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Photo verification helps you quickly confirm the identity of adults picking up children. When an authorized adult’s photo is on file, you can visually verify their identity during pickup, adding an extra layer of security beyond phone verification. Staff profile showing photo verification and certification management

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Why photos matter

  • Faster pickups: Verify identity at a glance
  • Enhanced security: Prevent unauthorized pickups by visually confirming the adult
  • Backup identification: When parents forget their phone or it is not working
  • Compliance: Visual verification supports licensing requirements

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Adding photos during child registration

1

Fill out child information

Enter first name, last name, age group, and date of birth.
2

Add primary contact details

Enter first name, last name, phone number, and relationship.
3

Upload photo (recommended)

Click “Choose file” or drag and drop. Select a clear photo of the adult’s face. The photo should be well-lit, in focus, recent (taken within last year), showing the full face clearly, and under 5MB. Accepted formats: JPG, PNG, WEBP.
4

Click Add to Roster

Both child and adult are registered and the photo is securely stored.

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Adding photos to existing adults

1

Open Child Roster Management

Navigate to the Attendance section and click Manage Roster.
2

Select the child

Find the child in the list and click their name to view details.
3

Find the authorized adult

Look for the adult in the “Authorized Adults” section. Click the edit button (pencil icon) next to their name.
4

Upload or update photo

In the edit dialog, find the “Photo” section. Click “Choose file” to upload a new photo, or click “Remove” to delete the current one.
5

Save changes

Click Save Changes. The photo is now available for verification.

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Viewing photo coverage

The Photo Coverage Widget shows how many authorized adults have photos on file.
CoverageColorStatus
70%+GreenExcellent coverage
50-69%OrangeGood coverage — keep improving
Below 50%RedLow coverage — consider requesting photos
You can find this widget on the dashboard and in Roster Management.

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Using photos during pickup

Photo verification during pickup must be enabled by your facility administrator in Settings. If you don’t see the photo verification step during pickup, it may be disabled for your facility.
1

Start the pickup process

Scan the child’s QR code or search for the child.
2

Parent enters their phone number

The system verifies the adult’s identity.
3

Visually verify the photo

The system shows the adult’s photo (if enabled and available). Confirm the person matches the photo.
4

Complete sign-out

If verification passes, complete the sign-out.

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If the photo doesn’t match

  • Politely ask for government-issued ID
  • Check ID against the name in the system
  • If there is a concern, use manual override with detailed notes
  • Notify the facility director about the mismatch

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Best practices

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Taking good photos

  • Use natural lighting or good indoor lighting
  • Ensure the face is clearly visible
  • Avoid sunglasses or hats that obscure the face
  • Take the photo straight-on, not at an angle
  • Ensure the photo is recent (within last year)

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Encouraging photo upload

Approach parents positively:
  • “To help us serve you faster during pickup, we’re collecting photos of authorized adults.”
  • “Photos help us keep your child safe by confirming identity at pickup.”
  • “It’s completely optional, but we recommend it for quicker pickups.”

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When parents decline

  • Respect their decision
  • Document that the photo was offered and declined
  • Continue using phone verification as the primary method

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Troubleshooting

Check the file size (must be under 5MB) and format (JPG, PNG, or WEBP only). If the upload errors, check your internet connection and retry.
The photo may still be uploading. Refresh the page. Contact support if the issue persists.
If the photo is too dark or blurry, request a new one. Edit the adult record and upload a replacement — the old photo is automatically replaced.
No. Photos are recommended but optional. Phone verification remains the primary method.
Currently, photos are uploaded by staff during registration. Parent self-service may be added in the future.
Update their photo in the system. Edit the adult record and upload a new recent photo.

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Privacy

  • Photos are stored securely in the system
  • Only staff at your facility can view photos
  • Photos are used solely for pickup verification
  • Parents can request photo removal at any time