Yearbook Website System Requirements
Minimum Requirements
• Google Chrome, latest version
• Windows
- Windows 8.1, Windows 10, Windows 11 or later
- 1.3 gigahertz (GHz) or faster processor
- 4GB RAM
• Network connection
- 15 Mbps download speed
- 1 Mbps upload speed
• Screen resolution of 1920 x 1080
• Chrome books with latest Google Chrome browser version
• Apple tablets with latest Google Chrome browser version
• Mac
- OS X El Capitan 10.11 or later
Recommended Requirements:
• Google Chrome, latest version
• Windows
- Windows 10 or later
- 2.8 gigahertz (GHz) or faster processor
- 8GB RAM
• Network connection
- 20 Mbps
- 2 Mbps upload speed
• Screen resolution of 2048 x 1080
• Chrome books with latest Google Chrome browser version
• Apple tablets with latest Google Chrome browser version
• Mac
- OS X El Capitan 10.11 or later
TIP
Check memory consumption that may cause the Google Chrome to slow down. There might be applications that are running in the background on your computer.
TIP
If your computer seems slow, restart it to clear the cache.
Milestones
Getting Started
2 3 4 5 6 7 8 9
We’ve documented your checklist for distribution. 1
Review this page first! We have documented our best practices to set you up for success.
Theme
One of the first duties of the yearbook staff is to select a theme that reflects their school for this particular year. Your goal is to select a theme that everyone in your school can relate to and understand. This will increase the value of your yearbook, and it will also help you reach your sales goal.
Deadlines
Document your project deadlines to keep track of important tasks and dates.
Ladder Diagram
Your ladder diagram is your overall map that shows the content of every spread in the yearbook. We’ll help you set this up.
Roles & Responsibilities
Set your yearbook team up for success by identifying roles and responsibilities.
Design
This is the fun part. Allow us to introduce you to the elements of design!
Portraits & Photography
Learn how to upload and manage images in your yearbook website.
Promote
Promoting a yearbook works best when you have a plan and stick to it. Staying organized helps reduce stress, while ensuring you never miss an important opportunity.
Distribution
Getting Started
Let’s set you up for success!
Review these questions with your Yearbook Account Manager before you start your yearbook project:
• What is your final order quantity?
How many did you order last year and the year before that? Did you run out of yearbooks? Consider ordering 5-10 extra copies to sell after the books arrive.
• Do you want a custom cover design? If yes, please ensure this is included in your contract.
• When do you want your yearbooks delivered? Remember, your delivery date determines your deadlines.
• How do you want Spring content included? Spring holds some of the best school year memories! You can add spring content by including a supplement or selecting a later delivery date.
• How are you charging?
Are you purchasing for all students in the school? Will you offer tiered pricing to families? Do you need to make a profit to purchase new equipment?
• What factors are included in your budget? Click to download: Budget Worksheet.
• How many pages will your yearbook have? How many pages did your yearbook have last year? Are you adding coverage?
• What if you add pages?
Just know that your price and cover spine may be impacted. Check with your yearbook account manager for the specifics.
• What type of binding is included in your contract? Binding styles are determined by the number of pages and book size. Ask your Yearbook Account Manager for guidance.
• Are you a returning user?
Activate Smart Start to get a jump start on this year’s yearbook by importing preferences and elements from last year’s yearbook.
Virtual Training Series:
• Welcome to Lifetouch Yearbook Website
!These are guideline questions to help set you up for success.
If you have any questions about your contract, please contact your Lifetouch Representative or Yearbook Adviser Support.
For U.S. Advisers: 1-800-736-4761
For Canadian Advisers: 1-866-443-9651
Theme Ideas
Unifying the book, reflecting on the year
One of the first duties of the yearbook staff is to select a theme that reflects their school for this particular year. The theme is a concept that everyone in the school can understand and realize how it
Predesigned Yearbook Themes
A predesigned yearbook theme is a great option if you need to ease your design workload. Predesigned themes include covers, backgrounds, embellishments, font choices, and suggested color palletes that will auto-populate on your yearbook pages.
