AI Photo Trainer PhotoRater

Photographer Management

Manage your organization's photographer accounts, generate secure PINs, track performance metrics, and monitor session history from the Admin Portal.

Creating Photographer Accounts

Individual Account Creation

To create a single photographer account:

  1. Log in to the Admin Portal
  2. Navigate to Photographers in the sidebar
  3. Click the "+ New Photographer" button (top right)
  4. Fill out the photographer information form
  5. Click "Create Account"

[IMAGE: Create Photographer Form]

Form for adding a new photographer account

Create photographer account form

Required Information

Field Description Requirements
First Name Photographer's first name Required, 2-50 characters
Last Name Photographer's last name Required, 2-50 characters
Email Contact email address Optional, must be valid email format
Employee ID Internal employee/contractor identifier Optional, alphanumeric
Status Active or Inactive Defaults to Active
Skill Level Trainee, Intermediate, or Advanced Defaults to Trainee

Automatic PIN Generation

Upon account creation, the system automatically generates:

  • 6-Digit PIN: Unique numeric code (e.g., 135790)
  • UUID: Internal unique identifier
  • Skill Level: Defaults to "Trainee"
  • Created Date: Timestamp of account creation

PIN Security: PINs are randomly generated and guaranteed to be unique within your organization. The photographer will use this PIN to log into the desktop application and start rating sessions.

Bulk Import via CSV

For organizations with many photographers, bulk import allows you to create multiple accounts at once:

  1. Navigate to Photographers
  2. Click "Import CSV" button
  3. Download the CSV template
  4. Fill in photographer details following the template format
  5. Upload the completed CSV file
  6. Review the preview and click "Confirm Import"

CSV Format Example

first_name,last_name,email,employee_id
John,Smith,john.smith@company.com,EMP001
Jane,Doe,jane.doe@company.com,EMP002
Michael,Johnson,michael.j@company.com,EMP003

Import Rules

  • Duplicate Detection: System prevents duplicate email addresses or employee IDs
  • Validation: Each row is validated before import - invalid rows are flagged
  • PIN Auto-Generation: All PINs are generated automatically during import
  • Export Results: After import, download a report with all newly created PINs

Important: After bulk import, securely distribute the generated PINs to each photographer. Export the results CSV immediately as PINs are displayed only once for security reasons.

Managing Skill Levels

What Are Skill Levels?

Skill levels control how much detail photographers see in PhotoRater AI feedback during rating sessions. This feature tailors the user experience based on photographer expertise:

Level Feedback Style Target User
Trainee Full detailed descriptions with actionable guidance New photographers learning the system
Intermediate Short, 1-2 word descriptions Photographers with some experience
Advanced Icons + penalty values only (no text) Expert photographers

Example: For "both eyes closed," Trainee sees: "Both eyes closed (-2.0 penalty). Ask subject to keep eyes open and take another shot." Intermediate sees: "Eyes closed (-2.0)". Advanced sees: Eye icon with [-2.0] badge (no text).

Assigning Skill Levels

As an administrator, you can assign or change a photographer's skill level:

  1. Navigate to Photographers
  2. Find the photographer and click "View Details" (•••)
  3. Click "Edit Skill Level" button
  4. Select from the dropdown:
    • Trainee (Blue, Target icon)
    • Intermediate (Green, Timer icon)
    • Advanced (Purple, CheckCircle icon)
  5. Click "Save Changes"
  6. Change takes effect on the photographer's next login

[IMAGE: Skill Level Dropdown in Edit Form]

Admin editing photographer skill level

Skill level assignment dropdown in photographer edit form

When to Change Skill Levels

Change From → To Scenario
Trainee → Intermediate Photographer has completed 10-20 sessions and is familiar with common issues
Intermediate → Advanced Photographer is experienced and prefers streamlined, icon-only feedback
Advanced → Trainee/Intermediate Photographer requests more detailed guidance or is learning new pose profiles

Best Practice: Start all new photographers as Trainee, even if they have photography experience. This ensures they understand how PhotoRater AI feedback works before moving to more concise modes.

Read-Only for Photographers

Skill level is read-only for photographers. They can see their current skill level in the desktop app (top bar, sidebar, and session summary), but they cannot change it themselves. This prevents photographers from bypassing training by self-assigning higher skill levels.

Important: Photographers must log out and log back in after you change their skill level. The new level downloads automatically during PIN validation.

