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:
| Mode | When to use it |
|---|---|
| Booking party | Pick a booking from the day. For public bookings (shared slots), the master row fans the photo out to every child party at once; child rows assign to a single party |
| Completed event | Pick a completed event (game-tracker session). Useful when you want to attach a photo to the event itself rather than a specific party |
| Participants | Add one or more individual participants to the photo, either by looking up an existing customer or by adding a new one |
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
- Open Photos
- 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
- Photos for the selected day appear in the grid below the toolbar
- The empty state ("No photos taken yet today") appears when no photos exist for the selected day
Take a new photo
- Click the Take photo button at the top-left of the toolbar (icon-only on mobile)
- Your device opens its camera (or, on devices that don't support direct capture, the photo library)
- Take or pick the photo
- The new photo appears in the gallery for today
Assign a photo to a booking party
- Find the photo in the gallery and click its Assign photo link
- The Assign photo drawer opens on the right with the photo as a thumbnail in the header
- Set the segmented toggle to Booking party
- 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
- Use the show / hide unbooked slots toggle at the bottom of the list to expand or collapse rows that aren't actively booked
- 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
- 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
- Open the Assign photo drawer on a photo
- Switch the segmented toggle to Completed event
- The Events list shows every event finished on the selected day. Each row shows the event name, time, and the host who ran it
- Click the event you want
- 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:
| Sub-mode | Behavior |
|---|---|
| Existing customer | Search for a customer by name or email in the autocomplete and click Add |
| New customer | Fill in First name, Last name, Email, and optional Phone, then click Add customer |
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
- Find the assignee row under a photo
- Open the three-dot menu and click Email
- The Email photo drawer opens (title becomes Email photos if more than one is queued)
- The header shows a thumbnail of the photo (or participant avatar)
- 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
- 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
- If no waivers have been signed yet on the booking, the empty state reads "No waivers signed yet"
- 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
- On any photo card, scroll to the Overlays section and use the Select overlay dropdown
- Pick an overlay from your library
- The overlay renders on the photo immediately
- Click Clear overlay to revert to the original photo
Overlays are applied non-destructively. Switching or clearing the overlay never changes the original capture.
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
- Open the three-dot menu on the assignee row under a photo
- Click Manage team name
- Update the team name in the modal
- 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
- Open the three-dot menu on the assignee row under a photo
- Click View event details
- 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
- Open the three-dot menu on the assignee row under a photo
- Click Remove assignment
- Confirm
- The assignee row disappears. The photo stays in the gallery, and any other assignments to other parties remain intact
Download or delete a photo
- On the photo card header, click the Download photo icon to save the original to your device
- Click the Delete photo icon to remove the photo entirely
- Confirm the prompt
- 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.
Reference
Toolbar
| Element | Purpose |
|---|---|
| Take photo | Opens the device camera or photo library to add a new photo to today |
| Date navigator | Previous / Next arrows, Today button, and a date picker for jumping to any day |
| Email warning alert | "You don't have the automated photo email type activated. Please go to settings to activate the photo email." Shown until the photo email automation is enabled |
Photo card
| Element | Description |
|---|---|
| Header timestamp | Day of week, date, and time the photo was taken |
| Download photo | Icon button at the card top right to save the original |
| Delete photo | Icon button at the card top right to delete the photo |
| Assign photo link | Opens the Assign photo drawer for this photo |
| Assignee rows | One row per assigned party / event / participant (see below) |
| Overlays section | Select overlay dropdown plus a Clear overlay button |
Assignee row
| Element | Description |
|---|---|
| Thumbnail | Event image or participant avatar |
| Party details | For private bookings: customer name and order number. For public masters: "All parties on public slot · [N] parties". For public children: purchaser first and last name, order number, group size |
| Sent badge | Sent x[N] (success) when the photo has been emailed to that party at least once, or Not sent when not yet emailed. Sent state is tracked per child transaction |
| Kebab menu | Email, View event details, Manage team name, Remove assignment (each shown when applicable) |
Assign photo drawer
| Section | Purpose |
|---|---|
| Title-prefix slot | Thumbnail of the photo being assigned, shown in the drawer header |
| Mode toggle | Segmented toggle with Booking party, Completed event, Participants |
| Booking party list | All bookings on the selected day. Public masters fan out, children indent under their master |
| Show / hide unbooked slots | Toggle at the bottom of the bookings list to include or exclude unbooked slots |
| Completed event list | Events finished today, with name, time, and host |
| Participants picker | Sub-toggle for Existing customer (autocomplete + Add) or New customer (form + Add customer) |
| Footer | Cancel and Assign photo. Assign photo is disabled in Participants mode until at least one participant is added |
Email photo drawer
| Section | Purpose |
|---|---|
| Title-prefix slot | Photo thumbnail in the drawer header |
| Photos | Grid of photo thumbnails with checkbox selection plus a "[N] of [M] photos selected" counter |
| Recipients | Every customer linked to the booking, with the purchaser badged Purchaser and additional context (order number, purchaser name) where applicable |
| Add another person | Form to attach a recipient by customer lookup or by typing a new first name, last name, email, and optional phone |
| Footer | Cancel and Send email. Send email is disabled until at least one photo is selected |
Empty states
| Where | Copy |
|---|---|
| Photo gallery | "No photos taken yet today" |
| Assign drawer (Booking party) | "No bookings on this day" |
| Assign drawer (Completed event) | "No finished events yet for this day. End the event from the game tracker, then assign." |
| Assign drawer (Participants) | "No participants added yet" |
| Email drawer (Recipients) | "No waivers signed yet" |
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.
- Photos can be captured directly from this page with Take photo, or uploaded from the Photos step of the advanced game tracker during a live session.
- 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. - 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.
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: 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: 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.