Family Upload

What family upload is

Family upload lets the people who know your students best — parents, grandparents, siblings, coaches and club advisors — send photos straight to you. Their photos are never added to your collection automatically. They wait privately for your review.

What if someone uploads an inappropriate photo, or my link is shared publicly?

Nothing is published automatically. Set aside keeps a submission out of the collection; Delete with confirmation moves it to Recently deleted for 14 days. Pause submissions temporarily stops uploads. Replace link permanently stops the old link immediately, keeps received photos, and creates a new link with new Share kit QR code, flyer, poster and messages. Confirm in the page, then share the new materials. People opening the old link are asked to get the new one from their school.

What happens when I leave and a new advisor takes over?

In Settings → Advisors, the current owner selects an active co-advisor, chooses Transfer ownership and confirms the request. The recipient signs in to their own account and accepts there before anything changes. The former owner becomes a co-advisor who can leave or be removed. The school keeps all photos, records, license, renewal date and existing payment method. Both people see the new billing manager; Workspace history records who transferred and when. The new owner can update the payment method on Billing.

How do I get photos into Jostens, Walsworth, or my layout software?

Settings offers Download all photos, or Download a photo set for an event, student, club, team or tradition. Download these photos also appears on each item. Prepare the set, then choose Download ZIP. These ZIPs contain originals, useful date/event/tagged-name/sequence filenames and photos.csv listing file, event, date, location and tagged people; opted-out students are never named. Group exports contain saved photos tagged with included roster members. Upload the originals to your layout software yourself. The Yearbook App does not design pages, create print files or send books to a printer.

What happens if the same photo is uploaded twice?

Exact files and likely resized or re-saved copies are compared with workspace and Advisor Review photos on every upload, including batches. Uploads continue without blocking. Open Possible duplicate → Compare photos for a side-by-side view. Keep both retains both copies, but student coverage counts the photo only once. Delete this copy requires confirmation and moves it to Recently deleted for 14 days, where you can restore it.

Where can I obtain photos for my school’s collection?

Ask families, teachers, coaches, club advisors and your school photographer for photos they have permission to share. Include classroom projects, small clubs, performances, sports and everyday school life. Open Coverage or Alerts to find students who need more appearances, then ask the adults who know them best. Follow your school’s photo-release policies.

How do I upload a photo myself?

Sign in to your own school. Open Moments → Add Moment, scroll to Photo and choose Choose File. Select your photo, add a title and any details you know, tag the students you recognize, then save. To collect photos from other people instead, use Community Uploads.

Where do I create and copy a community upload link?

Sign in to your own school and open Collect & organize → Community Uploads in the left menu. Choose Create sharing link. Your Community upload link appears below; choose Copy link and paste it into your school email, newsletter or message. People with this link can submit photos, not browse your school’s records. Your link keeps working until you pause or replace it.

Why is Create sharing link grayed out in Sample School?

Sample School is a read-only demonstration with fictional photos. Its Create sharing link button shows where the real control belongs, but cannot create a working link or accept submissions. Sign in to your own school and open Community Uploads to create your school’s link.

How do I share a QR code, flyer or message asking for photos?

After creating your link, find the Share kit below it in Community Uploads. Replace link regenerates all Share kit materials for the new link; distribute the new QR code, flyer, poster and messages because the old link stops working immediately. Download the QR code, choose Print flyer or Print poster, or copy the ready-written newsletter, parent email or social message. Send or distribute these through your school’s usual channels; the app does not send a mass email for you.

How do families, staff or photographers upload through my link?

They open your link or scan your QR code without creating an account. They choose or drop one or many photos (including batches of 50). They enter their name, email and permission once for the batch, optionally add its event or activity, date and place, and can add a note to each photo. Each photo is submitted separately for review. Contributors must be adults (18 or older), or students who have a parent’s or guardian’s permission, and each person confirms permission to share before submitting.

What photo files can contributors upload?

