After capturers submit photos, they arrive in the Submissions tab of your session for review. As an admin or coordinator, you decide which photos are accepted.
Viewing submissions
- Open your session from the sidebar
- Go to the Submissions tab
- Use the status filter to focus on what needs attention:
- Pending — New submissions awaiting your review
- Approved — Photos you’ve already accepted
- Rejected — Photos you’ve sent back for a retake
Reviewing a photo
Click on any submission to see the full-size photo along with the person’s details. From here you can:
| Action | What it does |
|---|
| Approve | Accept this photo as the current approved photo for the person |
| Reject | Send it back to the capturer with a reason (they receive an email notification) |
| Request retake | Ask the capturer to take a new photo, with specific notes about what to improve |
Only one photo per person can be approved at a time. If you approve a new photo, the previous approved photo is automatically superseded — it’s kept in the history but is no longer the active photo.
Rejection reasons
When you reject a photo, include a clear reason so the capturer knows what to fix. Common reasons:
- Poor lighting or harsh shadows
- Photo is blurry or out of focus
- Wrong person photographed
- Eyes closed
- Background too busy
- Subject not centred in frame
The capturer receives an email notification with your rejection reason and can submit a new photo.
Bulk review tips
- Use the Pending filter to work through new submissions efficiently
- Photos are shown with the person’s name and UID for easy identification
- The submission count on the Overview tab shows how many are pending review
Photo statuses
| Status | Meaning |
|---|
| Pending | Submitted, waiting for your review |
| Approved | Accepted as the current photo for this person |
| Rejected | Sent back to the capturer with a reason |
| Retake Requested | You’ve asked the capturer for a new photo |
| Superseded | Was previously approved, but a newer photo replaced it |
What happens after approval
Approved photos are:
- Shown as the person’s current photo throughout the session
- Available for export (ZIP download with custom filenames)
- Available for ID card printing via card templates
- Included when you generate a ChangeSet to sync back to your Master List
