Best Practices for Multiple Users Working in the Same Job

Here’s a clean, help‑center–ready breakdown you can use — and yes, your instinct is right: subject edits should only be done by one person at a time.

Below is a polished version you can turn into an article or internal guideline.

Studios often have several people touching a job throughout its lifecycle — photographers in the field, customer service, production, and retouching. Most areas of Captura support simultaneous work without issues, but some actions can conflict if done at the same time.

This guide outlines what’s safe for multiple users to do at once, and what should be limited to a single person.

These actions do not conflict and can be performed by multiple people simultaneously:

• Uploading new images

• Importing additional subject data

• Adding orders

These actions append new information and don’t overwrite existing data, so they’re safe for parallel work.

Field teams and CS can work in the same job without stepping on each other’s changes, as long as they’re not modifying the same subjects or images.

These actions can cause sync prompts or overwrite someone else’s work if done at the same time:

If two people change primary/yearbook selections at once, Captura may ask which version to keep during sync.

This is the most common source of conflicts.
If two users move images at the same time, one user’s sync can undo the other’s changes.

These actions should always be done by a single user at a time:

• Moving images

• Changing subject assignments

• Adjusting subject-level data that affects matching or identity

Because these edits overwrite data, they should be handled by one person to avoid conflicts or duplicate work.

Price sheets and catalogs are global resources.
If two people edit them at once, changes can overwrite each other.

To avoid conflicts:

Assign one person to:

• Clean up subjects

• Move images

• Set primary/yearbook images

• Finalize subject data

Once the job is stable, others can safely:

• Add orders

• Upload additional images

• Handle customer service tasks