Theme Development Resources
• Theme Ideas
• Theme Exploration Poster
• Pre-Designed Theme Ideas
• Yearbook Ideas
Virtual Training Series:
• Get To Know Themes
Deadlines
Document your project deadlines to keep track of important tasks and dates.
Work with your Yearbook Account Manager to determine your deadlines, starting with your desired delivery date.
Tips for organizing your deadlines:
• Use your email calendar to schedule meetings.
• Create a specific yearbook calendar that you can share with your yearbook account manager, yearbook staff, and school staff.
• Enter all school events into your email calendar.
• Document who is photographing or attending each event.
• Assign staff to the online calendar events they are responsible for capturing.
• Email reminders to photographers, reporters, and group sponsors for the events you are photographing.
DUE DATE _ DEADLINE TYPE:
Desired distribution date
Desired ship date to school
Final quantity order entered on website
Final page deadline
Third page deadline
Second page deadline
First page deadline
Cover submission due date
Picture Retake Day
Picture Day
Activate YBPay
Renew agreement with Yearbook Account Manager
Important Tip: we find it’s easier to work backwards!
Ladder Diagram
Traditional
Student life, sports, academics, organizations and people. Optional sections might include ads, fine arts, honors, and other sections your yearbook always features.
Chronological
Can be structured by seasons, grading periods, months or weeks. View a sample Chronological Diagram here.
Blended
Schools using this approach blend student life, academics and organizations together in one chronological section. Following this is a chronologically-structured sports section and a people section at the end.
Before entering your book’s coverage topics into the online ladder, use a paper or poster ladder to plan your book’s content and structure.
Order your complimentary ladder diagram poster on the Lifetouch yearbook website!
Size: 22” x 25.5”
Go to Resources & Tools> Order Materials.
Download a digital Ladder Diagram here
Ladder Diagram Resources
• Yearbook Headline Ideas
• Headline Ideas Digital Poster
Virtual Training Series:
• Ladder Diagram
• Organize Pages
YEARBOOK LADDER DIAGRAM
Roles & Responsibilities
Adviser & Editor Tasks
n If you are a returning user, get started with Smart Start to import preferences and elements from last year’s yearbook.
n Monitor the yearbook website dashboard
n Meet with sales pro to determine budget and book cost/sale price
n Add and manage users
n Examine “Contract and Book Settings” under “Book Builder” to ensure accuracy and to select preferences
n Create or select your yearbook theme
n Plan Ladder Diagram
n Assign photographers to cover early school year events
n Select, edit, upload and tag images
n Note or schedule Picture Day
n Note or schedule Picture Retake Day
n Design Master Pages with desired page number placement and section graphics and tie them to the online ladder
n Design and approve custom layouts for all sections
n Determine number of pages needed for portrait pages
n Design portrait pages to accommodate the number of students in each class.
n Flow portrait images
n Set up YB Pay
n Create pages or correct assigned pages
n Proofread pages
n Submit pages
Virtual Training Series:
• Manage Users
Do you have a SMALL yearbook staff?
These are the key roles that need to be filled:
• Adviser
• Editor
• Photographer
• Writers
• Designers
Do you have a LARGE yearbook staff?
These are the key roles that need to be filled:
• Primary Adviser
• Co-Adviser(s)
• Editor in Chief
• Co-Editor(s)
• Business Manager(s)
• Photographer(s)
• Photography Editor(s)
• Section Editor(s)
• Section Team Member(s)
Design Elements & Principles
Designing pages is one of the most creative aspects in producing your yearbook. Designers work with photos, lines, color and typography to produce pages that intrigue readers and pull them into the book’s double-page spreads.
LINE
A line connects two points. There are various types of lines: straight, wavy, dotted, visible, invisible, etc.
