Photo Hosting

Use Photo Hosting and the Gallery Module in CampiumDB to upload, tag, and share camp photos with families, including reports and facial recognition.

Overview

Photo Hosting stores and shares your camp photos through CampiumDB, including the Gallery Module in the mobile app and Photos in the parent portal. It serves camp administrators, designated photo staff, and families who want to view and download memories from each season.

Photo Hosting is organized by season and uses tags and optional facial recognition to help families quickly find their campers in large photo collections.

Camps do not pay for Photo Hosting access. Instead, parents pay a one-time fee per season for access to unlimited high-resolution photo downloads for that season.

Enable Photo Hosting and the Gallery Module

Enable Photo Hosting and the Gallery Module before you start uploading photos or directing families to the portal or app.

Turn on Photo Hosting and the Gallery Module

Go to Admin -> Site Settings → Modules in the admin portal.
Find the Photo Hosting Module and enable it for your site.
Refresh and you'll now see

Give staff permission to upload photos

Open the staff member's profile in the admin portal.
Edit their permissions and enable Upload Photos.
Save the changes and ask the staff member to refresh or sign out and back in.

Limit Upload Photos permission to trusted staff or photographers so you can control which photos appear in the family-facing Gallery.

Upload photos to Photo Hosting

Use the Photo Hosting menu in the admin portal to upload photos by season and apply batch tags.

Open Photo Hosting

In the admin portal, go to Portal -> Photo Hosting → Photos.
Use the season filter at the top to select the correct Season for the upload (for example, Summer 2025).

Upload your photos

Click the upload option in Portal -> Photo Hosting → Photos.
Select one or more photos from your computer.
Confirm the selected Season is correct before you start the upload.
You can also upload photos via the app by going to the Gallery and hitting the plus icon towards the bottom right of the screen.

Add batch tags and let processing run

After selecting photos, apply batch tags such as cabin, age group, activity, or event name.
Start the upload and wait while CampiumDB performs automatic processing.
Processing may include resizing, watermarking, and preparing photos for the Gallery Module.

Review uploaded photos

When processing finishes, confirm that photos appear under Portal -> Photo Hosting → Photos for the selected season.
Check that tags, dates, and any watermarks look correct.

Uploaded photos may take a short time to appear for families in the portal and app while processing finishes. If you upload a large batch, expect a longer processing time.

Manage photo tags

Tags help families filter photos by cabin, activity, event, or other categories.

Go to the Tags area

In the admin portal, open Portal -> Photo Hosting → Tags.
Confirm that you are working in the correct Season.

Create or edit tags

Add new tags that match how you talk about your camp (for example, Cabin Blue Jays, Lake Swim, Color War).
Edit existing tags if you need to rename or merge categories.

Apply tags to photos

From Portal -> Photo Hosting → Photos, select one or more photos.
Apply one or more tags so families can filter by these labels in the portal and app.

Create a short, consistent tag list at the start of the season. Consistent names such as Cabin Pine and Cabin Oak make it easier for families to find photos over time.

Set the default season for the portal

Set a default season so families land on the correct year when they open Photos in the portal or Gallery in the app.

Choose the default season

In the admin portal, go to Portal -> Photo Hosting → Photos.
Locate the option to set the default season for the portal and Gallery.
Select your current camp season (for example, Summer 2025) and save.

Families only see seasons where they have campers. Setting the default season controls which season appears first, but families can still switch to previous seasons they have access to.

Photo Hosting reports

Photo Hosting includes reports that show how many photos you have for each group and camper.

Group Photo Count report

Use the Group Photo Count report to see how many photos exist for each group (for example, cabin, bunk, or session).

Check for groups with very few photos so you can capture more for them.
Share this with photographers as a reminder to reach under-photographed groups.

Camper Photo Count report

Use the Camper Photo Count report to track how many photos include each camper.

Confirm that most campers have a reasonable number of photos.
Identify campers with very few or no photos and adjust your coverage.

Run both reports mid-season and near the end of camp to make sure every group and camper appears in your galleries.

How families view photos

Families view photos differently depending on whether they use the web parent portal or the mobile app.

