The Admin / Owner role is the highest-permission role in Captura Workflow, the heart of the Captura connected ecosystem.

This role acts as the studio’s system owner and final authority, with full visibility and control across financials, staff access, production workflows, and global studio configuration.

It should be assigned intentionally and sparingly—typically to owners, partners, or a trusted operations lead.

Why this matters

Admin permissions protect your studio’s revenue, data, and reputation. Used correctly, they reduce risk and eliminate bottlenecks. Used too broadly, they introduce costly mistakes.

Admin access exists to:

• Protect financial data and payouts

• Maintain clean system structure

• Resolve edge cases quickly

• Make confident, studio-wide decisions

This role is not about day-to-day clicking—it’s about oversight, authority, and accountability.

These permissions should be limited to owners and top-level administrators.

Allows Admins to:

• Create and remove staff accounts

• Reset passwords

• Assign and change roles

Why this matters

User access controls everything else. Ownership of permissions must stay centralized.

Provides access to:

• Stripe Express Dashboard

• Bank account details

• Transfer and payout status

• Instant payouts (if enabled)

Why this matters

This controls how—and when—money leaves your business.

Allows Admins to:

• Issue full or partial refunds

• Correct customer-facing issues quickly

Why this matters

Refund access directly impacts cash flow and customer trust.

Grants access to global studio settings, including:

• Studio name and contact information

• Branding (logos)

• Integrations (e.g., Stripe, PLIC)

Why this matters

These settings affect every job, every order, and every customer.

Displays:

• Total revenue

• Order volume

• Average order value

Directly on the main dashboard.

Why this matters

Visibility drives better decisions. Owners should never have to hunt for performance data.

Admins need full authority over the building blocks of Workflow.

Allows Admins to:

• Create and configure jobs

• Adjust dates, rules, and logic

• Remove jobs when necessary

Why this matters

Jobs are the backbone of Workflow. Mistakes here ripple everywhere.

Allows Admins to:

• Build and maintain the product catalog

• Set pricing and packages

• Retire outdated templates

Why this matters

Pricing and design structure directly impact revenue and margins.

Allows Admins to:

• Customize storefront appearance

• Create coupon codes

• Build and manage custom data forms

Why this matters

The cart is where conversion happens—and where mistakes are expensive.

Allows Admins to:

• Manage client organizations (schools, leagues, teams)

• Control job stages and automation timelines

Why this matters

Clean organization data keeps large studios scalable.

Even if not photographing daily, Admins must be able to intervene when needed.

Allows Admins to:

• Fix data issues

• Remove bad images

• Maintain subject accuracy

Allows Admins to:

• Correct customer orders

• Place or modify manual orders

• Archive orders when required

Note: Some studios restrict Studio Orders to Edit only for added safety.

Required to:

• Release held orders to the lab

• Resolve fulfillment exceptions

Allows Admins to:

• Import subject or job data

• Export reports and files

• Delete test or misfire images during capture

Why this matters

Admins need full tool access to resolve edge cases quickly—especially during peak season.

Allows visibility into marketing activity.

If your studio uses campaign approvals:

• Admins receive notifications

• Campaigns cannot send without approval

Why this matters

Marketing mistakes are public—and hard to undo. Approval adds a critical checkpoint.

Admin access should be:

• Intentional

• Limited

• Reviewed regularly

Studios that clearly separate Admin authority from daily operator access:

• Reduce costly errors

• Move faster during peak season

• Maintain clean, scalable systems

That’s how studios stay in control—and grow with confidence—inside the Captura ecosystem.

The Setup & Production role is designed for staff members responsible for creating and maintaining the foundation of your studio’s operation inside Captura Workflow, the heart of the Captura connected ecosystem.

This role supports the people who:

• Build and configure jobs

• Design products and templates

• Set pricing and packages

• Configure the online shopping experience

• Automate how jobs move from start to finish

It’s a powerful role—and one that directly impacts efficiency, revenue, and scale.

Why this matters

When setup and production are done right up front, everything downstream—capture, sales, fulfillment, and reporting—runs smoother and requires far less cleanup.

This role is about structure and consistency, not day-of execution or financial control.

Setup & Production users should be able to:

• Build reusable systems

• Make intentional changes to pricing and products

• Configure experiences that scale across many jobs

But they typically should not control payouts, refunds, or user security.

These permissions allow the role to create and maintain the operational framework of jobs.

Allows users to:

• View all jobs they have access to

• Create new jobs

• Search for subjects across jobs

• Delete jobs when necessary

Why this matters

Job creation is the starting point for every workflow. Giving setup staff control here removes bottlenecks for Admins.

Allows full control over:

• Job schedules and dates

• Yearbook settings

• Assigned price sheets and cart templates

• General job configuration

Why this matters

Incorrect job settings ripple across sales, fulfillment, and reporting. This role owns getting it right.

