The usual way to set it up
- Put each class or team in its own folder:
Year 3 Oak,Year 3 Ash,U11 Blues. - Drop the folder that holds them all onto this page.
- Under Order, tick Start a new page for each folder. Each class gets its own pages with its name in the heading.
- Under Captions, tick Your own text and enter something like
Ref {folder}-{n}. Every photo gets a reference such as "Ref Year 3 Oak-14" that parents can quote on the order form. - Choose a portrait frame shape (4:5 suits head-and-shoulders) and Fill the frame so every face is the same size.
Starting a new section per folder is part of the one-time unlock, which also removes the 36-photo limit that a whole school would hit at once. Everything else here works in the free version.
Placeholders for your own text
{n}the frame number within the sheet (or within the folder's section){name}the file name without its extension, handy when files are named after pupils' order codes{file}the full file name,{folder}the folder,{date}the date taken
Children's photos and data protection
Most online tools that make proof sheets do it by uploading the photos to a server. For photos of children that's a data protection question you then have to answer: who the processor is, where the server is, how long the files are kept. With this page, the photos are read by the browser on your own computer and the PDF is made there. Nothing about the photos is sent anywhere. You can check by loading the page, disconnecting from the internet, and making a sheet.
Printing and sending home
A4 portrait with four columns gives around twenty portraits a page at a size where parents can recognise their child. If sheets are going home in book bags, print them; if they're going by email or a school app, the PDF is small enough to attach. Put the order deadline in the title so it's on every page: "Class photos · order by 21 May".