Photos

The Photos page is your end-to-end tool for taking team photos at the venue, assigning them to the right customer, applying a branded overlay, and emailing the result. Public bookings (one shared slot with multiple group reservations) get a dedicated assignment flow so a single photo can land on every party in the slot at once.

Getting started

Navigate to Photos from the sidebar to open the photo gallery for today.

How it works

Each photo lives on the day it was taken. Use the date navigator at the top to move between days. Below the toolbar, photos are laid out as cards, with any assigned parties or participants listed underneath each card so you can email, manage, or remove an assignment in place.

To attach a photo to a customer, open the Assign photo drawer. The drawer has three modes:

Each assignment shows up as a row under the photo with a thumbnail, the party or participant details, a sent badge so you can see who has already been emailed, and a three-dot menu for emailing, opening the event, managing the team name, or removing the assignment.

Step-by-step guide

Browse photos by date

1. Open Photos
2. Use the date navigator at the top of the toolbar to move between days. Use the previous and next arrows, the today button, or the date picker
3. Photos for the selected day appear in the grid below the toolbar
4. The empty state ("No photos taken yet today") appears when no photos exist for the selected day

Take a new photo

1. Click the Take photo button at the top-left of the toolbar (icon-only on mobile)
2. Your device opens its camera (or, on devices that don't support direct capture, the photo library)
3. Take or pick the photo
4. The new photo appears in the gallery for today

Review a photo before it is saved

With Review photos before saving turned on in Photo settings > Settings tab, a photo does not save as soon as it is taken. It opens first in a Review photo panel, so you can check it while the group is still together.

1. Take or pick a photo as above
2. The Review photo panel opens with the photo. On this page no overlay is selected yet; pick one from the Overlay dropdown if you want it on the photo
3. With an overlay on the photo, drag, resize, nudge, hide or reorder its layers exactly as in Adjust overlay. Reset to overlay puts them back
4. Click Use photo to upload it and save it with what you see, or Retake to discard it and open the camera or picker again
5. Closing the panel discards the photo as well

Nothing is uploaded until you click Use photo. If you pick an overlay and leave the layers alone, the photo saves exactly as it would without the review.

Take a photo with the live overlay camera

With Camera set to Live overlay camera in Photo settings > Settings tab, Take photo opens a camera view inside the console instead of the device's own camera. The overlay is drawn over the live picture, scaled and placed exactly as it will be on the saved photo, so you can line the group up around it before you press the shutter. When the selected overlay has Crop photo to overlay turned on in its design, the parts of the picture that will be cut away are dimmed, and the overlay fills the clear area in the middle.

1. Click Take photo. The first time, the browser asks for permission to use the camera
2. Pick an overlay from the Overlay dropdown at the top (in the column on the right when the device is sideways). On this page nothing is selected yet; in the event trackers the overlay your automation rule picks is already in place
3. Frame the group around the overlay. The round arrows button next to the shutter (to its left, or above it when the device is sideways) switches between the back and front camera
4. Press the shutter. With Review photos before saving on, the Review photo panel opens with that overlay in place; with it off, the photo uploads and the overlay is applied straight away
5. For a shot that needs flash or zoom, click Use system camera (bottom right, or under the shutter when the device is sideways). The device camera or picker opens and the photo follows the usual path

Devices that cannot share their camera with the browser (some in app browsers) open the system camera even when the setting is on. The live view has no flash, zoom or lens controls; those stay with the system camera.

On phones and tablets the camera fills the whole screen. Turn the device sideways for the widest picture: the overlay dropdown, the switch camera button, the shutter and Use system camera move into a column on the right, and the picture takes the rest of the screen. On a computer with a wide browser window, the camera opens in a panel on the right side of the page.

On Android phones and tablets, opening the camera also hides the browser's address bar and the status bar, so the picture gets nearly the whole screen. The browser shows a short note on how to exit each time. Swiping back leaves this full screen mode and keeps the camera open; closing the camera leaves it too. iPhones don't let web pages hide the browser bars, so on an iPhone the camera fills the screen below the address bar.

