A Session is a time-bound capture event — like “Photo Day 2026” or “New Starter Headshots”. The Session Wizard walks you through setup in a few steps.
Starting the wizard
- From the sidebar, click All Sessions
- Click Create Session
You can also create a session from a template if your organisation has saved session configurations.
Wizard steps
1. Type
Choose your session type:
| Type | Use case |
|---|
| Photo | Capture portrait photos (the most common choice) |
| Data | Collect or update field data without photos (e.g. verify contact details) |
2. Basics
- Session name — Give it a clear, descriptive name (e.g. “Staff Photo Day — March 2026”)
- Description (optional) — Add notes about the session’s purpose
3. Capture mode
Choose how the roster will be populated:
| Mode | Description | Best for |
|---|
| Roster only | Pre-loaded roster — capturers can only photograph people already in the list | Controlled environments where you know exactly who to capture |
| Hybrid | Pre-loaded roster plus capturers can add new people on the spot | Photo days where walk-ins may occur |
| Manual entry only | Empty roster — everyone is added during capture | Ad-hoc events, visitor badges |
- From Master List — Snapshot people from an existing Master List (recommended)
- From CSV — Upload a spreadsheet to populate the roster
When you create a session from a Master List, CaptrID takes a snapshot — a point-in-time copy. Changes in the session don’t affect your Master List until you explicitly sync them back using a ChangeSet.
4. Fields
Define the fields for your session. If you selected a Master List or CSV as your roster source, fields are pre-populated from that source.
You can:
- Add, remove, or reorder fields
- Set one field as the UID (unique identifier) — this is required
- Configure field types (text, number, email, dropdown, date)
5. Capturer settings
Control what capturers see and can do:
- Visible fields — Which fields appear to capturers on the mobile app
- Editable fields — Which fields capturers can modify (others are read-only)
- Required fields — Which fields must be completed before submission
- UID display — Whether capturers can see or edit the UID field
6. Export settings
Configure how filenames are generated when you export photos:
- Filename template — Use field placeholders like
{uid}, {first_name}, {last_name}
- Export fields — Choose which fields appear in CSV exports
7. Staff
Assign capturers to this session. Only assigned capturers can see the session in their mobile app.
- Search for existing users by name or email
- Assign one or more capturers
- You can also assign staff later from the session’s Staff tab
Capturers must already be invited to your organisation before you can assign them to a session. If they haven’t been invited yet, go to User Management first.
8. Review and create
Review your session configuration and click Create Session. The session is immediately active and assigned capturers can begin capturing.
After creation
Once your session is created, you can manage it from the session detail screen:
| Tab | What you can do |
|---|
| Overview | View stats, session status, and metadata |
| Submissions | Review and approve/reject photos |
| Roster | View and manage the people list |
| Staff | Add or remove assigned capturers |
| Card Design | Link card templates for printing (photo sessions only) |
| Export | Download photos and data |
