1, Schools must have a SIMS Photo Batch Licence from capita to do a “Batch Import” you can get this from https://www.capita-sims.co.uk/order-photo-licence. You need to have FULL administrator rights to do a Batch Import.

2, When the licence is emailed to the school, save it somewhere with a short path such as C:/Pictures/School Photos. Do not attempt to open the licence file using any other software packages, as the file may become corrupted and a new license must then be requested.

3, Pop Up Portraits Ltd will supply you with the digital files named with the child’s admission number and sized correctly for the batch import.

4, Select Routines – Pupil (or Student it varies) – Batch Import Photographs - By Admission Numbers. (If when you click on Pupil/Student the first pop out says Bulk Update then you don’t have the admin rights to do the batch import).

5, Select the right criteria to match the photographs. If you matching on class or registration group it is easier to check that the photographs are correct before importing them.

6, Click the Select Folder button (adjacent to the Import From field) then navigate to the location of the stored photos.

7, Click OK to return to the Enter Search Criteria browser, where the Import From field is populated.

8, Click the Search Files button to retrieve the photos. A list of all the photos that are contained within the specified folder and match the search criteria are displayed.

9, If any file has an invalid file format and therefore cannot be imported, the Invalid Photo File Status dialogue is displayed, detailing the File Name and a comment. This information can be saved or printed, if required. Click the Close button to continue with the import.

10, Click any of the file names listed to view a Preview of the photo. If a pupil/student already has a photo attached to their record (eg. from a previous year), the existing image is also displayed so that you can check them.

11, Next you need the licence file. This will be saved as a .Li2 file. Click the Select License File button (adjacent to the Licence File field) to display the Select a Licence file dialogue.

12, Navigate to the location of the licence file. Highlight the file then click the Open button to return to the Batch Photo Import page, where the Licence File field is populated.

13, Now cross your fingers and hope it doesn’t go red!!!!

14, If at this point it does go red, you have one of two problems. The licence file has expired and is out of date, or the path has too many characters and it doesn’t like it. The later is an easy fix, re save it with a reduced length of folder path (i.e place it on the desktop or a USB). If the licence is out of date, you will need to order a new one.

15, Presuming it doesn’t go red, click the button that says Import to attach the photos to the selected pupil/students. Existing photos that are currently attached to a pupil/students record are replaced.

16, You should get a status report.

17, At this point the licence box WILL go red but that is no problem at all.

18, Finally visually check a child to ensure it is correct.

Ta Dah!!!