The Media Review feature allows staff to easily identify whether they have permission to post a photo or document attachment of a child or not. This feature will allow administrators to approve or reject photos and attachments posted to moments based on a certain set of rules.

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This feature is powered by the following profile fields. Fill out the following fields under “Media” on the child’s profile. If these do not apply to them, leave them blank.

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Note: If your center currently has a media profile field, we recommend moving it to the Media section to ensure you get the most from the feature. Please contact us to remove the duplicate field when you are ready to do so.

This designation is designed to control which children need to have their photos and attachments or their classroom’s photos and attachments reviewed. To help reduce the queue of photos and attachments an admin must review, this designation follows a child as they move about the center. Photos and attachments must only be reviewed if a child with the Media Review Required profile field is marked on their profile.

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This is best explained with an example:

Oliver is a child that has Media Review Required set to “Yes” on his profile. If Oliver is checked into the Ready To Learn group, all children checked into that room must have their photos reviewed by an administrator. If Oliver moves to the Toddlers classroom, now all of the Toddlers must have their photos reviewed.

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This is put in place to ensure that Oliver is not accidentally photographed in a group photo or is in the background of a picture he is not tagged in.

Attachments in Media Review

An Admin sends a notification moment with an attachment to the Starfish classroom and Oliver is in the Starfish classroom, the attachment will need to be approved in Media Review. The attachment will need to be approved by an admin since Oliver has Media Review Required set to "Yes." Attachments include documents and PDFs. It's important to note that even if an admin sends the notification moment with an attachment, the admin will still need to approve the attachment in Media Review.

If an admin is sending an attachment in a notification moment and there is not a child with Media Review Required set to "Yes" in that group the attachment will not go through Media Review.

Let’s run through what the moment posting and approval process look like:

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1. If a child has “Yes” entered for the Media Review Required section, all photos within their class will need to be reviewed before posting. If the child moves to a different room or is not checked in for the day, the review process will not be prompted.
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2. If a moment with a photo is posted for that child in that child’s classroom, the moment will post without the photo until approved.
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This allows family members to review the content of the moment, without the photo, as soon as it is posted. Moment data, such as the time, comment, and any details will be posted.

3. To approve the photo, go to the Dashboard and click on “Media Review” at the top. From there, you can see any photo that is awaiting approval.
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If this picture meets the requirements for the child, you can click “Approve All” and the photo will appear with the moment. If the picture does not meet the requirements, you can click “Reject All” and the moment will stay posted with no media.

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Note: If there are multiple photos attached to one moment, you can either approve all or reject all. At this time, you cannot approve some photos and reject others if they are posted to the same moment.

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If a photo should never be posted for a child, please set the “Media Forbidden” profile field to “Yes”. If a child is tagged in a moment that contains a photo, an error will appear indicating that the child cannot be tagged in a moment containing a photo. If you receive this error, we recommend reviewing the photo you attached to ensure you are not sharing a photo that contains a child that should not be photographed.

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From the Dashboard, you will also notice there is a Media Gallery tab. This tab allows you to easily identify which photos, within a specific date range, can be used for internal vs external releases.

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If a child’s photo can be used on marketing materials, we recommend setting their profile field to “Internal and External”. While you may certainly set your own qualifications, we recommend using “Internal” for items that stay within the center, such as a newsletter or a monthly recap. The “None” and blank designation should be reserved for those children that cannot have their photos shared for communication or marketing purposes.