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Uploading Student & Staff ID Photos

Manage1to1 displays ID photos on user profiles, device checkout screens, and incident records. Photos are uploaded via SFTP — the same method used for student and staff CSV imports.

Photo Requirements​

Each photo file must be named using the user's Local ID (the same ID used in your SIS and CSV imports):

FormatExample
{localid}.jpgS12345.jpg
{localid}.pngT0042.png

Supported formats: JPG, JPEG, PNG, GIF

Naming must match exactly — the file name (without extension) must match the user's Local ID in Manage1to1. If a student's Local ID is S12345, the photo must be named S12345.jpg (or .png or .gif).

tip

Most student information systems can export ID photos with the student ID as the filename. Check your SIS export options for a "photo export" or "ID photo batch" feature.

Uploading via SFTP​

Photos are uploaded to your district's SFTP server using the same credentials used for CSV imports.

SFTP Connection Details​

You'll need your SFTP connection details (host, port, username, and password) from the Manage1to1 Client Area. See Accessing Your SFTP Credentials for step-by-step instructions.

Upload Location​

Once connected via SFTP, upload photo files to the idphotos folder:

/incoming/idphotos/

Connecting with an SFTP Client​

Use any SFTP client (WinSCP, FileZilla, etc.) with the connection details from your Client Area. See the SFTP Credentials guide for detailed setup instructions for each client.

Once connected:

  1. Navigate to /incoming/idphotos/ on the remote server
  2. Select your photo files from your local machine
  3. Upload them — photos are available immediately, no processing step needed

Updating Photos​

To update a user's photo, simply upload a new file with the same name. The new photo replaces the old one automatically.

Where Photos Appear​

Once uploaded, ID photos appear throughout Manage1to1:

  • User Profile — displayed on the user's profile page
  • Rapid Check-Out — shown when a user is selected during checkout
  • Incident Records — displayed when creating or viewing incidents
  • Device Profile — shown next to the checked-out user's information

Tips​

  • Batch upload — you can upload hundreds of photos at once via SFTP
  • File size — smaller files (under 500KB) load faster. Most SIS exports produce appropriately sized photos
  • Missing photos — if no photo is found for a user, a default placeholder is displayed
  • Case sensitivity — file names are case-sensitive. Make sure the Local ID casing matches exactly (e.g., S12345.jpg not s12345.jpg)
  • Timing — upload photos after your initial student/staff import so Local IDs are already in the system

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