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Uploading Student and Staff Photos

Manage1to1 supports the display of student and staff photos throughout various pages in the platform. The process for this is very straightforward. The photos will be shown on the User Profile, Device Profile (when a device is checked out), Incident, and various other pages.

Preparing the upload

Manage1to1 will look for the student or staff ID number (called Local ID within Manage1to10, followed by the file extension. So it is important to ensure that there are no subfolders, or they will not be searched. The filename should look as follows: 123456.jpg

Most photo taking companies for schools will provide you the student photos in this format.

Manage1to1 supports the following file extensions for student and staff photos: .png, .jpg, .JPG, .jpeg, .gif.

Uploading via sFTP

Similar to uploading the automated student or staff import CSV files, Manage1to1 accepts the ID photos to be loaded via sFTP (secure FTP). To do this, you will need to obtain the sFTP credentials from your welcome email. This will showcase the following required information:

  • Hostname
  • Port
  • Username
  • Password

You can now use a sFTP client of your choice. A few common ones are FileZilla, WinSCP, and CyberDuck.

Once connected via sFTP, you will be shown 2 folders at the root level. idphotos and data. Open the idphotos folder. This is where you will place all of the ID Photos in the above format (again remembering no sub folders).

Feel free to overwrite any existing files that are in there with your new updated files.

What is sFTP?

sFTP (or Secure File Transfer Protocol) is a method of transferring files that combines SSH and FTP. This is a much more secure form of transferring files and is encrypted from end to end.

A sFTP server requires both communicating parties to authenticate themselves either by providing a user ID and password, or by validating an SSH key (or both). One half of the SSH key is stored on the computer of the two clients, while the other half is loaded on the server and associated with their account (public key). Only when the SSH key pair matches then authentication can occur. Additionally a server identifier is presented upon connection, ensuring you are connecting to the proper server and not susceptible to Man-in-the-Middle attacks.

Our RSA Fingerprint for our sFTP server should not change without notice. If you have connected previously and you are suddenly prompted to accept a “changed SSH Fingerprint”, please contact support immediately.

Updated on February 4, 2022

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