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The Photo permissions PDF tool produces a printable sheet of everyone who currently has photo permission recorded, showing each person’s photo and name. It’s a quick way to see at a glance who your church holds photo consent for — useful for your media team, or when checking who may appear in photos and video from a service or event.
Finding the tool
Go to the People tab and open Photo permissions PDF. You’ll see a short form with a checkbox for each group of people.
Choosing who to include
Tick the groups you want on the sheet:
- Adults
- Children
- Teenagers
Tick any combination — for example just Children and Teenagers when you’re checking consent for youth and children’s work. Then click Create PDF. The sheet is titled for the groups you chose and dated with the day it was produced, so you always know how current it is.
What’s on the sheet
The PDF lists only people who have photo permission granted — so it’s a positive list of who you can photograph, not a blank consent form. Each entry shows the person’s photo alongside their name, which makes it easy for a media or welcome team to recognise faces. Where someone has permission but no photo on file, a default placeholder image is shown instead.
The list also respects privacy and status: it only includes people who are shown in the directory, have data-protection consent recorded, and are marked active. If no one matches, the sheet simply says there’s no one with photo permissions.
Keeping it accurate
The sheet is only as good as the permissions on each record, so set each person’s photo permission on their record first — see Photo permissions. Because photo consent matters most for children and young people, it’s worth reviewing regularly and reprinting the sheet when things change; the date on each printout helps you keep track of which copy is current.