Setting up a shared photo workflow for a small dealership team

Map the handovers, not just the job titles

Write the steps from stock arrival to the live listing and identify the person responsible for each decision. One colleague may do several steps, but the handovers still need to be clear. A project should not sit unreviewed because the photographer assumes the sales desk is checking it while the sales desk assumes approval happened during upload.

Use individual accounts and appropriate roles

Invite colleagues with their own email addresses instead of sharing the owner’s password. Give billing and branding access to people who need those responsibilities. Keep ordinary project work available to the team members who prepare and review stock. Revisit access when roles change, and remove unused membership promptly while preserving the organisation’s shared vehicle projects.

Give each project a recognisable identity

Use the same stable stock reference in the project, downloaded archive and publishing handover. Keep one vehicle’s sources together and choose a clear sample. Saved styles should establish the intended background and branding without replacing individual accuracy checks. A reviewer should be able to find the original, understand the chosen style and make a release decision without asking who remembers the upload.

Review one complete handover before scaling

Walk a representative vehicle through capture, sample approval, batch preparation and publishing. Record where information was missing or someone had to guess. Fix that handover before adding more team members or daily volume. Finish by opening the actual customer-facing listing to confirm that the correct approved set arrived in the intended order.

Common questions.

Can one person own several stages?

Yes. The important point is knowing which stage is complete and who is responsible for the next decision.

Should all staff have administrator access?

Give people access appropriate to their responsibilities. Photo preparation does not automatically require control over billing or organisation membership.