Allows users to:

• Create new client organizations (schools, leagues, teams)

• Update addresses and contacts

• Assign jobs to organizations

Permission guidance

• Enable Delete only if you want this role to permanently remove organizations

Why this matters

Clean organization data is critical for studios managing high volumes of recurring clients.

These permissions power your studio’s product catalog and revenue strategy.

Allows access to the Print Designer to:

• Create and maintain product templates

• Build green screen background sets

• Configure image and order options (e.g., retouching)

Why this matters

Product design and options directly influence average order value and customer experience.

Allows users to:

• Create and update price sheets

• Build packages and bundles

• Retire outdated pricing

Why this matters

Centralized pricing control keeps revenue consistent across jobs and seasons.

Allows full management of:

• Global design assets

• Uploading, organizing, and removing shared resources

Why this matters

A clean asset library keeps designers fast and prevents outdated assets from resurfacing.

These permissions define how customers experience your storefront.

Allows users to:

• Design the look and feel of the online store

• Configure tax behavior

• Set shipping rules

Allows users to:

• Create custom forms

• Support Pre-Order workflows

• Collect required student or participant data

Allows users to:

• Create and manage promotional codes

• Apply discounts globally, by job, or by product

Why this matters

Store configuration is where pricing strategy meets customer behavior.

Allows users to:

• Build Stage Templates

• Automate job progression (e.g., Pre-Order → Proofing → Fulfillment)

Why this matters

Automation reduces manual work and ensures jobs move forward consistently—even during peak season.

The Setup & Production role should be:

• Trusted

• Process-oriented

• Focused on reuse and consistency

Studios that empower the right people to own setup and production:

• Launch jobs faster

• Reduce downstream errors

• Scale without adding chaos

That’s how strong workflows are built—and how studios make more—inside the Captura ecosystem.

The Photographer (Capture) role is designed to support fast, accurate photo days inside Captura Workflow, the heart of the Captura connected ecosystem.

This role gives photographers everything they need to:

• Execute tethered or QR-based capture

• Manage subject data on the fly

• Review and validate images during the shoot

—while intentionally restricting access to pricing, financial data, and administrative settings that should remain studio-controlled.

Why this matters

Clear, purpose-built permissions let photographers move quickly on site without putting studio data, revenue, or system integrity at risk.

Photographers should be empowered to complete the job successfully in real time, but not asked to manage settings or data outside their scope.

This role follows three principles:

1. Enable everything required to photograph efficiently

2. Allow limited data correction where mistakes commonly happen

3. Lock down anything tied to pricing, payments, or system-wide configuration

These permissions should be enabled for all Photographer (Capture) users.

Allows photographers to:

• Access the Jobs tab

• Search for and open the correct job on site

Why this matters

Without Job visibility, photographers can’t launch capture tools or confirm they’re working in the correct job.

Allows photographers to:

• View subject records

• Add new subjects for walk-ins

• Correct spelling or data errors on site

Why this matters

Fixing data issues at capture prevents downstream rework and reduces post-day cleanup for studio staff.

Allows photographers to:

• Capture new images

• Review images during the session

• Replace images when retakes are needed

Why this matters

Image review during capture improves quality and reduces reshoots.

Required to:

• Launch Smart Tag for tethered photography

Permission guidance

• View → All images are preserved for later culling by a manager

• View / Delete → Photographer can remove blinks or misfires on site

Why this matters

Studios can choose speed or control without changing the overall workflow.

Required if photographers use:

• Multi-Sort QR Code workflows during capture

Why this matters

Smart Sort keeps subjects matched correctly, even in high-volume environments.

Allows photographers to:

• Run print templates on site

• Print QR Code Camera Cards or ID Cards immediately after capture

Why this matters

On-site printing reduces follow-up work and keeps subjects moving efficiently.

Enable these only if they align with how your studio operates.

Allows photographers to:

• Confirm attached price sheets or job configuration

Prevents:

• Changing dates, pricing, or job logic

Why this matters

Visibility builds confidence, while restrictions protect setup integrity.

Required if photographers are responsible for:

• Exporting subject data

• Exporting images at the end of a shoot

Why this matters

Export access should be intentional, not assumed.

To protect studio operations and financial data, the following should always be set to None for Photographer roles:

• Price Sheets & My Designs
  Prevents changes to pricing and product templates

• Shopping Cart (Templates, Forms, Discount Codes)
  Locks storefront configuration

• Payout Management & Refunds
  Restricts access to Stripe balances, payouts, and refunds

• User Management
  Prevents creating users or modifying permissions

Why this matters

Capture roles should never have access to revenue, payments, or user security.

The Photographer (Capture) role should be purpose-built, not overpowered.

