Announce

INTRO

This wiki explains how SGP notify Picture Day Contacts (PDCs) and families that student photo galleries are ready online through the "Announce" process. Announcing is essentially how we communicate that photos are ready for viewing and purchasing in student galleries. 

BACKGROUND

Families only pay for the specific prints and products they choose to order. We need to get them into their galleries to view photos and order. Sometimes a school prepays a package for every student, and the family gets to retrieve that package with a discount code. We rely on school communications to help drive awareness of the galleries so that families place their order before the published deadlines on your school Picture Day Page. Below will outline our basic timeline for announcing. 

PRIOR TO ANNOUNCING

• An Email Etiquette Guide is sent to the Picture Day Contact, providing best practices on using galleries and admin tools

DAY OF ANNOUNCING

• On the day published on your school’s Picture Day Page as “Pictures Online & Ready to View” an “Announce Email” goes out to the Picture Day Contact (PDC): 

• If family emails were in the roster, emails with direct gallery links and codes are sent. Some may not receive due to spam filters/firewalls. Families can go to the Picture Day Page, which answers most questions and provides help desk access to retrieve codes.
• If family emails are not provided in the roster, students will receive either a formula-based online access code for their gallery. This code is generated using the first 4 letters of the child's first and last name, along with the school prefix. Instructions on how parents can use this formula to determine their child's access code will be published on the school's Picture Day page. This ensures families can still view their student's gallery online and place orders, even without having received a direct email link. OR they will receive a paper proof. 

AFTER ANNOUNCING

• If we have family emails, email marketing reminders are sent out at specific intervals to any family that has not made a purchase in their gallery.

• We also rely on the school to send out reminders. We've put together a Communication Toolbox that has ready-to-use artwork and messaging for emails, newsletters, social posts - anything you might need to promote Picture Day. 

TROUBLESHOOTING

The most common issues that come up are detailed in the wiki Online Code FAQs. Please read through that for guidance on how to help families get into their galleries.