JPEG, PNG, WebP and iPhone HEIC/HEIF photos are accepted, up to 25 MB per file. HEIC/HEIF is converted automatically to high-quality JPEG with its orientation kept. Hidden location data is removed from every stored original, and smaller copies are used for browsing. A failed photo shows a reason and a Retry button; other photos continue.

Where do shared photos go, and how do I add them to my collection?

Open Advisor Review to see submissions privately. Open a photo, check its details and permission, tag students and staff, and link an event if appropriate. Add to collection saves the photo as a Moment or Story and counts it toward coverage. Approve keeps it in Advisor Review without adding it yet. Set aside hides it from the collection but does not delete it. To delete a submission, choose Delete on it in Advisor Review, then Yes, delete. It stays in Settings → Recently deleted for 14 days, where you can restore it, and is then permanently removed. Deleting a submission you already added to your collection leaves the saved Moment or Story in place.

How do I pause or resume community submissions?

In your own school’s Community Uploads page, choose Pause submissions beside Copy link to stop new submissions through that link. Choose Resume submissions to accept them again. Pausing does not delete photos already received.

Can contributors see other photos or school records?

No. The upload link is for submitting photos only. Contributors cannot browse other submissions, student records or your collection. Submissions are private to the workspace owner and active invited co-advisors; nothing is automatically published.

How do I download photos to use outside the app?

Open Settings and choose Download all photos for a ZIP of original photo files. For only an event, student, club, team or tradition, use Download a photo set in Settings, or Download these photos on that item. Choose Download ZIP once preparation finishes. Group sets include saved photos tagged with included roster members; event sets include only photos linked to that event and its original event photo. Each focused ZIP has date/event/tagged-name/sequence filenames and photos.csv with file, event, date, location and tagged people. Opted-out students are never named in those filenames or CSV. Download my yearbook data gives you a separate copy of your records. Use the material only as your school’s permissions allow. The Yearbook App does not create designed pages, print-ready files or a finished book; use your chosen layout and printing service separately.

How do my yearbook staff students upload their photos?

Student photographers use your school’s community upload link without creating an account, following school policy and with parent or guardian permission if under 18. They can choose or drop many photos, including 50 at once, enter their name, email and permission once, and add optional shared event, date and place details and per-photo notes. Every photo arrives separately in Advisor Review. Adult advisors can also use Upload photos in Moments or Advisor Review to create private, untagged Moment drafts.

Can I upload many photos at once?

Yes. Use Upload photos in Moments or Advisor Review, or Choose photos on a community upload link. Choose or drag in many photos, including batches of 50 or more. Each photo has its own progress, done or failed status, plain failure reason and Retry button. One failed photo does not stop the others. Advisor uploads become private, untagged Moment drafts; community photos remain separate submissions awaiting review. Keep the page open until uploads finish. Existing sharing protections still apply: trial links accept 25 photos total, and community links have a 100-photo hourly safety limit.

What about large camera files and iPhone photos?

Photos up to 25 MB each are accepted on every upload path. JPEG, PNG and WebP stay at original resolution, with hidden location metadata removed. iPhone HEIC/HEIF photos convert automatically to high-quality JPEG, keeping orientation and removing location metadata; no phone setting change is needed. A file over 25 MB is refused with a clear message. A converted JPEG must also fit the 25 MB limit. Camera RAW files are not supported.

What families are asked for

Who

The students in the photo, so you can tag them quickly.

What

A short description of the moment.

Where and When

Optional shared place and date for the batch. The advisor can correct these and link each photo to an event during review. When no date is supplied, the receipt date is used until edited.

Permission

One checkbox confirming permission for every photo in the batch. Nothing is submitted without it.

What happens next

1. Each completed photo arrives separately in your review queue, visible only to your school’s advisors.
2. You look it over, tag the students you recognize, and decide.
3. Choose Add to collection as a Moment or Story, or set it aside.
4. You can copy or email a thank-you note after saving a photo. Photos remain private to your school’s advisors.

Why this matters

Families see parts of school life no staff member can: weekend tournaments, recitals, quiet club meetings. Every photo they send is a chance to include a student who might otherwise be missed.