Sending orders from Pics4Schools to Light Blue

Photographers using the Pics4Schools platform from One Vision Imaging can link their Pics4Schools account to Light Blue. Orders placed by clients in Pics4Schools will get sent to your Light Blue account automatically, imported into the Sales section, and linked to the right shoot, enabling you to combine Light Blue’s planning and reporting tools with Pics4Schools’ sales tools.

Setting up the integration

Setting up our Pics4Schools integration is a two step process:

1. Set up custom fields in Light Blue.
2. Enter your Light Blue API key into Pics4Schools.

Set up custom fields in Light Blue

Orders placed by clients in Pics4Schools are automatically imported into the Sales section of Light Blue. When we receive an order from Pics4Schools, Light Blue will automatically link it to a Shoot. To do that, you need to set up a couple of custom fields to store information from Pics4Schools:

1. Open the Preferences / Settings screen in the Light Blue desktop app.
2. Go to the “Custom Fields” section.
3. In the “Contact Text Fields” tab, set one of your available custom text fields to “Pics4Schools ID”.
4. In the “Shoot Text Fields” tab, set one of your available custom text fields to “Pics4Schools ID”.

Enter your Light Blue API key into Pics4Schools

To tell Pics4Schools to send orders to your Light Blue account:

1. Copy your Light Blue API key from the “Integration” section of the Preferences / Settings screen in the Light Blue desktop app.

2. Log into your Pics4Schools account.
3. Click on your account menu and select “Settings”.

4. Scroll down to “Other Settings”. Paste your Light Blue API key into the field and and click “Save Changes”.

Setting up Shoots to receive Pics4Schools orders

When Pics4Schools sends an order to Light Blue, we use the Pics4Schools booking ID to automatically link the sale that we create to the correct shoot. Light Blue uses the “Pics4Schools ID” custom field that you’ve set up to do that.

When you create a new booking in Pics4Schools, you should copy the booking ID and paste it into the “Pics4Schools ID” custom field for the corresponding shoot record in Light Blue.

New orders

When a client places an order in your Pics4Schools account, it will be sent to your Light Blue account and automatically imported as a sale. If you’ve entered the Pics4Schools booking ID into a shoot record in Light Blue, the sale will automatically be linked to that shoot for you.

The sale will show the full details of the client’s order, so that you and your team can easily look up all of the orders placed in Pics4Schools in Light Blue. Because Pics4Schools orders are automatically linked to the right shoot record in Light Blue, you’ll also be able to keep track of and report on how your schools sessions are performing.

If the client has told Pics4Schools that they’re willing to receive marketing from you, Light Blue will also create a contact record for them and link it to the sale.

Cancelled orders

When a client’s Pics4Schools order is cancelled for any reason, that cancellation will be sent to your Light Blue account. If the order exists in your Light Blue account, we’ll automatically create a credit note for that cancellation and link it to the right shoot record. This ensures that your sales stats for your schools sessions accurately reflect any cancelled orders.

Getting started with Light Blue

Light Blue helps you to stay organised, by bringing all of the information that you need to run your business together into one convenient place.

Want to find out more about how we can help you to run a busy and successful photography business? Please get in touch, or book a free demo!