GotPhoto | Notion

GotPhoto is the gallery and print-sales platform many school studios sell through. The integration keeps the two systems describing the same clients, programs, and students, so a roster you import into Airstudio becomes galleries in GotPhoto, a job you create in GotPhoto becomes a subject group in Airstudio, and every order a family places shows up against the right student here. This page is the complete reference: what syncs, in which direction, where each piece lands in Airstudio, how timing works, and how to set it up.

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The one-line model: GotPhoto contractee = Airstudio organization. GotPhoto job = Airstudio subject group. GotPhoto subject = Airstudio subject. Everything else hangs off those three pairs.

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What syncs

GotPhoto	Airstudio	Direction	Notes
Contractee	Organization	Both, with a limit	Created in either system appears in the other. Edits made in GotPhoto flow to Airstudio; edits made in Airstudio do not flow to GotPhoto, because GotPhoto's API does not accept organization changes. Edit organization details in GotPhoto.
Job	Subject Group	Both	Created in either system appears in the other. A name change in Airstudio is pushed immediately; a name change in GotPhoto arrives on the next sync.
Make-up job	Subject Group marked GotPhoto Make up	Pull	Linked to its parent group; both show the relationship on their Details tab.
Job shoot date	GotPhoto Picture Day on the subject group	Set once, both ways	Pushed when the group is first linked, pulled when the job is first seen. Never updated afterwards, and never cleared. See Picture Day below.
Subject	Subject	Both	Name, address, student ID, group, and institution. Subjects added to a synced group in Airstudio are created in GotPhoto; subjects in GotPhoto are created or matched in Airstudio.
Guest access (password)	GotPhoto Gallery Password on the subject	Both	The code a family types to open their gallery. Created with the subject, editable from the subject group's roster.
Customer	Subject and parent email addresses	Both	The emails GotPhoto notifies about a gallery. On pull they become the subject's email or a parent record; on an email change in Airstudio they are pushed back. Employees are never made customers.
Order	GotPhoto Order	Pull	Order number, status, payment status, amount, tax, net, fees, discounts, coupon, payment method, dates. Linked to the subject and subject group.
Job type	GotPhoto Job Type on the subject group	Push	Chosen when a group is linked; the list comes live from your GotPhoto account.
Password source	GotPhoto Password Source on the subject group	Push	Manual, QA Code, File Path, or Registration.
Jobs under the Airstudio Package Categories contractee	Package Categories (Settings › Packages)	Push	Each package category gets a GotPhoto job so walk-in and non-school bookings get galleries too. Subjects booked under a category are pushed there, without passwords.

What never syncs

Schedule jobs and sessions. Airstudio's jobs (picture days on the Schedule) and the sessions on them are not sent to GotPhoto and nothing in GotPhoto creates them. GotPhoto has one job with one date; Airstudio has many photography days per program with staff and setups. Creating a job in the Airstudio schedule will not create a duplicate in GotPhoto.
Booking windows. A subject group's bookable start and end dates are never read from or written to GotPhoto. A group created by a pull has no booking window until you set one, and until then it is left out of booking campaigns and session reminders.
Organization edits from Airstudio. GotPhoto's API accepts new contractees but not changes.
Deleting gallery passwords. Deleting a password in Airstudio archives it here only; remove it in GotPhoto if it must go.
Order changes. Refunds and fulfilment happen in GotPhoto; Airstudio shows the result.

Where it lands in Airstudio

Page	What you see
Settings › Integrations › GotPhoto	The card: Enabled, Disabled, or Syncing; Configure to enter credentials; Sync to run a sync now; Disable.
Organizations list	A GotPhoto column linking to the contractee in GotPhoto's admin.
Organization › Details	The GotPhoto link and the Sync With GotPhoto switch.
Organization › Billing › GotPhoto Orders	Every order for the organization's students.
Subject Groups list	Make-up jobs show their parent group's name beneath their own.
Subject Group form	Sync With GotPhoto, GotPhoto Job Type, GotPhoto Password Source, GotPhoto Internal Name (pre-filled from the group name), GotPhoto Picture Day, and a GotPhoto Gallery Password column when adding subjects by hand.
Subject Group › Details	The GotPhoto Job link into GotPhoto's admin, the Picture Day, the make-up relationship (parent job or the list of make-ups).
Subject Group › Subjects	A GotPhoto column per student: the gallery login link, a link to the subject in GotPhoto's admin, and the GotPhoto Passwords dialog to view, add, change, or remove gallery codes.
Subject Group › Billing › GotPhoto Orders	Orders for that program.
Subject record	GotPhoto Gallery Password when creating a subject or importing a roster; a Gallery link on the Subject Groups tab once photos exist; a GotPhoto Orders tab.
Session detail	The student's gallery link and GotPhoto admin link.
Settings › Packages › Categories	Each package category's GotPhoto job, job type, password source, and internal name, linking to the Airstudio Package Categories contractee.
Billing › GotPhoto Orders	The studio-wide order list with filters. See Billing › GotPhoto Orders.
Dashboard	Widgets over GotPhoto Orders and GotPhoto Subjects.
Notifications	The `{{ gotphoto_gallery_link }}` and `{{ gotphoto_gallery_password }}` variables on the Session Ticket and any template you add them to.
Client Contact Portal	The school's contacts see the Gallery link beside each student on their Subjects tab.

Setting up

Before you connect

In GotPhoto, make sure every job is attached to a contractee. Airstudio cannot re-parent a job after the first sync; jobs with no contractee land in a holding organization called Non-GotPhoto Organization Jobs, which cannot be deleted.
Do not import organizations or subject groups into Airstudio first. Let the sync create them, then add scheduling details on top. Importing first produces duplicates that have to be merged by hand.
Have your GotPhoto login and your gallery subdomain ready.

Connecting

Open Settings › Integrations and click Configure on the GotPhoto card.
Enter the URL Prefix: just the subdomain, so studio for https://studio.gotphoto.com. This builds every gallery link.