One step at a time
A clear path through your school year.
A module simply means a section of the app—a place for one kind of information. Begin with names, plan the year, collect memories, then review who still needs to be seen. Nothing here makes changes to your school.
Coverage and Alerts stay at the top of your menu because they are your daily priorities. For your first pass, follow this path instead of guessing which section to open next. You can skip anything that does not fit your school.
See Sample School’s filled-in examplesStart with four essentials.
Add your students, save and tag a photo, check Coverage, then follow an Alert. Everything else can wait until you need it.
Other sections, as needed.
- Open Students
Step 1
Students
Your master list of students. Each person is entered once, then selected by name wherever they appear.
Examples: Names and grades from the school roster · A new student who joined midyear
First: Import your student CSV, or add one student.
Why this step: Starting with names lets teams, clubs and photos connect to the same student—without duplicate lists.
- Open Teachers & Staff
Step 2 · As needed
Teachers & Staff
Your master list of the adults who make school life possible, with their exact roles and departments.
Examples: Varsity Assistant Coach · Athletics · School Counselor · Student Support
First: Import your staff CSV, or add one staff member.
Why this step: You can select these same people as coaches, club advisors and people pictured in photos.
- Open Events
Step 3 · As needed
Events
Something happening on a date, or across several dates. An event groups the photos and stories about that occasion.
Examples: Science Fair on January 22 · Winter Concert on December 11 · Homecoming Spirit Week across five days
First: Add an event with its date. It appears on Calendar automatically.
Why this step: An event gives related photos one place to belong. Creating an event alone does not count as photographing students.
- Open Calendar
Step 4 · As needed
Calendar
Your school-year timeline: dated events, saved memories, upload reminders and tasks you need to do.
Examples: Science Fair appears after you add it in Events · Gather club photos by Friday · Review concert photos next week
First: Find your event on the Calendar, then add a dated task if you need a reminder.
Why this step: Events tell you what is happening. Tasks remind you what to do about it—you do not need to enter the same event twice.
- Open Sports
Step 5 · As needed
Sports
A checklist for each sports team: players, coach, season record, championship titles and team-photo progress.
Examples: Varsity Girls Soccer · 8 wins, 2 losses · Junior Varsity Basketball · Freshman Football team photo
First: Choose a team your school has and select its players from Students.
Why this step: A team roster shows who belongs. Photo checkoffs help you plan; tag people in saved photos to record their appearances.
- Open Clubs
Step 6 · As needed
Clubs
A checklist of school groups, their members and advisors, with group-photo and candid-photo progress.
Examples: Chess Club · Robotics Club · Orchestra, Band or Choir
First: Choose a club, select its members and name its advisor.
Why this step: Small groups matter too. Membership helps you find students who may be missed in the bigger school events.
- Open Traditions
Step 7 · As needed
Traditions
Recurring customs and milestones that give your school its identity, with participants and photo checkoffs.
Examples: Senior Sunrise · Homecoming · Prom · Senior recognition
First: Choose a tradition your school keeps and add the students taking part.
Why this step: Traditions tracks the custom and its photos. If it has a date, an Event can put that occasion on Calendar.
- Open Moments
Step 8
Moments
A single photo with a short note about what happened. Add the date and select the people pictured.
Examples: Friends setting up the club fair · A quiet chess match at lunch · Students cheering from the sidelines
First: Save one photo and select the students or staff you recognize.
Why this step: Tagging people connects the photo to their saved appearances and updates Coverage. A date or event name alone does not identify anyone.
- Open Stories
Step 9 · As needed
Stories
Longer-form writing or an article—a paragraph or two about a person, club, tradition or season.
Examples: A student profile · How the robotics team built its robot · Reflections on senior year
First: Write one short story, then select the people it features.
Why this step: A Moment captures a snapshot. A Story preserves the context and voices behind it. You can add more of either whenever you like.
- Open Community Uploads
Step 10 · As needed
Community Uploads
A private way for families and staff to send photos and notes for your review—not access to your account.
Examples: A coach sends a team photo · A family shares a photo of a student with few appearances
First: Open your Share Kit and share your private submission link when you are ready.
Why this step: You do not have to be at every event. Submitted photos wait for advisor review before becoming saved Moments or Stories.
- Open Advisor Review Queue
Step 11 · As needed
Advisor Review Queue
The place to review community submissions and decide what belongs in your collection.
Examples: Approve a useful photo · Select the students pictured and save it as a Moment · Set aside an unsuitable submission
First: Open a submission, check its details and select the people pictured before saving it to your collection.
Why this step: Approval alone is not a saved appearance. Converting a submission with named students connects it to their coverage.
- Open Campus
Step 12 · As needed
Campus
Photos and notes about the places where your school year happens.
Examples: The library reading corner · The courtyard between classes · The stage before the curtain opens
First: Save a familiar school place when it adds to your collection.
Why this step: Places give school stories their setting. This section is optional; it is not another student roster.
- Open Achievements
Step 13 · As needed
Achievements
Named accomplishments worth remembering, with the students or staff involved.
Examples: A science fair award · A student’s first published poem · A staff recognition award
First: Enter an achievement title and select the names involved.
Why this step: This preserves accomplishments beyond the most visible teams and events. Add these as they happen.
- Open In Memoriam
Step 14 · As needed
In Memoriam
A respectful collection honoring school community members who have died.
Examples: A remembrance of a teacher · A tribute to a community volunteer
First: Add a tribute only when appropriate for your school and its permissions.
Why this step: This is optional. There is nothing to complete here unless your school has someone to honor.
- Open Coverage
Step 15
Coverage
Your report: who is covered, who is not, and how close each student is to the photo goal.
Examples: A student has two appearances toward a goal of five · A student is not in any team, club or tradition
First: Review students below your photo goal and those not in any activity.
Why this step: Names, memberships and tagged memories now come together. Membership is not an appearance; Coverage helps you see the gaps.
- Open Alerts
Step 16
Alerts
Your to-do list: the same picture as Coverage, turned into today’s next steps, plus event and deadline reminders.
Examples: A student needs more photos · A past event has no linked photos · A photo-gathering task is overdue
First: Open a reminder and follow its link to the place where you can resolve it.
Why this step: Coverage answers “what is missing?” Alerts answers “what needs attention now?” Return to these two pages throughout the year.
- Open School records
Step 17 · As needed
School records
A single overview of your saved school information in tables. Correct a record through its original section.
Examples: Check a team roster · Find an event or story · Compare students’ saved appearances
First: Expand the category you want to check. Use Edit records to make a correction at its source.
Why this step: This brings your work together without requiring a second set of entries.
- Open Advisor Tools
Step 18 · As needed
Advisor Tools
School-wide summaries of student and staff representation and collection activity.
Examples: Review staff appearances · Check submission activity · Find gaps before your next collection deadline
First: Review your summaries after adding names and memories.
Why this step: Use these summaries to plan the next round of photos. Your school can keep growing a little at a time.
That is the cycle: add people, save and tag memories, check Coverage, then act on Alerts. You do not need to fill every section to start making progress.