When permissions align with real on-site responsibilities:

• Photo days run faster

• Data errors drop

• Admin clean-up is reduced

• Studio risk stays low

That’s how Capture teams stay efficient—and how studios stay in control—together.

The Customer Service (Support) role is designed for team members who handle parent and customer questions, resolve order issues, and protect the customer experience inside Captura Workflow, the heart of the Captura connected ecosystem.

This role balances broad visibility with intentional limits. Support teams need to find answers fast and fix common problems—but they should not be able to change pricing, delete jobs, or access studio banking details.

Why this matters

Great support isn’t about unlimited access—it’s about giving the right tools to solve problems quickly while protecting revenue and system integrity.

Customer Service users should be able to:

• Locate any order or subject quickly

• Fix common customer errors before they escalate

• Issue refunds when appropriate

They should not:

• Control pricing or products

• Delete jobs or images

• Access payout or banking information

This role is about resolution and reassurance, not configuration.

These permissions power day-to-day support work.

Allows support staff to:

• Access the global Orders tab

• Search for any order by name or order number

• Edit unreleased orders (shipping address, crops, items)

• Resend digital download emails

Why this matters

Most customer issues can be resolved here—without involving production or Admins.

Allows support staff to:

• Place manual or replacement orders within a job

Why this matters

Replacements and corrections shouldn’t require Admin escalation.

Allows support staff to:

• See whether an order is waiting on retouching, print, or a lab hold

• Answer “Where is my order?” questions accurately

Why this matters

Visibility prevents guesswork and builds trust with customers.

Allows support staff to:

• Process full or partial refunds

• Resolve unhappy customer situations quickly through Stripe

Why this matters

Fast, empowered refunds often prevent chargebacks and negative experiences.

Prevents access to:

• Stripe Express dashboard

• Bank account and deposit details

Why this matters

Support teams don’t need visibility into how money leaves the business.

Allows support staff to:

• Access the Jobs tab

• Use Find a Subject across all active jobs

Why this matters

Finding the right student or gallery quickly is essential for first-contact resolution.

Allows support staff to:

• Check event dates or expiration dates

• Answer parent questions accurately

Prevents:

• Changes to pricing, carts, or job configuration

Allows support staff to:

• Fix name or email typos

• Update contact information

• Add a missing subject when a parent calls

Why this matters

Many access issues are simple data problems that support can fix in seconds.

Allows support staff to:

• View images to confirm identity

Prevents:

• Deleting or rearranging images

Why this matters

Verification without risk—support can confirm details without altering content.

Allows support staff to:

• Verify whether a discount code is valid

Optional Add / Edit allows:

• Creating one-off goodwill or compensation codes

Why this matters

Support teams can de-escalate issues quickly without changing global pricing.

For Customer Service teams that move between many jobs daily, we recommend lowering the Offline Job Storage timer:

Preferences → Advanced → Offline Job Storage

This clears local cache more frequently and prevents performance issues on devices that open dozens of galleries each day.

The Customer Service role should feel:

• Empowered

• Safe

• Fast

When support teams have the right access:

• Issues resolve on first contact

• Customers feel heard

• Admins stay out of the weeds

That’s how great service scales—and how studios protect both relationships and revenue—inside the Captura ecosystem.

The Orders & Submission role is designed for staff responsible for quality assurance (QA), managing when and how orders move to production, and handling any in-house fulfillment inside Captura Workflow, the heart of the Captura connected ecosystem.

This role sits at a critical checkpoint between customer intent and final production.

Done well, it:

• Prevents costly print errors

• Reduces reprints and refunds

• Keeps labs and in-house teams running smoothly

Why this matters

Most preventable errors happen after checkout but before submission. This role exists to catch them.

This role is about control and verification, not pricing strategy or system setup.

Orders & Submission users should be able to:

• Inspect and correct orders before they print

• Decide when orders are released

• Manage fulfillment tasks without touching financial systems

They should not manage payouts, refunds, or global configuration.

These permissions power the QA workflow.

Allows users to:

• Release individual orders

• Use Release All Orders for batch submission to the lab

Why this matters

Without Release Orders access, staff cannot move held orders into production.

Permission guidance

• Enable Delete only if this role should be able to reverse or override releases

Allows users to:

• View all orders across the studio

• Modify unreleased orders (shipping address, crops, packages)

• Update status of self-fulfilled orders

Why this matters

This is the core QA permission—it enables staff to fix mistakes before they become reprints.

Enable these based on how your studio fulfills orders.

Allows users to:

• View incoming and completed image service orders (e.g., retouching)

• Download original images

• Upload completed or retouched files

Why this matters

Required if your studio completes retouching or digital services in-house.

Allows users to:

• Access the Print Services table

• View and manage vertical lab orders

• Process in-house print jobs

Why this matters

Clear print visibility keeps fulfillment moving and prevents missed orders.