Parents pay a single fee per camper per season to unlock access to that season's gallery. Once they pay for a season, they can view and download unlimited high-resolution photos from that season at no additional cost.

Families use the web parent portal to browse season-based photo galleries.

Parents sign in to the parent portal with their family account.
From the main menu, they select Photos.

Choose a season

The portal shows the default season you set.
Families can switch to other seasons where they have campers, if available.

Browse by date or tag

Families scroll through photos organized by date.
They filter or browse by tags you applied in Photo Hosting → Tags, such as cabins or activities.

Use My Photos (when facial recognition is enabled)

When facial recognition is turned on and the family has opted in, they see a My Photos section.
My Photos shows photos CampiumDB believes contain their camper, based on the profile photo and facial recognition settings.

Families only see photos for seasons where they have registered campers. If a parent does not see photos, first confirm that their camper is enrolled in the season you are expecting.

Facial Recognition

Facial recognition helps families find photos that appear to include their camper. It compares a saved profile photo with uploaded photos and suggests likely matches.

Facial recognition is approximately 85% accurate. Families should still browse the full gallery, since some matches will be missed and some suggested matches may not be correct.

How families opt in

Families choose whether to use facial recognition for each camper.

Upload a clear profile photo

The family adds a clear, front-facing profile photo of the camper in their profile.
The photo should show only the camper's face, with good lighting and no heavy face paint or masks.

Enable the facial recognition checkbox

The family reads the facial recognition explanation in the portal.
They check the opt-in checkbox to allow CampiumDB to use the camper's face data for photo matching.

When enabled, CampiumDB uses the profile photo and checkbox setting to look for that camper in new photos going forward.

Important behavior and limits

Facial recognition works on new photos only. It does not scan photos that were uploaded before the family opted in.
The My Photos section appears when facial recognition is enabled and enough matches exist for that camper.
When a family opts out, CampiumDB removes the stored face data and stops scanning new photos for that camper.

Facial recognition does not work retroactively. If a family opts in mid-season, CampiumDB only scans photos uploaded after opt-in, not earlier batches.

Troubleshooting

Use these common questions and answers to resolve Photo Hosting issues quickly.

Staff need both the Gallery Module enabled for your site and the Upload Photos permission.

Confirm Site Settings → Modules has the Gallery Module turned on.
Check the staff member's permissions and ensure Upload Photos is enabled.
Ask them to sign out and sign back in after you change permissions.

Uploaded photos may be waiting for processing or assigned to a different season.

Confirm the photos appear under Photo Hosting → Photos for the correct season.
Give processing more time if you uploaded a large batch.
Check that the default season matches what families expect when they open Photos or Gallery.

First confirm that the camper is registered in the season you are reviewing.

Verify the parent has an active account linked to the correct family.
Check that the camper is enrolled in the Season you have set as default or that the parent selected.
Make sure you actually uploaded photos for that season and applied appropriate tags.

Facial recognition is approximate and may occasionally suggest incorrect matches.

Remind families that accuracy is about 85%, not perfect.
Encourage them to browse the full gallery and not rely only on My Photos.
Ask the family to upload a clearer profile photo if the current one has poor lighting, side angles, or obstructions.

This usually means there are not enough matchable photos or the family opted in after you uploaded most of your photos.

Confirm that the family uploaded a clear profile photo and checked the opt-in box.
Remind them that facial recognition does not work on photos uploaded before they opted in.
Check that you have recent uploads for that camper's season.

Glossary

Photo Hosting — The CampiumDB area where staff upload, organize, and manage photos by season.
Gallery Module — The module that shows season-based photos to families in the mobile app.
Photos (parent portal) — The web portal section where families browse and download camp photos.
Tags — Labels such as cabins, activities, or events that help organize and filter photos.
My Photos — A view in the portal and app that shows photos CampiumDB believes contain a specific camper, based on facial recognition.
Default season — The season that appears first when families open Photos or the Gallery; families can switch seasons they have access to.

Was this page helpful?

Last updated 3 days ago

Built with Documentation.AI