Design Resources
• Design Grid Sheet
• Font Poster
• Layouts Guide
• Yearbook Copyright
• Yearbook Content Ideas
Virtual Training Series:
• Create Custom Layouts
• Create Master Pages
• Text Actions & Fonts
• Get to know Page Builder
TEXTURE
Using texture in design is a good way to add visual depth to your design.
SIZE
Different sized elements create visual interest, dominance, and define importance.
Design Elements & Principles
VALUE
Value is how light or dark an element appears on the page.
COLOR
Color is used to create visual importance, evoke emotion and so much more.
CONTRAST
Make your design stand out by using color, typography and textures.
SPACE
Use white space to direct the eye or give the eye a place to rest.
Design Resources
• Design Grid Sheet
• Font Poster
• Yearbook Copyright
Virtual Training Series:
• Create Custom Layouts
• Create Master Pages
• Text Actions & Fonts
• Get to know Page Builder
Design Elements & Principles
PROXIMITY
Proximity creates cohesiveness in design. Elements that belong together should be placed close together.
Design Resources
• Design Grid Sheet
• Font Poster
• Yearbook Copyright
REPETITION
Repetition establishes rhythm, which creates consistency across your design.
Virtual Training Series:
• Create Custom Layouts
• Create Master Pages
• Text Actions & Fonts
• Get to know Page Builder
ALIGNMENT
Alignment allows for design elements to be visually connected and cohesive.
Portraits & Photography
Images + Yearbook Website
You’ve reached our favorite part of the yearbook building process: Photography!
The yearbook website has a ton of features for uploading and managing images and we have resources to help you learn.
Access the detailed help guide by clicking on the topic below:
Upload candid images
Edit a candid image
Create an index
Create a portrait group
Flow portrait group to a page
Edit a portrait group
Lifetouch Community Upload
We are excited to announce that Lifetouch Community Upload, our photo sharing site, is live! Collecting candid yearbook photos from your school community has never been faster and did we say... easier!
Share your school’s unique code with students, staff and families. Photo sharing is now accessible to all, and a great way to add content to your yearbook.
To set up Community Upload, go to Book Builder and move down to Contract & Book Settings. Click the “yes” button. Then you will receive directions for creating your unique ID.
Community Image Upload for Community Members
Community Image Upload Flyer
Educational Photography Resources
• Community Image Upload
• Tips to manage images
• Taking Better Cell Phone Photos
• 15 Tips For Yearbook Pics
Virtual Training Series:
• Flow Portraits
• Unflowing Portraits
!REMINDER:
If you partner with Lifetouch for School Photography, your picture day dates are on the dashboard of your yearbook website.
If you still need to schedule a Picture Day or Retake Day this year, contact your Yearbook Account Manager today!
Marketing
Marketing Your Yearbook
Whether you sell your book or include it in your school’s tuition, your staff needs to find a way to create a buzz about the book.
Create your marketing plan
Identify your target audiences
Marketing Resources
• Marketing Plan Worksheet
• The Non-Marketers Guide to Marketing a Yearbook
• Social Media Marketing Images
n Athletic Events 1
Break them down into sub-groups. Freshmen, sophomores, juniors, seniors, athletes, scholars, club members, fine arts students, students who aren’t involved, first-time buyers, etc.
Determine the “needs” of each group
After listing each major group and sub-group, determine how you will market to each target audience and why a yearbook may be important to them.
Identify nine touchpoints to market your Yearbook
Now that you’ve identified your audience, you are ready to build your marketing plan.
Download your marketing plan worksheet and select nine touchpoints from the list below. Let’s get selling!
n Posters
n Flyers
n Social Media
n Parent Council
n In-School Promotions
n Announcements
n School website
n Newsletter
n YBPay promotions
n School dances
n School Play
n Conferences
Selling Resources
• Digital Website Banners
Selling
Your Yearbook
Set up your YBPay website
• Set up your YBPay online ordering website in Sales Tracker.
• Your YBPay website will automatically shut down when your yearbook order ships.
