The Gotphoto integration keeps the Airstudio in sync with your Gotphoto Ecommerce system. 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 in Airstudio.
Terminology:
GotPhoto contractee = Airstudio organization
GotPhoto job = Airstudio subject group
GotPhoto subject = Airstudio subject
| GotPhoto | Airstudio | Direction | Notes |
|---|---|---|---|
| Contract | 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. |
| 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. |
GotPhoto Picture Day on the subject group is the date sent to GotPhoto's job as its shoot date. It is a calendar date, not a time, and it is sent once when the job is created. GotPhoto requires it, so it cannot be cleared afterwards, and a change in either system is not carried across. It is separate from the group's booking window and from the jobs on the Schedule.
Studios ask why the date in GotPhoto's own screens differs from its API by a day: GotPhoto stores dates in Berlin time. Airstudio sends a bare date precisely so the day never shifts.
Each subject in a synced group has a gallery code. Airstudio generates an 8-character code when it creates the subject in GotPhoto, or uses the one you supply in the GotPhoto Gallery Password field or import column. From the subject group's Subjects tab, the GotPhoto Passwords dialog lets you add another, change one, or remove one; types are Photo, Gallery, Global, Registration Password, and Global Search. The group's Password Source tells GotPhoto how codes were assigned: Manual, QA Code, File Path, or Registration.
GotPhoto's customers are the people it emails about a gallery. On pull, Airstudio matches each customer email to the student or to a parent record, creating parents where needed and consolidating a family's addresses onto one parent. Employees are excluded, so a studio address used as a gallery contact never overwrites a staff login. Organization contacts are legitimate customers and their edits in Airstudio are pushed back.
Orders are pulled on every sync with their full financial breakdown and linked to the student and subject group. They appear on the Billing page, on the organization, the subject group, and the subject, and in dashboard widgets. Payment for orders goes to your GotPhoto account, not Stripe, so they are not in the Payments tab or the Payment Report.
Disable on the card stops all syncing and hides the GotPhoto tabs and columns; data already synced stays. A reset, run by the Airstudio team, removes everything the sync created (organizations, subject groups, subjects, passwords, customers, orders) while keeping the credentials, the package-category jobs, and the holding organization, so a studio can start clean.