What if I don’t connect my jobs to Organizations in GotPhoto currently?

You'll need to connect your current jobs to organizations in GotPhoto before integrating with Airstudio. Once the data is integrated, we cannot modify the linked organization on our end. If you choose not to connect your jobs to organizations prior to the Airstudio integration, these jobs will appear as Subject Groups in a newly created organization within Airstudio, labeled 'Non-GotPhoto Organization Jobs'.

How sync runs:

• The first sync. Pulls every contract, job, subject, password, customer, and order. Allow up to 24 hours on a large account.
• Scheduled. Each connected studio is synced about every 12 hours on a rolling schedule that spreads studios through the day. A sync that has run for more than 12 hours is treated as stuck and restarted.
• On demand. The Sync button on the card runs one immediately; the card shows Syncing while it works. A second sync cannot start while one is running.
• Instant pushes. Some Airstudio changes go to GotPhoto without waiting: renaming a subject group, adding subjects to a synced group, changing a subject's or parent's name or email, adding or changing a gallery password, creating an organization or subject group with sync on.
• Pulls wait for the schedule. Anything changed in GotPhoto, and every order, appears in Airstudio on the next sync.
• During a pull, GotPhoto is the source of truth. A student's email edited in GotPhoto overwrites the Airstudio value; edit emails in Airstudio and they are pushed back the other way.

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.

Sync Timing:

• For the initial integration to merge, we run a job that pulls every GotPhoto record and syncs it with Airstudio records. This can take up to 24 hours to fully sync.
• When anything is updated in GotPhoto, it may take hours to reflect in Airstudio.
• When subject group names are edited in Airstudio, the job in GotPhoto is immediately updated with the new name.