A Login Portal gives parents and caregivers one clear place to enter their student credentials and open the correct collection. You can create the page in Workspace, customise it with your studio branding and share its URL with each school or centre.
Before creating the page
The Login Portal finds a student collection using the combination of Student User Id and Password created through your importer CSV.
Before sharing the portal, confirm that:
• Each student has both a User ID and Password.
• Every User ID and Password combination is unique across all school and Volume Portrait galleries in your Workspace account.
• The CSV has been processed and the student collections exist.
• Several test credentials open the correct collections.
You normally need only one Login Portal. The same page can direct families to different schools and galleries because Workspace searches for their unique credential combination.
Create the page
In Workspace:
• Open Website.
• Select Website Pages.
• Create a new page.
• Give it a clear name, such as School Photo Login or View Your Photos.
• Choose a short, easy-to-share page address.
Open the page in Page Designer once the basic page details have been saved.
Add the School Login Link widget
In Page Designer, add the School Login Link widget to the main content area of the page.
The widget displays fields for:
• Your Name.
• Your Email Address.
• Student User Id.
• Password.
• Login.
Families enter the Student User ID and Password you supplied. When the combination matches a collection in your account, Workspace opens that student's photographs.
If the School Login Link widget is not available in Page Designer, contact Workspace support to confirm that the Volume Portrait login feature is enabled for your account.
Add clear instructions and branding
Use the page to reassure families that they are in the right place and explain what they need.
Consider adding:
• Your studio logo and business name.
• A simple heading such as View and order your school photos.
• A short instruction telling families to enter the Student User ID and Password supplied by the school, centre or photographer.
• Advice to enter the credentials exactly as shown.
• Your preferred contact details for lost or rejected credentials.
• Any ordering deadline or delivery information that applies broadly.
Keep the login form easy to find, particularly on a phone. Avoid placing long introductions or large images above it.
Publish and copy the page URL
Save your Page Designer changes and publish the page when it is ready. Open the public page and copy its complete URL.
You can:
• Ask the school or centre to distribute the URL with each student's credentials.
• Link to the Login Portal from your own website.
• Use the same portal URL for future schools and galleries.
The portal URL can be shared widely, but the Student User ID and Password should be sent only to the intended family.
Test the complete login journey
Do not share the page based only on how it looks in Page Designer. Test the published page as a parent or caregiver would use it.
• Open the portal in a private or logged-out browser window.
• Test student credentials from the beginning, middle and end of the importer CSV.
• Confirm each login opens only the intended collection.
• Test a student with one image and a student with several images.
• Check a collection containing Class Photos or School Photos.
• Enter an incorrect credential combination and make sure the family is not taken to another student's collection.
• Test the page on both a phone and a computer.
• Confirm the products, packages and shopping cart are available as intended.
If a family cannot log in
First compare the credentials they are entering with the User ID and Password stored for the student collection. Check for spaces, capitalisation and similar-looking characters.
If you change the credentials in Workspace, also update the working importer CSV before it is processed again. A manual collection change does not update the CSV.
After any correction, test the new combination through the actual Login Portal before sending it to the family.
Login Portal checklist
• The School Login Link widget has been added.
• The page clearly identifies your studio.
• The login instructions are brief and easy to understand.
• Every student uses a unique User ID and Password combination.
• The published page works on phones and computers.
• Several real test credentials open the correct collections.
• The public URL has been copied accurately.
• Schools receive the portal URL and families receive their own credentials.
Once the portal is working, you can keep using the same page. New school galleries will become available through it as their unique student collections and credentials are created.
