Hurray! You’ve finished your shoot and it’s now time to submit your work. Please upload the high-resolution edited photos within 72 hours. Contact your Shoot Concierge as soon as possible if photos may be late.
Click to Download our exporting preset for all the Flytographer settings in Lightroom!
- Please note this preset is for EXPORTING, not EDITING. Watch this helpful “how-to” video made by Francisco in Chicago.
How to Check-in and Upload Photos FULL Video
How-to Videos for Each Part of the Check-in and Upload Process:
How to Upload Customer Photos: Getting Started
Log in to your Flytographer dashboard and enter your associated email address and password.
(If you cannot remember your password, click on “I’ve forgotten my password” to reset it. Note that the new link will go to the email address associated with your account.)
Step 1: Find the Booking
Click into your Bookings tab. Find the correct booking name, click on the “Click here to upload photos” button to go to the gallery upload page. Then, select “Add Photos” on the page to begin uploading photos to the customer’s gallery.
*Please note: You are required to store RAW files from your Flytographer bookings for at least a year, and you can delete them after that time. We store edited files from the shoot on your behalf forever.
Step 2: Choose Files
Choose the photo files you wish to upload. Be sure they meet specifications or they will fail to upload.
Photo Specifications [unless otherwise requested by the customer]:
- sRGB
- 3300 by 2200px / 2200 by 3300px
- 300 DPI
- No larger than 10 MB per file
- Please triple check that you have removed ALL of your personal metadata (e.g. tags, copyright or watermarks)
- Use the file naming convention y/m/d_clientfirstname_4 digit-image number
e.g. 130519_sarah_0001.jpg
Please upload photos within this quantity range. If you have extras that you would like to include, please do – we always tell the customer it is a little bonus gift from you! (That said, please limit your bonus photos to no more than three times the minimum. For example, if you have a 60 minute shoot, your absolute max upload is 90.)
- 30 minute shoot: 15 – 25 photos
- 60 minute shoot: 30 – 40 photos
- 90 minute shoot: 45 – 60 photos
- 2 hour shoot: 60 – 80 photos
- 3 hour shoot: 90 – 120 photos
Filename & Delete Individual Photos
The photos you have selected for upload will appear in a thumbnail gallery. Each thumbnail will display the file name of the photo and a delete icon that will allow you to remove an individual photo from the list so it does not upload to Flytographer.
Add More Photos
To add more photos, simply click on the “Choose More Photos” button.
* Note that photos are not uploaded to Flytographer at this point; they are just placed in the “holding pen” awaiting upload (see Step 3).
* Also note that you will be able to add more photos again (and remove them) before and after the upload process, so this is not your only chance.
Duplicate Photos
If there are duplicate photos with the same file name uploaded, each of the photos will be highlighted with a yellow border and a message will appear above the thumbnails that says:
“Uh-oh – it looks like you have uploaded duplicate photos with the same file name! The duplicate photos are highlighted in yellow. If this was a mistake, please delete one of the files before uploading.”
If you do not remove the duplicate photo from the window, only one of the duplicate photos (not both / all if there are more than 2 duplicates) will upload to Flytographer (assuming the sizing requirements are met).
Photos with Errors
If there are any photos added to the window that do not meet our sizing requirements, each of the photos will be highlighted with a red border and a message will appear above the thumbnails that says:
“The photos highlighted in red do not meet our minimum size requirements or an error occurred. These photos will not be uploaded to the customer gallery. Please resize and try adding them again.”
These photos will NOT be uploaded to Flytographer and will need to be resized accordingly before reuploading the photos the gallery.
Step 3: Uploading Photos
When you have finished selecting your files, click the “Upload Photos” button. Your files will start the process of uploading. Now is a good time to take a little coffee break or play with the cat.
Note: As the files upload, a green border will appear indicating they have successfully uploaded; others might have a red border indicating there are errors. Please wait until upload is complete before attempting any changes.
When the the green bar is full, your upload is complete. Uploaded photos will appear behind the uploader window.
Important note: If the uploader window closes but you cannot see your photos, please wait 10-15 minutes and then refresh the page before attempting to upload again. Sometimes our system just needs a bit of extra time to update!
