This article explains how to import learner photos into d6 in bulk, either via a ZIP file, a shared Google Drive folder, or by dragging and dropping photos onto individual learner cards. It is intended for school administrators with access to the My School module.

My School > System  >  General > Databases:  Import Learner Photos

What this feature does

The Import Learner Photos feature allows schools to upload photos for multiple learners at once. Photos are matched to learners automatically using the learner number as the filename. The feature has two tabs: Bulk Import for uploading a ZIP file or Google Drive folder, and Class View for dragging and dropping photos onto learner cards per class.

How do I import photos using a ZIP file?

1. Navigate to My School > System >  General > Databases:  Import Learner Photos and select the Bulk Import tab.

2. Click Choose file and select a ZIP file. The ZIP must contain JPG or PNG files named by learner number (e.g. 18898.jpg). Files inside subfolders are also processed.

3. Click Preview. The system matches each filename to an active learner and displays a preview grid.

4. Review the grid. Unmatched learner numbers appear in a warning panel. Use Select All or tick individual checkboxes.

5. Click Import. A summary shows successful and failed uploads.

How do I import photos using Google Drive?

1. In the Or Import from Google Drive section, paste the URL of a shared Google Drive folder.

2. The folder must be set to Anyone with the link. Files must be named by learner number.

3. Click Preview, then select photos and click Import.

How do I assign photos using Class View?

1. Select the Class View tab, choose a Grade and Class.

2. Drag and drop a JPG or PNG file onto any learner card. The card border turns blue and a Drop photo here overlay appears.

3. Repeat for as many learners as needed, then click Upload Selected in the toolbar at the bottom.

4. The grid refreshes to display the new photos after upload.

Important notes

• Supported formats: JPG and PNG only.

• File size limit: Each photo must be under 1MB.

• Filename must match exactly: Including any leading zeros (e.g. 00123.jpg matches learner 00123, not 123).

• Active learners only: Inactive or transferred learners are not matched.

• Photos are added, not replaced: Existing photos are not overwritten.

• Class View uses browser memory: Navigating away before clicking Upload Selected will lose dropped photos.

• Access level required: Admin-level access (level 2) to My School > General.

Frequently asked questions

How must I name the photo files so they match the correct learner?

Name each file using the learner number only (e.g. 18898.jpg), including any leading zeros. Supported extensions are .jpg, .jpeg, and .png.

Will importing a new photo replace the learner's existing photo?

No. A new photo is added to the learner record. To remove an old photo, go to the individual learner profile.

Why are some learners showing as unmatched after I uploaded the ZIP?

This happens when the filename does not exactly match the learner number, or when the learner is inactive or transferred. Check filenames against learner numbers in d6.

Can I use a private Google Drive folder?

No. The folder must be set to Anyone with the link or shared with the d6 service account. Private folders will cause a download error.

I dropped photos in Class View but they disappeared - what happened?

Photos in Class View are held in browser memory until you click Upload Selected. Refreshing or navigating away before submitting will clear all dropped photos.