Best Practices for Multiple Users Working in the Same Job
It's common for multiple team members to work in the same job throughout the day. Photographers, production staff, customer service, and retouchers can all work together successfully, provided they're not making changes to the same records at the same time.
This guide explains which tasks can be completed by multiple users, which require extra care, and which should only be performed by one person at a time.
Safe for Multiple Users
The following tasks can be completed by multiple users at the same time without causing conflicts.
Uploading images
Multiple users can upload images to the same job simultaneously. New images are added to the job and do not overwrite existing data.
Importing subject data
Subject data can be imported while other users are working in the job, provided no one is actively editing the same subjects.
Adding orders
Orders can be created and processed by multiple users at the same time without affecting other work.
Customer service and production tasks
Customer service, production, and field teams can work in the same job together, as long as they aren't editing the same subjects or images.
Tasks That Require Extra Care
These actions can create sync conflicts if multiple users make changes at the same time.
Changing Primary or Yearbook images
If two users change a subject's Primary Image or Yearbook Image simultaneously, Captura may prompt you to choose which version to keep when syncing.
Moving images between subjects
Moving images is one of the most common causes of sync conflicts. If two users move images for the same subjects at the same time, one set of changes may overwrite the other.
Tasks for One User Only
To avoid conflicts, these tasks should only be performed by one person at a time.
Editing subjects
Subject edits can affect image matching and subject records. To prevent conflicts, only one user should:
Move images between subjects
Change subject assignments
Edit subject information used for matching or identification
Editing Price Sheets or Catalogs
Price Sheets and Catalogs are shared resources. If multiple users edit them at the same time, changes can overwrite one another.
Recommended Workflow
When a job returns from the field, we recommend assigning one person to prepare the job before additional work begins.
This person should:
Review subject assignments
Move images where needed
Set Primary and Yearbook images
Finalize subject information
Once these tasks are complete, other team members can safely:
Upload additional images
Add or manage orders
Assist customers
Complete production tasks
Quick Reference
Task | Multiple Users | Notes |
|---|---|---|
Upload images | ✅ Yes | Adds new images without affecting existing data |
Import subject data | ✅ Yes* | Safe unless someone is editing the same subjects |
Add orders | ✅ Yes | No conflicts |
Change Primary or Yearbook images | ⚠️ Use caution | May create sync conflicts |
Move images between subjects | ❌ One user only | Can overwrite another user's changes |
Edit subjects | ❌ One user only | Prevents conflicts and duplicate work |
Edit Price Sheets or Catalogs | ❌ One user only | Shared resources can overwrite each other's changes |
Tip: If you're unsure whether multiple people should perform a task at the same time, assign one person to complete subject-related changes first. Once those updates are finished, the rest of your team can continue working in the job without interruption.