> ## Documentation Index
> Fetch the complete documentation index at: https://docs.captrid.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Self-Service Photo Upload

> Let people upload their own ID photo via a secure link — no app, no account required.

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
```

1. **Enable self-upload** on a session and configure your settings
2. **Send invitation links** to the people who need to submit photos
3. **People upload** their photo via the link (works on any device with a browser)
4. **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

1. Open your session
2. Go to the session's self-upload settings
3. Enable **Self-Service Upload**
4. 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)                            |

5. Click **Save**

<Frame caption="Session self-upload settings showing the email field selector, deadline, and submission options">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/captrid/images/admin-guide/self-upload-session-config.png" alt="Session configuration panel with self-service upload settings including email field, deadline, and max submissions" />
</Frame>

<Tip>
  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.
</Tip>

## Sending upload invitations

Once self-upload is enabled:

1. Select the people you want to invite (from the session roster)
2. Click **Generate & Send Links**
3. 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

<Info>
  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.
</Info>

## What subjects see

### Step 1: Landing page

<Frame caption="The self-upload landing page as seen on a mobile device, showing the welcome message and Upload Photo button">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/captrid/images/admin-guide/self-upload-landing-page.png" alt="Mobile self-upload landing page with organisation name, person greeting, and Upload Photo button" style={{maxWidth: '300px'}} />
</Frame>

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

<Frame caption="Invitation status list showing each person's upload progress with Sent, Opened, and Submitted indicators">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/captrid/images/admin-guide/self-upload-invitation-status.png" alt="List of self-upload invitations with status badges showing Sent, Opened, Submitted, and Revoked states" />
</Frame>

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

<Info>
  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.
</Info>

## 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