Test Accounts

To test how feedback displays at different skill levels, use these test PINs:

PIN Name Skill Level
11111111 Test Trainee Trainee
22222222 Test Intermediate Intermediate
33333333 Test Advanced Advanced

Managing PINs

Viewing PINs

To view an existing photographer's PIN:

  1. Navigate to Photographers
  2. Find the photographer in the list
  3. Click the "View Details" button (•••)
  4. Click "Show PIN" in the details panel
  5. Enter your admin password to confirm
  6. PIN is displayed for 30 seconds

[IMAGE: Photographer List with Actions]

Table showing all photographers with action buttons

Photographers list with management actions

Security: PIN viewing requires admin password verification. All PIN view events are logged for security auditing. Never share PINs via insecure channels like email or chat.

Regenerating PINs

If a photographer loses their PIN or you suspect it has been compromised, regenerate it:

  1. Navigate to Photographers
  2. Find the photographer and click "View Details"
  3. Click "Regenerate PIN" button
  4. Confirm the regeneration (this invalidates the old PIN immediately)
  5. New 6-digit PIN is generated and displayed
  6. Securely communicate the new PIN to the photographer

What Happens When You Regenerate

  • ✅ Old PIN Invalidated: Previous PIN can no longer be used to log in
  • ✅ Active Sessions Terminated: Photographer is logged out from desktop app
  • ✅ New PIN Generated: Unique 6-digit PIN assigned
  • ✅ Historical Data Preserved: Past sessions, badges, and ratings remain intact
  • ✅ Audit Log Created: PIN regeneration event is recorded with timestamp and admin user

Viewing Photographer Details

Click any photographer's name or the "View Details" button to see comprehensive information:

Performance Metrics

The details panel displays key performance indicators:

Metric Description
Total Photos Rated Lifetime count of all photos analyzed by this photographer
Average Quality Score Mean rating across all photos (0-10 scale)
Total Sessions Number of rating sessions completed
Total Session Time Cumulative hours spent in active sessions
Badges Earned Achievement badges unlocked (out of 10 available)
Last Active Most recent session date and time

[IMAGE: Photographer Detail Panel]

Detailed view of photographer metrics and history

Photographer details with performance metrics

Session History

View a complete chronological list of all rating sessions for the photographer:

  • Session Date/Time: When the session started and ended
  • Duration: Total time spent in the session
  • Photos Rated: Number of photos analyzed
  • Average Quality: Mean rating for photos in that session
  • Badges Earned: Achievements unlocked during the session
  • Issues Detected: Breakdown of quality problems found

Click any session to view detailed analytics including:

  • Quality distribution (Excellent/Good/Fair/Poor breakdown)
  • Technical metrics (brightness, contrast, blur averages)
  • Issue frequency (glare, pose, eye problems, etc.)
  • Photo-by-photo ratings list

Badge Progress

The details panel shows the photographer's achievement status:

  • Earned Badges: Displayed with unlock date
  • In Progress: Badges with progress bars showing completion percentage
  • Locked Badges: Achievements not yet started

This view helps you:

  • Identify top performers (photographers with most badges)
  • Motivate photographers nearing badge milestones
  • Track gamification effectiveness

Deactivating Photographers

When to Deactivate

Deactivate a photographer account when:

  • Employee leaves the company
  • Photographer role changes and they no longer need access
  • Temporary suspension for policy violations
  • Contractor engagement ends

How to Deactivate

  1. Navigate to Photographers
  2. Find the photographer in the list
  3. Click "View Details" (•••)
  4. Click "Deactivate Account" button
  5. Confirm deactivation

What Happens When You Deactivate

  • ❌ PIN Disabled: Photographer can no longer log into desktop app
  • ❌ Active Sessions Ended: Any active session is terminated immediately
  • ✅ Data Preserved: All historical sessions, ratings, and badges remain in the database
  • ✅ Analytics Included: Deactivated photographer data still counts in company-wide reports
  • ✅ Reactivation Possible: Account can be reactivated at any time without data loss

Reactivating Accounts

To reactivate a deactivated photographer:

  1. Filter photographers list by "Inactive" status
  2. Find the deactivated photographer
  3. Click "View Details"
  4. Click "Reactivate Account"
  5. Confirm reactivation
  6. Original PIN is restored (or regenerate a new one if desired)

Best Practice: Instead of deleting photographer accounts, use deactivation. This preserves historical data for reporting and analytics while preventing further access. You can always reactivate if needed.

Next Steps

  • Analytics - View company-wide and individual photographer performance reports
  • Badges - Configure achievement criteria and view badge statistics
  • Photographer Portal - Learn what photographers see in their personal portal