Photo ordering for school and kindergarten shoots

School photo ordering online — without collecting cash

A school shoot does not end when the camera goes back into its bag. Families still need to choose, orders need to be recorded and payments need to be tracked. Képesbolt brings these steps together in your own online gallery. Parents choose products and submit their orders themselves. With online payment configured, teachers do not have to collect envelopes of money. You remain responsible for producing the photographs and arranging delivery: this is ordering software for your photography business, not a print lab or school administration service.

Try it as a photographer Open the kindergarten demo

A parent selecting school photographs in an online gallery on a tablet

What happens after a school photo shoot?

Turn finished images into a shoppable gallery

Upload your finished photographs in the browser, or connect your own Google Drive folder on the Profi plan. Create a gallery, attach prints, digital photos or photo gifts, and set your prices. Parents see your actual offer beside the photographs, with a cart and checkout, rather than an ordinary folder of downloadable files. Before sharing anything, check the products, access settings and ordering conditions against the workflow you agreed with the school. You decide which images and products to publish.

Families choose at home

Share the link with parents or the school's contact person. Families can browse on a phone or computer without creating a photographer account. They choose a photo, an available product and a quantity; one photo can be ordered in different formats. A per-photo comment can accompany a request. You receive the selection in one consistent order rather than assembling it from separate messages, screenshots and paper forms. A gallery password or email entry gate may still be required if you enabled one.

Prepare fulfilment from the orders

Orders appear in your photographer dashboard with the selected items and payment state. Confirmation emails explain the next steps to the buyer. You can filter the orders, review a printable version and prepare production through the lab export. Képesbolt does not print or pack the photos. You choose your lab, check the finished work and arrange delivery or collection. If the school helps distribute packages, that remains a separate practical agreement, not something the software performs on your behalf.

Organise classes and help parents find the right photos

Galleries and gallery groups

Keep a separate gallery for each class or kindergarten group, within your plan limits, and organise several galleries under an institution's gallery group. Each gallery can have its own products, access settings and deadlines. This makes a large assignment easier to organise and orders easier to filter. A gallery group is an organisational feature, not identity verification. A shared gallery still contains the images permitted by that gallery's access rules; grouping alone does not create a private account for each child.

Reviewed photo groups

Inside a gallery, select photos into groups, choose a cover and publish the reviewed group selector separately. A parent can choose a starting photo and jump to its position in the gallery. This does not hide the remaining photos or grant exclusive access to one child's images. Optional face-assisted suggestions require separate owner activation and the required prior declarations. The photographer must check the result before publication: an unreviewed suggestion does not automatically become part of the customer-facing gallery.

Parents pay your business, with your invoicing setup

No school cash collection for online orders

On the Profi plan, connect your own Barion, SimplePay or Stripe account. Parents pay through your configured payment provider, rather than handing money to the school. Bank transfer and cash can also be offered, but these methods need your own payment instructions and checks. If avoiding school cash collection is the priority, agree who handles each available payment method before publishing the gallery. Provider approval, transaction fees and account terms remain separate from the Képesbolt subscription.

Documents issued by your business

Connect your own Billingo or Számlázz.hu account on Profi. Depending on your document rules and payment flow, the system creates the relevant document through that account. Checkout supplies the buyer details, avoiding another round of transcription by a teacher or administrator. You remain the seller and issuer. The software does not choose your tax treatment or guarantee that your business settings are legally appropriate. Check your provider configuration and the buyer-facing information before opening ordering for a real school assignment.

What does the school gain?

Less order administration

Parents enter what they want themselves, so teachers do not need to copy product quantities from paper forms or collect payment for orders paid directly to you. A school may still help circulate the link and practical information, while order enquiries belong with the photographer. Physical handover is not eliminated by online ordering: printed photographs must still reach the families. Decide whether you deliver, offer collection or arrange school distribution, and explain that process clearly before the deadline.

A clear offer and ordering window

Profi supports ordering deadlines and configurable deadline display. Parents can see the applicable offer and conditions in the gallery instead of relying on an old paper price list. A later shoot can use different prices without rewriting previously submitted orders. Képesbolt does not promise school commission accounting or automatic payouts to institutions. Any commercial arrangement you make with a school needs to be managed separately. The ordering software helps keep your customer orders consistent, not replace every part of the relationship with the institution.

Access and privacy: choose the controls you need

Gallery-level access controls

Configure a gallery password, email entry gate, viewing period and search-engine exclusion. A gallery password belongs to that gallery, not automatically to a single child, so you must decide how links and access details are shared. A noindex instruction is not password protection. You are responsible for the legal basis, information and permissions needed for photographing people and sharing their images. Document templates can support that work, but they are not personalised legal advice and do not establish consent for you.

Previews are separate from purchased originals

The gallery shows previews, with watermark and additional display-protection options. No website can provide complete copying protection: an image on a screen can still be photographed. Digital products are delivered through the order fulfilment flow to an entitled buyer, rather than exposing an original file through the gallery. Before sharing a link, inspect the customer experience, the visible products and the configured protection. Keep your retention, access and customer communications aligned with the process you described to the school and families.

A checklist for your next school assignment

Agree the information, access distribution, payment methods and handover arrangements with the institution before the shoot.
Upload finished photos and organise galleries and gallery groups around the way you manage the assignment.
Attach the offer, verify your own payment and invoicing connections, and configure the appropriate deadlines.
Check the customer experience and access settings before sharing the link; families order in their browser.
Review the incoming orders in your dashboard and prepare production and the agreed delivery or collection process.

School photo ordering FAQ

Do parents need an account?

They do not need a photographer account to order. A configured gallery password, email entry gate and the buyer details required by checkout may still be necessary.

Can we avoid school cash collection?

Yes, when parents pay the photographer directly, for example through the connected online payment provider. Any cash or bank-transfer options need their own agreed handling process.

Can I create one gallery per class?

Yes, within your plan's gallery limit. Organise galleries into an institution's gallery group and configure products and access separately for each gallery.

Does a photo group restrict access to one child's photos?

No. It helps navigation; it is not per-person access protection. Other photos allowed by the gallery's access settings remain available.

Who invoices the parents?

Your photography business does. On Profi, your own Billingo or Számlázz.hu connection can automate documents according to the configured payment and document rules.

Does Képesbolt print and distribute the photos?

No. It helps with ordering and fulfilment preparation. The photographer arranges the lab, production and physical handover.

Can I try the process without registering?

Yes. The kindergarten demo takes you from gallery to checkout without creating a real order, payment or customer email.

How do I start as a photographer?

Register and confirm your email address. A card-free 7-day Profi trial then starts. Without a separate subscription, Free plan limits apply after the trial.

Explore the process before your next shoot

Start with the kindergarten demo, then create your own photographer account. Explore the family's ordering journey without a real purchase and configure your own offer and access controls in the photographer dashboard.

Try it as a photographer Pricing and plans