Using Subject Data in Group and Public Jobs

You can now utilize data management, exporting capabilities, and segmented marketing regardless of the gallery access type. Previously, these features were only available for Private gallery jobs since they rely on individual subject data.

Effective 2/25/26, you now have the option to upload subject data and utilize PhotoDay Capture directly in a Group or Public job.

Any workflows that included creating a separate private job for subject matching are no longer necessary!

Subject data is the term PhotoDay uses for the collection of data used to assist in matching reference photos with individuals in the PhotoDay Capture app, jobs in the Studio Panel, and customer galleries.

Subject data usually takes the form of a CSV file containing basic information such as the individual’s first and last name, as well as other possible identifiers, including basic contact information, school name, organization name, grade level, school ID, or teacher's name. This is often prepared by the school or organization for whom you are taking photos and may need to be specifically requested by you. Check out our CSV Best Practices article that includes sample CSV downloads.

You can also utilize the Registration Forms feature—a job-level form that you can create to collect subject and parent/guardian contact data before picture day. Learn more about Registration Forms.

Group: All customers use the same access code and can view the entire gallery using the search options set on the job (FaceFind, Tags, and/or All Photos). If subject data is utilized, then a customer whose email is associated with a subject will also receive a filtered view to their associated subject(s) photos when viewing the gallery. The group access code is required for initial access.

Public: Same studio and customer functionality as Group jobs (explained above), but can be accessed by a custom job URL without an access code

If you already have the data you need for a job, you can upload the CSV within the Subjects tab. If you'd like use subject data but do not receive it ahead of time, it can be collected onsite via the Capture app or by setting up a Registration Form.
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On Picture Day, you can use the Capture app to take reference photos and/or check subjects in. Learn more about using Capture here

If you have added subject data to your Group or Public job, the left-hand panel of the Photos page of a job will be able to be toggled between Tags and Subjects to manage each independently.

Reference photos assigned to subjects (either via Capture or Registration Forms) will display in the Subjects tab and be used to match images to each subject in the job. Tagged images can still be navigated by all subjects/customers in the job.

When subjects with matched images are present in a Group or Public job, all export types can be used the same way as in Private jobs. Learn more about Exports in this article.

Subjects with email addresses can be utilized for segmented or custom marketing from within the Marketing tab of the job. Subject data (such as grade, team, etc.), can be used to send a flyer to only a certain group of subjects. Those with matched photos will also receive our auto-campaign email reminders.

In a Group or Public job, customers will still access the gallery via the same Job URL or access code.

If the email on a customer’s account matches an email present in the subject data for one or more subjects, we will present this customer with their matched images when they first enter the gallery.

Depending on the search options you offer on the job, they can still use Tags, All Photos, and/or upload their own photo for a FaceFind search. Gallery visitors without an associated subject will just be presented with the search options to locate their images in the gallery.