Self-service photo upload lets you collect ID photos from people remotely. Instead of organising an on-site photo session, you send a secure link — the person clicks it, takes or uploads a photo, and submits it for your review. No app to install, no account to create.
How it works
You send a link → Person uploads a photo → You review and approve
- Enable self-upload on a session and configure your settings
- Send invitation links to the people who need to submit photos
- People upload their photo via the link (works on any device with a browser)
- You review submissions in the normal approval queue — approve, reject, or request a retake
Photos submitted via self-upload go through the same approval workflow as capturer-submitted photos. You’ll see them in your session’s Submissions tab alongside any on-site captures.
Setting up self-upload on a session
- Open your session
- Go to the session’s self-upload settings
- Enable Self-Service Upload
- Configure your options:
| Setting | Description |
|---|
| Email Field | Which field in your roster contains the person’s email address (e.g. “email”) |
| Deadline | Optional cut-off date displayed to subjects |
| Max Submissions | How many attempts each person gets (1–3, default: 3) |
| Require Consent | Show a consent checkbox before upload |
| Allow Resubmission After Rejection | Let people retry if you reject their photo |
| Link Expiry | How long each link stays valid (default: 72 hours) |
- Click Save
Self-upload works alongside on-site capture. You can send links to remote staff while also running a photo session for on-site people — all submissions end up in the same approval queue.
Sending upload invitations
Once self-upload is enabled:
- Select the people you want to invite (from the session roster)
- Click Generate & Send Links
- Each person receives an email with a personalised upload link
The invitation email includes:
- A personal greeting with their name
- Your organisation and session name
- Photo requirements (clear, front-facing, good lighting)
- The deadline (if set)
- A prominent “Upload Photo” button
Each person gets a unique, single-use link. You can revoke a link at any time if needed. Only one active invitation per person per session is allowed.
What subjects see
Step 1: Landing page
After clicking the link, the person sees a welcome page with:
- Their name and your organisation’s name
- The session name and deadline
- A consent checkbox (if required)
- An “Upload Photo” button
Step 2: Choose a photo
Two options:
- Take a photo — opens their device’s camera
- Upload from device — select an existing photo from their files
Step 3: Crop and adjust
A cropping tool lets them:
- Adjust the frame to match the required aspect ratio (e.g. 3:4 portrait)
- Zoom in or out
- Rotate the image
Step 4: Review and submit
They see a preview of their cropped photo and can choose to retake or submit.
Step 5: Confirmation
After submitting, they see a confirmation message and receive a confirmation email. If they have remaining submissions (and their photo is later rejected), they can use the same link to try again.
Monitoring progress
Track invitation status from your session:
| Status | Meaning |
|---|
| Sent | Email delivered, awaiting action |
| Opened | Person clicked the link |
| Submitted | Photo uploaded and pending your review |
| Revoked | You cancelled the invitation |
Reviewing self-uploaded photos
Self-uploaded photos appear in your session’s Submissions tab with all other submissions. The review process is identical:
- Approve — accept the photo
- Reject — send it back with a reason (the person is notified by email and can resubmit if allowed)
- Request retake — ask for a new photo with specific notes
When you reject a self-uploaded photo, the person receives an email notification. If resubmission is allowed and they haven’t hit their submission limit, they can use their original link to upload a new photo.
Invitation statuses explained
| Status | What happened | What the person can do |
|---|
| Pending | Invitation created but email not yet sent | Nothing (link not delivered) |
| Sent | Email sent successfully | Click the link to upload |
| Opened | Person clicked the link at least once | Upload a photo |
| Submitted | Photo uploaded | Wait for review |
| Revoked | Admin cancelled the invitation | Nothing (link shows error) |
Error messages subjects may see
| Error | Cause | Solution |
|---|
| ”This link has expired” | Link past its expiry time | Admin generates a new link |
| ”This invitation has been revoked” | Admin cancelled it | Contact the admin |
| ”Session closed” | Session is no longer active | Contact the admin |
| ”Submission limit reached” | Used all allowed attempts | Contact the admin for a new invitation |
Tips
- Include email addresses in your roster — Self-upload relies on having an email field to send invitation links
- Set a reasonable deadline — Give people at least a week, and mention the deadline in any other communications
- Use 3 submission attempts — This gives people room to retry if their first photo doesn’t meet quality standards
- Check progress regularly — Follow up with people who haven’t opened their link
- Combine with on-site capture — Send self-upload links to remote staff, and capture on-site staff at a photo session — submissions from both methods appear in the same queue