Order sales flyers
Contact your Yearbook Account Manager to place an order for printed flyers.
Order selling materials
We have complimentary selling tools available to order on the Yearbook Website. Navigate to Resources & Tools > Order Materials.
Promote your sale online
• Use our web banners to promote on your school’s website.
• Create graphics to promote on social media.
Plan in-school promotions
In school promotions may include back-to-school, conferences, holiday sales, school dances, spring bloom sale, athletic events, school plays, etc. Ask your staffers to create event-specific flyers to place around the school!
Virtual Training Series:
• Learn how to set up YBPay
• Set Up Ad Builder
• Purchase an Ad on YBPay
• Review and Approve Ads
• Place an Ad on a Yearbook Page
Add your Job Number to selling materials so community members can search for your school’s yearbook on YBPay.com
Distribution
Your Distribution Checklist:
n Be on the lookout for a yearbook shipping confirmation email. Yearbook delivery tracking is available on the homepage of your yearbook websites!
n After your yearbook order ships, print the most up-to-date “Order List” from Sales Tracker.
n Merge lists of online sales and cash sales.
n Schedule and announce a distribution day.
n Rally volunteers to hand out books.
n Organize / set up distribution tables by last name. Recruit people to help with this!
n Ask each student to initial next to their name when they pick up their yearbook.
n Create a plan to sell extra yearbooks.
n Remind students and parents to bring cash or credit cards when purchasing extra books.
Book Arrival & Order Management
Your YBPay online ordering website will now remain open until your yearbook order ships. (You still have the option to select a YBPay close date that is earlier if you’d prefer.)
What does this mean?! You have more time to sell your yearbook online!
• We encourage Advisers to order 5-10 additional copies to ensure they have enough yearbooks to sell for cash!
• Your “Last Chance Sale” should be just before the time you submit your final quantity order.
• Your YBPay website will automatically close when the order ships. Orders can ship earlier than expected.
• YBPay will also close if you sell out of yearbooks online.
• Print your “Order List’ from sales tracker AFTER your yearbook order ships. This will ensure that on distribution day you aren’t selling yearbooks that were already purchased online (after you submitted your final order).
TIP
Your YBPay website will remain open until your order ships.
Need more?
If you need to order additional yearbooks, contact Yearbook Adviser Support
RESOURCES
Support Teams
Yearbook Adviser Support
The Yearbook Adviser Support team provides one-on-one assistance to advisers when help is needed. Yearbook Adviser Support is available Monday – Friday, 8 AM – 5 PM CST.
Live Chat is available on the yearbook website: yearbook.lifetouch.com
Contact U.S. Yearbook Adviser Support:
1-800-736-4761
yearbookadvisersupport@lifetouch.com
Contact Canadian Yearbook Adviser Support: 1-866-443-9651
yearbookcustomercare@lifetouch.ca
Customer Care (for parents/families)
Families should contact Customer Care if they forgot whether they ordered, need their confirmation number, want to create a parent ad, or any other information regarding the production of their order.
Contact Customer Care: schools.lifetouch.com/contactyearbooks
Lifetouch Representative
Lifetouch Representatives love what a yearbook represents for the school. They’ll help you understand available program options and find a yearbook offering perfect for your school. They’re knowledgeable in “all things yearbook”, including photography, design and journalism.
Yearbook Account Manager:
Phone Numer:
Email:
Program Services
Yearbook Design Services
Whether you need creative advice, custom design elements, or want a custom-designed yearbook cover, our Yearbook Design Services team is available to help make your yearbook vision a reality. Contact your Yearbook Account Manager to see if you are contracted for Yearbook Design Services.
Adviser Resource Hub
The Adviser Resource Hub is your one-stop-shop for digital resources that will help you organize, plan and design your yearbook.
YBPay
YBPay is an online ordering tool your community will use to purchase yearbooks online. Your Yearbook job number is the code your community will use to search for your school’s yearbook.
