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This guide walks you through the end-to-end workflow: creating a roster, setting up a session, assigning capturers, capturing photos, and reviewing the results. You can complete this in under 10 minutes.

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Before you begin

You’ll need:
  • A CaptrID account (sign up at captrid-admin.pages.dev)
  • A list of people to photograph (CSV file or you can enter them manually)
  • At least one person with the mobile app installed to capture photos

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Step 1: Create a Master List

A Master List is your organisation’s roster — the central record of everyone who needs to be photographed. You create it once and reuse it across multiple sessions.
  1. From the sidebar, click Master Lists
  2. Click Create Master List
  3. Enter a name (e.g. “Staff 2026” or “Students Term 1”)
  4. Define your fields — at minimum you need:
    • A UID field (unique identifier like Student ID, Employee Number, or Email)
    • Name fields (First Name, Last Name)
  5. Click Create
Your UID field is the unique identifier that links people across sessions. Choose something stable like an employee number or student ID — not a name, since names can change or be duplicated.

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Adding people to your Master List

You have three options:
  • Import from CSV — Bulk-upload from a spreadsheet. See the CSV Import Guide for details.
  • Manual entry — Add people one by one from the Master List detail screen.
  • Directory sync — Connect to Microsoft Entra ID to auto-sync your roster (available on Pro plans and above).

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Step 2: Create a Session

A Session is a time-bound capture event — like “Photo Day 2026” or “New Starter Headshots”.
  1. From the sidebar, click All Sessions
  2. Click Create Session
  3. The Session Wizard guides you through configuration:
    • Type: Choose “Photo” for photo capture
    • Name: Give it a clear name (e.g. “Staff Photo Day — March 2026”)
    • Roster source: Select your Master List to snapshot people into the session
    • Fields: Configure which fields capturers can see and edit
    • Staff: Assign capturers (see Step 3)
  4. Click Create Session
When you create a session from a Master List, CaptrID takes a snapshot — a point-in-time copy. Changes in the session don’t automatically affect your Master List (and vice versa). You sync changes back later using ChangeSets.

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Step 3: Assign capturers

Capturers are the people who will use the mobile app to take photos. They need to be invited to your organisation and assigned to the session.
  1. If they don’t have an account yet, go to User Management and invite them by email
  2. In your session, go to the Staff tab
  3. Search for and assign your capturers
  4. They’ll receive an email notification and see the session in their mobile app
Capturers can only see sessions they’re assigned to. They use the mobile app — they don’t need access to the admin portal.

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Step 4: Capture photos

This step happens on the mobile app (iOS or Android).
  1. Capturers open the CaptrID app and sign in
  2. They select the session from their home screen
  3. They choose a person from the roster
  4. They take a photo using the in-app camera or choose from their gallery
  5. The app validates the image (resolution, lighting, blur, face detection)
  6. They submit the photo — it uploads immediately or queues for later if offline
For detailed capturer instructions, see the Capturer Guide.
The mobile app works offline. Photos are queued locally and automatically uploaded when connectivity returns. No photos are lost.

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Step 5: Review and export

Back in the admin portal:
  1. Open your session and go to the Submissions tab
  2. You’ll see all submitted photos with their status
  3. For each photo, you can:
    • Approve — Mark it as the accepted photo for that person
    • Reject — Send it back with a reason (the capturer is notified)
    • Request retake — Ask for a new photo with specific notes
  4. Once you’ve reviewed photos, go to the Export tab to download:
    • CSV with all person data and photo references
    • ZIP with renamed photo files using your filename template
Only one photo per person can be approved at a time. Approving a new photo automatically supersedes the previous one.

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What’s next?

Sync back to Master List

Use ChangeSets to push approved photos and data changes back to your Master List.

Print ID cards

Design card templates and print professional ID cards from your session or Master List.