Assign a photo to a booking party

1. Find the photo in the gallery and click its Assign photo link
2. The Assign photo drawer opens on the right with the photo as a thumbnail in the header
3. Set the segmented toggle to Booking party
4. The Bookings list loads for the selected day. Each row shows:

• For a regular (private) booking: customer name, order number, group size
• For a public master (a shared slot with multiple parties): the label "All parties on public slot" plus a count (e.g., "3 parties")
• For a public child (one party on a shared slot): purchaser first name, last name, order number, and group size, indented under its master

1. Use the show / hide unbooked slots toggle at the bottom of the list to expand or collapse rows that aren't actively booked
2. Click the booking you want to assign:

• Selecting a public master fans the photo out to every child party on that slot in one action
• Selecting a child assigns the photo to that one party only
• Selecting a private booking assigns the photo to that single party

1. Click Assign photo at the bottom of the drawer

The assignment appears as a row under the photo as soon as it saves.

Assign a photo to a completed event

1. Open the Assign photo drawer on a photo
2. Switch the segmented toggle to Completed event
3. The Events list shows every event finished on the selected day. Each row shows the event name, time, and the host who ran it
4. Click the event you want
5. Click Assign photo

If no events have been completed for the day, the empty state reads "No finished events yet for this day. End the event from the game tracker, then assign."

Assign a photo to specific participants

Open the Assign photo drawer on a photo and switch the segmented toggle to Participants. Pick a sub-mode:

Each added participant appears in the list below with their avatar, name, and email; use the remove icon to drop a participant before saving. The empty state ("No participants added yet") appears until you add at least one. Click Assign photo when you're ready.

Email a photo (or several) to customers

1. Find the assignee row under a photo
2. Open the three-dot menu and click Email
3. The Email photo drawer opens (title becomes Email photos if more than one is queued)
4. The header shows a thumbnail of the photo (or participant avatar)
5. Photos section: a grid of photo thumbnails with checkbox selection. The counter at the top reads "[N] of [M] photos selected." Add or remove photos from the queue here before sending
6. Recipients section: a list of every customer linked to the booking, each with their avatar, name, and email

• The purchaser's email is pre-selected and badged Purchaser
• For each recipient, additional context is shown when available: the order number (· #1234) and purchaser name
• Use the Add another person form at the bottom to attach a new recipient by customer lookup or by typing in a new first name, last name, email, and optional phone, then click Add to booking

1. If no waivers have been signed yet on the booking, the empty state reads "No waivers signed yet"
2. Click Send email at the bottom

The send button is disabled if no photos are selected. The sent state is recorded per child transaction, so on a public booking each party's row shows its own accurate sent badge.

Apply an overlay to a photo

1. On any photo card, use the Overlay dropdown below the assignee rows
2. Pick an overlay from your library
3. The overlay renders on the photo immediately
4. Click the Clear overlay icon (the X beside the dropdown) to revert to the original photo

Overlays are applied non-destructively. Switching or clearing the overlay never changes the original capture. The overlay keeps its proportions: on a photo whose shape differs from the overlay's aspect ratio it is scaled to fit and centered, never stretched. An overlay with Crop photo to overlay turned on in its design does the opposite: the saved photo is cut to the overlay's shape, keeping the center, so the overlay covers the whole image. Clearing it or switching to an uncropped overlay brings the full photo back, because the original capture is always kept.

Adjust an overlay on one photo

Use this when the overlay design does not quite fit a particular shot, for example a badge that lands on someone's face or a name that should sit beside the group. The adjustment belongs to that one photo; the overlay itself is unchanged.

1. On a photo card that has an overlay, click the Adjust overlay icon (the pencil beside the dropdown)
2. The photo opens in a side panel with the overlay layers drawn on top of it, exactly as they will be saved
3. Drag a layer to move it, or drag a corner handle to resize it. Text keeps its proportions while resizing
4. Use the arrow keys to nudge the selected layer one step at a time; hold Shift for larger steps
5. Click the eye icon on a layer in the Layers list to hide it on this photo, and click it again to bring it back
6. Drag the handle on a layer row to change which layer sits in front. The top of the list is the frontmost layer
7. Click Apply to save the photo with the adjusted layers, or Cancel to leave it as it was

Reset to overlay puts every layer back where the overlay design has it and shows every hidden layer. Reopening Adjust overlay later shows the layers where you left them, so you can keep refining.

