Since its Senior season, we thought it would be a good time to re-visit the integrated way you can track your seniors and their yearbook pictures using your PhotoOne program. This topic is intended for studios that photograph both contract and non-contract senior portraits, and who track and deliver individual yearbook photos to the school.
This method was adapted based on a studio’s workflow that did over 50 high school senior contracts. This same system can be adapted for anyone who photographs 1 or 1 million seniors.
In your everyday routine in PhotoOne, you are already capturing the customer data including students name and the school that the student attends. The school is designated by the Business Type, example, Amherst High School class of 2010 would have a Business Type of 10AHS.
Hint: Start adding your Business Types now for 2010 seniors, and if you already have Senior Business types from last year, PhotoOne gives you an easy, fast way to clone last years business types into this years business types.
Now, when you photograph the student, you start a Session Order in PhotoOne. On the Order Pose tab there is a spot specially designed to track the yearbook pose once the student makes their choice.
This will accomplish a variety of tasks.
1. It will print a Yearbook Label along with the Negative Labels for the order writer to pull the correct pose. If you are digital, you could just print a Yearbook Label if you need one, or just disregard label printing altogether.
2. It will print the Yearbook Pose choice on the Customer Invoice.
3. It will list this pose choice on reports to aid in gathering yearbook pictures at deadline time.
Here are our suggested instructions:
Where to put Yearbook Pose Choice.
If the student is placing an order at the same time as making their yearbook choice, add an order and base it on an existing Session Order (info on the types of orders you can use in PhotoOne) then:
Go to Poses tab on the order.
In the Yearbook Pose box type in the YB Pose they chose.
Go back to the Items Ordered tab and add the other items they are purchasing
Now a Yearbook Label will print along with the Negative Labels
If the student is not ordering anything other than a Yearbook pose, follow these additional steps:
Edit the Session Order, click on Additional Info tab.
At the Yearbook Only options, select Yes.
Print the invoice and the Yearbook Pose choice will print in a box at the top the of Invoice.
To print a Yearbook label, click the Labels button and select Yearbook Label Yearbook Glossy and other Senior Reports
There is a comprehensive report to use when collecting, printing and delivering Yearbook Glossies.
Go to Reports / Senior / Glossy Ready List
Input the Business Type you desire. This report can give you all Customers or Prospects, or it can give you both. The report will show for each student their name, customer number, order number, order date (if they placed an order, if they are only getting YB pose, there is no order date), it shows you if it is YB only, the Glossy status, the YB Pose choice and 2 letter Status of where the order as of the report date.
Students with NP status have not been photographed. If a student has MS status, go to that student file and check out why there is missing information (MS). Periodically, a customer may accidentally have an order started even if they were not photographed and there will be no date information here. If this is truly not an order and there is no cash receipt here, this order should be deleted and the student should be returned to Prospect to make your reporting correct.
Go to Reports / Senior / Yearbook Only Report
This report will list any student that has selected to not place and order, so their session order was marked as Yearbook Only.
Go to Reports / Senior / Student Status Report
This report is very similar to the Glossy Ready List but at the end of the report, it includes a summary of this Business Type including Total # of Students, Total Photographed, Total Not Photographed, Total YB Only and Total Orders placed.
Now is the best time to get your staff comfortable with this process that is sure to save you time and money. We suggest you print out these basic instructions and allow you and your staff to practice before your senior sessions come in for the class of 2010.
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Thanks Julie