How to invite organization admins
The organization (school, league, studio) gets a free Pro Photo Systems admin portal scoped to their own data — they manage their roster, preview galleries, and configure parent comms. This guide walks through inviting the right person and what they get access to.
1.Create the organization record
In your PPS dashboard, go to My Clients → Add Organization. Enter the organization's name, type (School / League / Studio / Dance / Preschool), primary contact, and address. The organization gets its own admin portal scoped to its own data — they never see other organizations' photos, rosters, or parents.
2.Decide on a hierarchy if applicable
If the organization has sub-entities (school district with multiple schools, league with multiple teams), you can create those as child organizations or as cohorts within the parent. League Setup Card walks you through this. Choose the right shape now — it influences how rosters and reports roll up later.
3.Add the admin's email address
In the organization's Admins tab, click Add Admin and enter the email of the person at the organization who should have portal access. Common cases: a school principal, a league registrar, a dance studio owner, a yearbook coordinator. You can invite multiple admins per organization.
4.PPS emails the admin an invite link
Once you click Send Invite, PPS emails the admin a magic-link invitation. The link is unique to them; they click, create a password (or pass through SSO if configured), and land on their organization's scoped admin portal.
5.The admin imports their roster
Inside their portal, the admin can upload their own roster CSV (subjects + parent contacts) so the studio doesn't have to ferry the file. The admin can also adjust rosters between photo days if students transfer in/out.
6.The admin gets preview access to galleries
After photo day, the admin can preview the parent-facing galleries before they go live — useful for verifying that the right kids are in the right galleries, requesting reshoots for blurry photos, or pulling photos that need a reshoot. Admin preview is read-only; they can't edit photos.
7.Configure parent communication preferences
Some organizations want PPS to email parents directly; others want to control all parent communication themselves. The admin can configure this in their portal: opt-in for direct PPS magic-link delivery, or opt-out so the studio has to download a CSV and send through the organization's comms channel.