If any photos did not upload, they will show up in the window with an explanation of why they failed. Please make necessary adjustments to file and click “Choose More Photos” to try again.
Grid & List Layout
After the uploader window closes and the page refreshes, you can see your uploaded photos in the thumbnail grid layout. This view is what the customer will see when they receive their gallery.
You can also see more details about each photo by toggling the gallery to display in a “list view” layout. To do so, click on the “list” icon in the toolbar. The grid and list view icons are side-by-side in between the “re-order photos” and “remove all photos” options.
List View
When you click on the “list” icon in the toolbar, the gallery will reload the photos in a new layout with more details. Each photo will have the following information present:
- File name
- Date uploaded date
- Ability to remove an individual photo from the gallery
- Ability to set a feature photo for the gallery (if the photo qualifies)
- Flag for which photo has been set as the feature photo (once a feature photo has been set – see Step 6)
When you switch the gallery to list view, it will not change what the customer sees. It is simply a second way to view the gallery and get more details about each photo. Both the photographer and the concierge can toggle the gallery to display list view, but the customer will only ever see the thumbnail grid layout.
Note: You can also see the photo’s original file name by clicking on the photo when you are viewing the gallery in grid view. This will open the photo in a full screen view, and the photo name will appear in a small white box at the bottom of the photo.
* You can only access the full-screen view when the gallery is in the thumbnail grid layout.
Shareable Photos Status
Once you submit the gallery to Flytographer, you will also see the “private” flag on each photo in the list view layout, along with whether or not each photo is shareable (NO/YES).
* When the customer submits their feedback and chooses shareable photos, the status on each photo will update to YES and the private flag will disappear.
Step 4: Removing Photos
Once the upload is complete, you can now remove any photos from the gallery. To do so, hover over the photo and click on the white square with the trash can icon in the bottom right-hand corner.
Remove Photo Icon - Grid View
Remove Photo Icon - List View
Confirm Removing Individual Photo
When you click on the trash can icon to remove the photo, an overlay will appear over the photo asking you to confirm that you do want to remove the photo. This is so you can choose to keep the photo if the trash can button was clicked accidentally.
When a photo is removed, it will disappear completely from the gallery. Neither the concierge nor the customer will see them on their end. If you decide that, in fact, you want to keep that photo after all, simply click the “cancel” button in the overlay to keep the photo in the gallery.
Remove Photo Confirmation - Grid View
Remove Photo Confirmation - List View
Removing All Photos
You will now also have the ability to remove all of the photos in the gallery. This can be helpful if the wrong photos have been uploaded to a gallery or if there was an error during the upload process and you want to start fresh.
To remove all of the photos in the gallery, click on the “remove all photos” button in the toolbar.
When this button is clicked on, an overlay will appear asking you to confirm that you do want to remove all of the photos in the gallery. This is so you can choose to keep everything in the gallery if you change your mind.
* If you remove all of the photos from the gallery, the photo count will return to zero and you will be required to re-upload the entire gallery.
Step 5: Ordering Photos
If the photos ever upload out of order, you can use the handy “Re-order Photos” dropdown menu to organize the photos in three different ways: By Filename, By Date Taken, or Manually via a drag-and-drop view.
When you re-order the photos “By Filename”, they will adjust alphabetically based on the photo names you assigned them on your computer. As Flytographer requests a standard naming convention (where the image number is at the end) it will follow the numbers in order (e.g. 0001.jpg, 0002.jpg, 0003.jpg). When the “By Filename” option is selected, the page will refresh, and the photos will appear in their given order.
When you re-order the photos “By Date Taken”, they will adjust based on the date that appears in each photo’s metadata. When this option is selected, the page will refresh, and the photos will appear in their given order. You may see a different order with this in comparison to ordering by file name. If you are unsure of which option to use, try them both out and see which option gets you closest to your intended vision! You can always manually re-order photos to fix any that may still need to be moved after re-ordering them.
When you re-order the photos “By Date Uploaded”, they will adjust based on the date that you originally uploaded the photos to the gallery. When this option is selected, the page will refresh and the photos will appear in their given order. This can be helpful if Flytographer requests that you submit additional photos to the gallery. The gallery will sort newest to the oldest date uploaded.