Tip: Configure auto-apply rules on overlays themselves (in Photo settings) so a photo taken during a specific event automatically gets the right overlay without manual selection.

Manage the team name on a booking

1. Open the three-dot menu on the assignee row under a photo
2. Click Manage team name
3. Update the team name in the modal
4. Save

Team names show up in the photo overlay (when the overlay uses the [Team Name] dynamic variable) and on the event details page.

View event details from a photo

1. Open the three-dot menu on the assignee row under a photo
2. Click View event details
3. The event details page opens with the live game-tracker session, completion times, photos, and notes

This option is only shown when the booking has a linked game-tracker session and you have permission to open it.

Remove an assignment

1. Open the three-dot menu on the assignee row under a photo
2. Click Remove assignment
3. Confirm
4. The assignee row disappears. The photo stays in the gallery, and any other assignments to other parties remain intact

Download or delete a photo

1. On the photo card header, click the Download photo icon to save the original to your device
2. Click the Delete photo icon to remove the photo entirely
3. If your group has Require confirmation before deleting a photo turned on (Photo settings > Settings tab), a Delete photo? prompt appears warning the action can't be undone; accept to remove the photo. If the setting is off, the photo deletes immediately
4. The success message reads "Photo has been deleted"

Deletion is permanent. Use Remove assignment instead if you only want to detach the photo from a single party. Turn on the confirmation setting per location if accidental deletions on touch devices are a concern.

Download every photo from a day

1. Use the date navigator to open the day you want
2. Click the download icon to the right of the Today button. Hover over it to see how many photos it covers and, once the gallery has finished loading, their combined size
3. The button shows a running count (for example "12 of 40") while the photos are packed
4. A zip file named after the day (for example photos-2026-08-15.zip) is saved to your device

Each file inside the zip is named with the date, the time it was taken, and a photo number, so the files sort in the order they were taken. A photo with an overlay applied is downloaded with the overlay, the same as the per-photo Download photo icon.

Very busy days are split into several zip files of up to 200 MB each, named part1, part2, and so on. A dialog tells you the total size and how many files to expect before the download starts. If a photo cannot be fetched it is left out and a message tells you how many were skipped; the rest still download.

The icon is greyed out while the day is loading and when the day has no photos.

Reference

Toolbar

Photo card

Assignee row

Assign photo drawer

Email photo drawer

Empty states

Good to know

• Public bookings fan out one assignment to every party on the shared slot when you select the master row in the Assign photo drawer. To reach a single party only, select the indented child row instead.
• The sent badge is tracked per child transaction so each party on a public booking sees its own accurate state. There is no rolled-up "all parties emailed" indicator on the master row.
• Overlays are applied non-destructively. Clearing or swapping an overlay never changes the original photo. The original is always recoverable.
• An adjustment made with Adjust overlay is tied to that photo and that overlay. Setting a team name later re-applies the overlay with your adjusted positions, not the original design. Choosing a different overlay or clearing it on an adjusted photo asks you to confirm first, because the adjustment is discarded.
• The same Adjust overlay panel is available in the Event tracker when you open a photo on a booking, and on the Photos step of the advanced event tracker.
• Photos can be captured directly from this page with Take photo, or uploaded from the Photos step of the advanced event tracker during a live session.
• Review photos before saving (Photo settings) applies here and in both event trackers. In the trackers the review opens with the overlay the automation rule would have applied already selected, so accepting without changes gives the same result as not reviewing.
• The Camera setting (Photo settings) applies to this page and both event trackers. The live overlay camera captures at the camera stream's resolution, which can be lower than the device camera's own photos, and has no flash; the Use system camera link inside it is there for those shots. On phones and tablets the live camera fills the screen, and on Android it also hides the browser bars until it closes.
• In the Review photo panel and in Adjust overlay, the dashed outline marks the overlay's designed area. A layer dragged outside it still lands on the saved photo where you put it. For an overlay with Crop photo to overlay on, both panels show only the area that will be kept, and a layer cannot be placed outside it.
• The Email automation must be enabled for the photo email flow to work. The yellow alert at the top of the page tells you when it's not active and points you to the settings.
• The team name set with Manage team name flows into any overlay using the [Team Name] dynamic variable.
• Emailing a photo needs at least one recipient with an email address. Recipients come from the people who signed a waiver on the booking. If none of them has an email, the send stops with a "No one to email" message; add an email to a player, or add a recipient with Add another person in the Email photo drawer.
• The Remove assignment action does not delete the photo. Only the link between the photo and that one party is removed.
• The grid is responsive: three columns on large screens, two on medium, single column on small.
• Download all packs the photos on your device, so it works best on a laptop or desktop for very busy days. Days over 200 MB arrive as several zip files so that tablets and phones can handle them too.

