Sending a design to GFcrew

This tutorial walks you through sending a finished design to GFcrew so the photo lands on the storefront and parents can purchase it right away.

Traffic runs the other way too: a paid GFcrew order can build the matching Studio designs for you automatically — see Build designs automatically from paid GFcrew orders.

Before you start

Your organization must have a GFIT key connected before GFcrew appears as a destination. If you haven't done that yet, see Connecting GFcrew and GFITpro (GFIT key setup). You also need a design open in Studio — GFcrew sends apply to designs, not to templates.

What event codes are and where they come from

Every GFcrew send requires two codes that tell GFcrew which storefront the photo belongs to:

Main Event Code — identifies the main event in GFcrew (for example, 1373).
Destination Event Code — identifies the sub-event or team within that event (for example, 042).

If your designs live in a Studio folder named with those codes — for example, a folder called 1373_MainEvent — Templified reads the code directly from the folder name and pre-fills it for you. You can also type or edit either code inline in the send dialog.

You don't have to repeat the code on every subfolder. To find the Main Event Code, Templified walks up the folder tree from wherever the design lives until it reaches the event folder named with the code. So a design nested inside a subfolder — a team folder, a Plaques or PDF subfolder, and so on — still inherits the correct Main Event Code from its parent event folder. A code saved directly on the design always takes priority over the folder name.

Send a design to GFcrew

The Send To panel in Studio with a GFcrew 'ADD to Event' destination and a design staged in the queue, ready for Send all

Sending through a Send-To preset is the standard approach. You can also use the design editor's export menu for a one-off send. Both paths are described below.

Using a preset (recommended)

Open your design in Studio. In the right panel, click the Send To tab.
Click the preset that includes your GFcrew destination. The design is staged in the queue.
If the design doesn't have event codes saved yet, an Add Event Codes dialog appears. Fill in the Main Event Code and Destination Event Code, then click Save & continue. Templified saves the codes on the design so you won't be asked again.
When you're ready to send, click Send all at the bottom of the Send To panel (or press Enter). Templified renders the design and delivers it to GFcrew.

The modal closes as soon as you confirm — the send runs in the background. A notification reports the outcome when it completes.

Using the export menu (one-off send)

Open the design in the editor. In the toolbar, open the export menu and choose Send to GFcrew.
In the Send to GFcrew dialog, verify or enter the Main Event Code and Destination Event Code.
Decide whether to leave Activate event checked — see the next section.
Click Send. The dialog closes immediately — the render and upload continue in the background.

Whether the photo goes live immediately

Activate event is checked by default. Its helper text reads: "Make the destination event active in GFcrew after upload. Uncheck to upload the photo without changing the event's active state."

Leave it on and Templified activates the destination event as part of the send. The photo is purchasable straight away — parents can view and buy it with no additional publishing step on the GFcrew side.

Uncheck it and the photo still uploads to the destination event, but Templified doesn't touch the event's active state. That's what you want when you're pre-loading an event that shouldn't open to parents yet: get the photos staged now, then activate the event in GFcrew when you're ready for it to go on sale.

The same Activate event option is available on a GFcrew destination inside a Send-To preset, so a preset you use for pre-loading can leave it off permanently.

Tagging a photo to a player's roster

The Add Image to Roster checkbox with the nested Send quick-buy text option and the Message field beneath it

If you want GFcrew to link the photo to the player — and text the family a quick-buy link — check Add Image to Roster. This requires the use of the Roster tab in GFcrew; the photo is linked to the rostered player.

Under Add Image to Roster sits a nested Send quick-buy text checkbox, which is on by default. Its helper text reads: "If the roster contains the parent's phone number, the parent receives a text with a direct quick-buy link to this image. Uncheck to link the image to the player without texting."

Leave it on and a parent with a phone number on the roster entry gets the direct quick-buy text — a link straight to their own child's photo, so they tap and buy without searching the storefront or hunting for their player. The Message field appears only while this option is on.

Uncheck it and the photo is still tagged to the rostered player, but no text goes out. Use that for reshoots, corrections, or events where you don't want families texted twice.

Either way, if the roster entry has no phone number on file, the photo is tagged to the player and no text is sent.

When the text is enabled, edit the Message field as needed — it must include the <url> token, which GFcrew replaces with that photo's direct purchase link. Variable chips above the field insert tokens such as {org_name}, {design} and {folder}. The message is capped at 300 characters (one text segment).

⚠️ REVIEWER: verify placement — Send quick-buy text currently appears on a GFcrew destination inside a Send-To preset (add and edit panels). The one-off Send to GFcrew dialog shows only Add Image to Roster plus the Message field, and always texts when a phone number is on file.

A GFcrew destination on a Send-To preset can also print a physical "scan to buy" handout of the photo: enable Create "Quick Buy" on the destination, and the handout — the photo composited through a linked print template with the quick-buy link as a QR code — is queued to GFITpro Auto Print automatically and printed at your print station. See Configuring each destination type for setup.

Re-sending a design (replace or create new)

If you've fixed a typo or updated the photo and want to push a new version to GFcrew, open Send to GFcrew again. Because this design was already sent, GFcrew shows a choice:

The Replace in GFcrew? prompt asking whether to replace the existing copy with your updated version or keep it

Replace the existing copy in GFcrew — overwrites the photo in place. The GFcrew record keeps the same filename, so returning parents don't see a duplicate.
Create a new copy in GFcrew — adds a second record. Use this only when you genuinely want a separate listing.

For corrections (name spelling, jersey number, re-cropped photo), choose Replace the existing copy in GFcrew. The existing copy's order history is not affected.

Viewing send history

Every send to GFcrew — whether manual or triggered by automation — is recorded in the design's history. Hover over the history indicator on the design card in Studio to see a log of when the design was sent and to which destinations.