Activate YBPay
Picture Day Notify is a communication solution for schools that simplifies administrative tasks and reduces questions from parents.
Only available for U.S. schools
Glossary
Ascenders: Letters that rise above the baseline of type (b, d, f, h, k, l).
Baseline: An imaginary rule where lines of text sit.
Bleed: An element or picture extending off the page.
Candid Photo: An activity photo in which the subjects are informal, spontaneous and un-posed.
Depth of Field: Area that is in focus in a photo or video shot. Less depth of field is great for one to three subjects. Greater depth of field is suggested for group photos.
Descenders: Letters that fall below the baseline (g, j, p, q, y).
Display Type: Type sized to 14-point or above.
Decorative Type: Script, Cursive, Olde English or Novelty type faces used in headlines to reflect the yearbooks theme.
Divider: A single-page or double-page spread used to separate each section of the yearbook, which ties the section to the theme.
Dominant Photo: Photo that is obviously larger than any other photo on the spread.
Double Page Spread (DPS): Two facing pages visible at one time (e.g. pages 2-3).
Endsheet: Heavy sheet of paper that attaches the book to the cover. There is an endsheet in both the front and back of the book. These can be printed or left blank.
Folio: The page number along with a possible graphic element at the bottom left or right of the spread.
Gutter: Space where the book is bound between two facing pages.
Headline: The large text that introduces the story on the page.
Index: A complete alphabetical listing, along with corresponding page numbers, of everyone featured in the yearbook.
Eyeline: To link a spread, a horizontal line is established across the spread above or below the center to give movement to the reader’s eye.
Internal Margins: Spacing between columns on a spread. A one pica separation between elements is most common.
Job Number: The number assigned by the publishing company to the school. You can find your Job Number in Contract and Book Settings.
Ladder Diagram: The overall map that shows the placement of every layout in the yearbook.
Margins: The empty border that creates a frame around a spread. Consistent margins should be established on each page.
Pica: A unit of measurement used in yearbook production. Six picas = one inch.
Points: A unit of measurement for type faces and tight internal margins.
• 72 points= 1 inch
• 12 points= 1 pica
Forms, Guides & Procedures
Budgeting And Pricing Guide
Calendar Of Success
Model Release Form
Teacher Recommendation Form
What To Send When?
Yearbook Staff Application
Yearbook Editor Application
Advice from an Adviser
Clear and timely communication is the key to a successful yearbook project.
-Jennie, Lifetouch Board of Adviser Member, High School Yearbook Adviser
Work smarter...not harder. Take lots of pictures and upload them into the correct groups as soon as you can. This little tip will make things easier in the end when creating pages.
-Shelby, Lifetouch Board of Adviser Member, Elementary Yearbook Adviser
Let students do the work. It’s really easy to fall into the trap of taking most of the photos, designing most of the spreads, and rewriting most of the copy; sure, you can do it faster, and often you can do it better. But in the end, everyone loses. The students don’t learn and you stay overworked and overwhelmed.
Because you work them hard, reward them well. Food is a great motivator. Celebrate birthdays and holidays. Let them plan a secret Santa exchange at Christmas. Decorate pumpkins at Halloween. Bake a batch of cupcakes and bring icing and let them decorate them. Aim for something fun once a month.
And while spending time with the students creating the book is fun, you need to be able to communicate with other adults, too. Go to workshops when you can. Join your state’s journalism organization and attend events when offered. Create a network of adviser friends and email them for advice and help and ideas when you need it. Other advisers and workshops and conferences all provide new, fresh ideas and plenty of positive energy to keep you going!
-Melonie, Lifetouch Board of Adviser Member, High School Yearbook Adviser
Start the year off on an organized foot, ask your senior staff members to come up with theme ideas ahead of time. Then meet with them over coffee, or something else fun, and sketch up the theme, elements, cover design, and end sheets. That way you are hitting the ground running when the year starts!
-Patti, Lifetouch Board of Adviser Member, High School Yearbook Adviser