FAQ

Q: A customer is part of a public booking. Why does the master row look different from a regular booking?

A: Public bookings are shared time slots that multiple parties can book. The master row represents the slot itself and shows "All parties on public slot · [N] parties". Selecting the master fans the photo out to every party. The indented child rows underneath represent each individual party, identified by purchaser name and order number. Selecting a child assigns the photo to that one party only.

Q: I assigned a photo to a public master. Did each party get a separate copy?

A: Each party's transaction has its own assignment of the photo, so each party shows up as its own row under the photo with its own sent badge. They share the same image.

Q: Can customers download their own photos?

A: Photos are emailed to customers from this page. The email contains the photo, which they can save. There is no self-service download portal for customers today.

Q: Can I download all the photos from one day at once?

A: Yes. Open the day in the date navigator and click the download icon next to Today. Every photo on that day is saved as one zip file, or as several files of up to 200 MB each on very busy days.

Q: I emailed the master party but only one child shows as sent. Why?

A: Sent state is tracked per child transaction by design. If you emailed only one party, only that party's row shows the sent badge. To email every party at once, open each child's three-dot menu in turn or, more efficiently, open the drawer on the master and select all participants.

Q: What image formats are supported?

A: Standard formats including JPG and PNG. The Take photo button uses your device's native camera or photo library, so any format your device produces can be uploaded.

Q: Can I take photos without assigning them to anyone?

A: Yes. Photos exist in the gallery unassigned until you open Assign photo on them. Assign at any later time.

Q: Can I see the overlay on the photo before it is saved, so I can retake it?

A: Yes, two ways. Set Camera to Live overlay camera under Photo settings > Settings tab to see the overlay on the live camera view while you frame the shot. Turn on Review photos before saving to open every shot in the Review photo panel before it saves, where you can pick an overlay, adjust its layers, retake, or click Use photo. Both work together.

Q: The live camera covers my whole screen. How do I get back to the page?

A: Tap the X in the top right corner of the camera. On Android, swiping back first leaves full screen mode (the browser bars come back) while the camera stays open, so you can keep shooting or close it with the X.

Q: Why doesn't the live overlay camera have flash or zoom?

A: The live view uses the camera picture the browser can share, which does not include the device's flash, zoom or lens controls. Click Use system camera inside the view for that shot; the photo you take there follows the usual path, including the review if it is on.

Q: Can I move the overlay on one photo without changing the overlay for everyone?

A: Yes. Click the pencil beside the Overlay dropdown on that photo, move, resize or hide the layers, and click Apply. Only that photo changes. To change the design for every future photo, edit the overlay in Photo settings.

Q: I adjusted an overlay and then picked a different one. Where did my adjustment go?

A: An adjustment belongs to the overlay it was made on, so switching overlays starts from the new overlay's design. The confirmation prompt warns you before this happens. Re-select the original overlay and adjust it again if you need it back.

Q: Where do I create overlays?

A: Overlays are managed in Photo settings. See the Photo overlays article for the full canvas editor.

Q: Why is the Email warning showing at the top?

A: Your photo email automation isn't enabled yet. Open Emails > Email automation to activate the Photo email trigger. Once active, the warning disappears.