Subject data is an integral part of the private gallery workflow—it’s what ties the gallery and the PhotoDay Capture mobile app together into a singular experience.
As of 2/26/2026, Subject Data can be used in all job types. Learn more about using Subject Data in Group and Public jobs here.
That said, there are a few things to keep in mind when uploading subject data to your new job:
Each column should have a clear header at the top. This will make mapping your subject data upon import easy and efficient.
Do not include blank header rows or columns. Be sure the rows and columns have data in the cells.
CSV data should not include the following characters, which could introduce errors upon importing: / \ " ' ; :
There are two column headers that are required:
First Name
Last Name
Additional headers that are available to be mapped:
Student ID
Grade
Last Name
First Name
Homeroom
Period
Teacher
School
Email
Email 2
Email 3
Mobile Phone
League
Organization
Instructor
Coach
Division
Sport Type
Team
Event
Other
Other 2
Other 3
Image Name
We've created sample CSV files for you to use as a starting point or guide. Download them by clicking the buttons below.
Mapping Fields During Upload
The mapping step is critical to ensure your data is correctly imported:
During the upload process, use the drop-down selectors at the top of each column to assign the correct headers (e.g.,
First Name,Last Name,Email).Double-check that each column is mapped to the appropriate field before clicking the "Map" button. Incorrect or missing mappings can prevent a successful upload.
Troubleshooting Common Issues
If your data doesn’t populate correctly after uploading, consider the following:
Verify that your column headers match the expected format exactly.
Ensure all required fields are mapped during the upload process.
Check for and remove any restricted characters or blank rows in your CSV file.
Advanced Scenarios: Appending Data to Existing Jobs
If you’ve already created a job and imported subjects from a CSV file, you can add more subjects later using another CSV file:
Upload the additional CSV to the private job. Data will not duplicate as long as unique identifiers (e.g.,
First Name,Last Name,Student ID) remain unchanged.New columns from the subsequent CSV will be appended to the existing records. However, duplicates may occur if unique identifiers are modified or if columns are mapped incorrectly during re-upload.
For more information on importing subject data, check out this helpful article on organizing and uploading your subject data!