Allows users to:

• Toggle whether a job is live online

• Archive completed or expired jobs

Why this matters

Submission teams need the ability to close jobs cleanly—or take galleries offline immediately if an issue is detected.

The Orders & Submission role should be:

• Detail-oriented

• Trusted to slow things down briefly to avoid bigger problems

• Clearly separated from financial authority

Studios that empower a dedicated QA and submission role:

• Reduce reprints

• Improve turnaround times

• Protect margins during peak season

That’s how order flow stays clean—and how studios deliver with confidence—inside the Captura ecosystem.

The Marketing role is designed for team members responsible for planning, launching, and optimizing campaigns inside Captura Workflow, the heart of the Captura connected ecosystem.

This role goes beyond simply viewing campaigns. It empowers marketers to:

• Attach campaigns to the right jobs

• Configure timing and triggers that automate outreach

• Align promotions with the online shopping experience

• Measure performance through order data

Why this matters

Great marketing isn’t just creative—it’s operational. When campaigns, jobs, and storefronts are aligned, studios see higher participation and stronger revenue without extra effort.

Marketing users need execution access, not system-wide control.

They should be able to:

• Launch and approve campaigns

• Control when messages send

• Align discounts and messaging with live jobs

They should not manage payouts, refunds, or core production settings.

These permissions unlock the Marketing tools themselves.

Allows users to:

• Access the Marketing tab

• View existing campaigns, email templates, and SMS messages

Why this matters

Without Marketing visibility, no campaign planning or execution can happen.

Allows users to:

• Receive notifications when a campaign requires approval

• Approve campaigns before they go live

Why this matters

Approval workflows protect brand voice and prevent accidental sends.

To actually run a campaign, marketers must interact with job-level settings.

Allows users to:

• Search and select jobs

• Use the Marketing Attachment Wizard and Quick Edit tools

Why this matters

Campaigns don’t exist in isolation—they’re always tied to specific jobs.

Allows users to modify job configuration related to marketing.

This access is required to:

1. Attach Campaigns to jobs

2. Set Triggers using Custom Date 1 & 2 (e.g., yearbook deadlines)

3. Customize Messaging via Custom Marketing Fields (school-specific notes)

Why this matters

Timing and relevance drive results. Without Job Settings access, marketing becomes guesswork.

Marketing works best when messaging and storefront experience match.

Allows users to:

• Create and manage promo codes

• Build global, job-specific, or product-specific discounts

Why this matters

Promo codes advertised in emails must exist—and work—when customers click.

Allows users to:

• Update promotional banners

• Edit welcome messages in the online shop

Why this matters

Consistent messaging from email to checkout increases conversion.

Displays:

• Order revenue

• Order counts

• Average order value

Directly on the dashboard.

Why this matters

Marketing decisions should be guided by results, not assumptions.

The Marketing role should be:

• Results-focused

• Closely aligned with operations

• Empowered to execute—but within clear guardrails

Studios that give marketers the right access:

• Launch campaigns faster

• Increase participation and AOV

• Avoid misfires and mixed messaging

That’s how marketing becomes a growth engine—not a guessing game—inside the Captura ecosystem.

The Job Importer role is designed for team members responsible for creating new jobs at scale and populating them with subject data and images inside Captura Workflow, the heart of the Captura connected ecosystem.

This role is intentionally narrow and purpose-built. It enables speed and accuracy during bulk setup—without granting unnecessary access to pricing, orders, or administrative settings.

Why this matters

Job imports are often the first step in a season. Getting them right—and limiting access to just what’s required—prevents downstream errors and rework.

Job Importers need enough access to:

• Create job shells

• Bring subject data and images into Workflow

They should not manage job configuration, pricing, storefronts, or orders.

This role is about input, not decision-making.

Allows users to:

• Generate new jobs via the import process

• Create job shells programmatically or in bulk

Why this matters

Without this permission, users can upload files—but can’t actually create the jobs they belong to.

Creating the job isn’t enough—the user also needs access to the import tools inside the job.

Allows users to:

• Access the Import tool while inside a job

• Import subject data and images

Why this matters

This toggle activates the tool itself. Without it, imports can’t be executed—even if other permissions are set correctly.

To save imported files, the user must be allowed to write data into Workflow.

Allows users to:

• Create new subject records

• Populate jobs with imported student or participant lists

Why this matters

Imports fail silently if users can’t write subject data.

Allows users to:

• Add images to subjects

• Save imported photo files

Why this matters

Image imports require explicit write access—view-only permissions aren’t enough.

The Job Importer role should be:

• Tightly scoped

• Assigned temporarily or to trusted staff

• Used for bulk setup—not daily operations

Studios that isolate job import permissions:

• Reduce accidental edits

• Keep data clean from day one

• Scale job setup without scaling risk

That’s how bulk setup stays fast, accurate, and controlled—inside the Captura ecosystem.