed

And a calm group labeled "We're handling these — nothing needed from you": your agreement, your marketing materials, and your finished photos. Those are on us.

🗂️More than one shoot this year? (Say fall portraits and a staff day and seniors.) You'll see a card for each one, so nothing gets mixed up.
3

Tell us about your session

Step ① opens a simple form where you tell us how the day should run: how many people, your bell schedule, where we should set up and park, whether you need a yearbook export, and anything specific to your day. You fill it in right in your portal.

📅A multi-day shoot? The form asks about each day so nothing's assumed. And if the right person to answer isn't you, we can email the form straight to them instead.
4

Confirm your colors

Step ② is quick: your brand colors and logo. We use them so your picture-day posters and materials actually look like you, not a generic template. Not sure? Just tell us and we'll sort it out.

5

Setting up the schedule

How picture day gets scheduled depends on the kind of shoot — and for many of you, there's nothing to do here at all.

  • A school picture day, or school sports where we run the day → we build the schedule for you from your roster. Nothing needed from you.
  • Seniors, or any shoot where families pick their own time → we give you a booking link (and a QR code, right in your portal) that families use to book their own slot. You can watch who's booked and who still needs to from your portal.
  • Sports where you'd rather lay out the day yourself → you (or your team parent / booster) can arrange the run of show — which teams go when — in a simple drag-and-drop page we send you.

If your session is the first kind, step ③ just shows as handled. Otherwise it opens the right tool for you.

6

The agreement

We'll send a short, friendly "here's what we'll do together" letter to sign electronically. It sets expectations — it is not a deposit or a contract full of fine print. Sign it in a couple of clicks, and a copy files itself into your portal (under Business documents) so you always have it.

7

Your roster

The roster is simply the list of who's being photographed — students, athletes, dancers, or children. Three easy ways to get it to us; pick whichever suits you:

  1. Upload it in your portal. Drop in a spreadsheet, or add and confirm names right on the roster tab.
  2. Let families sign themselves up with a link or QR code we give you to share. What it does depends on the shoot:
    • Daycare, staff, or headshots → they register. Parents add their child (or staff add themselves) — a quick sign-up, no roster needed from you.
    • Sports → they verify. Since we already have the team roster, each family just finds their athlete and confirms the details (name spelling, jersey number) rather than starting from scratch.
    Either way, you can watch who's done it and who's still to come.
  3. Just send it to us and we'll import it.
🏫A big district? If your district sends us rosters directly, we handle this for you — your portal will simply say so.
8

Your marketing materials

You don't have to make anything. We design picture-day posters in your colors and drop them into your portal (under Marketing Materials), ready to post on social media or your parent app (ClassDojo, Remind, your Facebook page). You'll get a note when they're ready.

9

Picture day!

We show up, set up, and photograph everyone. Our crew already has all the details you gave us — your schedule, where to set up, parking, who to check in with — so the day runs smoothly with no scramble on your end.

10

Getting the photos

After the shoot, the finished pictures reach everyone two ways:

  • Families order prints & downloads online. Parents buy their photos in our online store — we hand out gallery links, QR cards, or a printable "find your photos" sheet so every family can get to their own gallery. (Families never need a login to your portal — they just shop the store.)
  • Your organization gets its files in the portal. Group photos, class composites, PSPA/yearbook files, and staff headshots show up under "Your photos & files" as soon as they're ready — and you get an email the moment something new lands.
  • Staff get their own gallery too, so teachers and faculty can grab their photos without digging through the students' galleries.
11

Anytime: message us & manage access

Two more things your portal does, whenever you need them:

  • Message us right there. There's a Messages area — no hunting for our email. Ask a question, flag a change, whatever comes up.
  • Manage who can see it. You can see who at your organization has access and ask us to add or remove someone.

And when it's time for next season — a makeup day, spring pictures, or rebooking — you can start that right from your portal too. We'll be here.

📸That's the whole journey. One email, one home base, a few quick things from you, and we take care of the rest — all the way to everyone holding their photos. Welcome aboard.