When you re-order the photos with the “Manual” option, a view will appear that allows you to drag-and-drop photos to manually order the gallery as you choose. There are a few things you can do in this view, including:
Cancel Re-ordering: if you change your mind and do not want to save any ordering changes you have done, you can click on the “Cancel Re-ordering” button, and any changes you have made in this view will not be saved.
Save Photo Gallery Order: When you are happy with the order of the gallery, click on the “Save Photo Gallery Order” button to save your changes. The page will refresh, and display the gallery in its new order!
Drag-and-drop: To manually re-order the photos, you want to click-and-drag on a photo to drag it to its new position. All of the original file names will be visible so you can easily see if a photo is out of order. We also display the order number so you can see the exact order that the photos will appear in. When you drag a photo to its new position, the photos will re-order automatically to accommodate your change.
Step 1. Click on a single photo
Step 2. While holding down your left-click button on your mouse or track pad, drag the photo to its new position
Step 3. Release the left-click button to place the photo in its new order. The gallery will reorder accordingly!
Re-order Multiple Photos at Once: You still have the ability to move one photo at a time; however, if you want to move multiple photos at once, you can:
- To select a range, click on first photo, hold down SHIFT key, select last photo in the range, then drag bunch to re-order
- To select random multiples, hold down CMD or CTRL key while you select (and use same key to deselect), then drag bunch to re-order
Reorder a range of photos
Step 1. Click on the first photo, hold down SHIFT key, and then click on the last photo in the range
Step 2. While holding down your left-click button on your mouse or track pad, drag the group to its new position
Step 3. Release the left-click button to place the group of photos in their new order. The gallery will reorder accordingly!
Reorder a random selection of photos together
Step 1. To select random multiple photos, hold down CMD or CTRL key while you click on photos (and use same key to deselect)
Step 2. While holding down your left-click button on your mouse or track pad, drag the group to its new position
Step 3. Release the left-click button to place the group of photos in their new order. The gallery will reorder accordingly!
Step 6: Choose a Feature Photo
Before you can finish and submit the gallery to Flytographer, you are required to select a feature photo for the gallery. To select a photo to set as the feature, you can do so in both the thumbnail grid view and the list view layout.
What is a feature photo?
The feature photo has two functions:
- It is the cover photo that a customer sees when they view their gallery in their account.
- It is used to create a digital postcard that becomes the “sneak peek” sent in an email a day before they receive the full gallery.
How do I pick a feature photo?
Pick the best-of-the-best photo in the gallery! First impressions are important; we want the customer to see their feature photo and instantly have that “WOW” moment.
Click HERE to see the full criteria for choosing the Feature Photo
Grid view: to set a photo as the feature, hover over the photo and click on the white square with the stars icon in the bottom right-hand corner.
List view: to set a photo as the feature, click on the “make feature” button on the photo tile
Preview the Feature Photo
Once you have clicked on a photo, you will be taken to a new page where you can preview what the feature photo will look like in the postcard design that the customer will receive.
On this page, you will have the option to choose a different photo or to confirm that you are happy with the photo and set it as the feature!
* Important Note: only landscape orientation photos will qualify to be used as a feature photo for the gallery UNLESS there are no landscape orientation photos in the gallery. If all photos in the gallery are in portrait orientation, then all of the photos will qualify to be used as a feature photo. It is important to note, however, that a portrait photo cannot be made into a physical postcard, so your customer will not receive anything in the mail. For this reason, please be sure you have a good variety of landscape photos in the gallery to choose from!
Feature Photo Icon in the Grid View Layout
Feature Photo Text in the List View Layout
Once you have set a feature photo for the gallery, that photo will be highlighted visually with an icon (in grid view) and with a label (list view)
Step 7: Finish & Submit Gallery
Once you have set a feature photo for the gallery, the “finish and submit photos” button will become active. When you click on that button, a popup window will appear and ask you for two things:
- To confirm that the photos have met all of the gallery requirements
- To leave a nice personal note for the customer
Troubleshooting
Having trouble uploading? Check your colour space and aspect ratio:
Make sure your colour space is set to the default sRGB.
Make sure the aspect ratio is locked.
Header photo by Natalie in Prague