Adding profile pictures

Adding profile pictures to SmartPass is a great way to see maximum benefit from the system. Teachers and admins will be able to see the student's picture on hall passes making it easy to identify who has a hall pass in the hallway and who doesn't. Follow these steps to add profile pictures to the system.

Uploading pictures is as easy as getting the pictures from your photography vendor and then uploading them along with a mapping file.

1. Prepare your students' pictures

Many photography vendors such as LifeTouch give you a way to download all of your student's profile pictures.
Ask them for assistance on how to download your pictures.

If your pictures are downloaded as a zip file, unzip the zip file so that there is a single folder containing all the profile pictures.

SmartPass supports the following picture filetypes: .png, .jpeg, .jpg

2. Fill out the mapping spreadsheet template

To map a student's email or school identifier to their picture, you will need to fill out the mapping spreadsheet template. The template contains two columns, the student's email/school identifier and the associated picture's filename.

Please note that only schools using our Clever integration can use a school identifier like an SIS/student number to map their profile pictures. All other integration types must enter the student's email in the first column.

A template for the mapping file can be downloaded here.


  • Filenames are case sensitive and must include the filetype.
  • If using an email address, double check that the email address is formatted correctly.

3. Upload the pictures

First, navigate to the Profile Pictures Integration page. Sign in with your administrator account, click on Accounts, then Integrations on the top left, and finally scroll down to find the Profile Pictures integration. Click Settings.

On the profile picture integration page, click Choose CSV then select the mapping template file that you filled out from above.

Then, click Choose files and navigate to the folder where your all your picture files are saved. Select all of the files by hitting the keyboard combination Ctrl+A or CMD+A on a Mac, then confirm the dialog window.

When both of the above steps are completed, the Upload button will be available. Click it to upload the pictures.

It may take a couple minutes for the pictures to upload and then process. You may close the window when SmartPass is processing the pictures, it may take up to 10 minutes.

Enabling/disabling profile pictures

If your pictures uploaded successfully, you will see an Enable button appear on the profile picture integration page. Click on Enable in order to make the pictures visible to your teachers.

If you want to disable profile pictures, click on the three dots on the top right and then click Disable profile pictures.

Adding/updating/deleting pictures for individual students

You can always add, update, or delete pictures for individual students. In the Accounts tab, click on the student's account to bring up their account page.

Then, hover over the profile picture to see the options to update or delete an existing picture or add a new picture.

Updating pictures for multiple students

At any time, you can update the profile pictures for multiple students students by clicking the New Upload button and repeating the above steps. If you provide a picture for a student that already has a profile picture, then that student's profile picture will be updated with latest file. If you need to delete all of your students' profile pictures contact SmartPass support.

Teachers can hide profile pictures

Teachers have the ability to hide profile pictures if they don't want to see them. See our article here to see how they can control this.

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