Uploading Photos

Each item can have one or more photos. They’re stored on Cloudflare Images so they load fast on web, mobile, and any future client-facing properties.

To add or replace a photo

1. Open the item detail page.
2. Click the photo placeholder (or the existing primary photo).
3. Choose a file — JPG, PNG, or WebP works best.
4. Crop it if you want to, then Upload.
5. The first photo becomes the primary automatically. To make a different photo primary, click it in the gallery thumbnails.

Adding several photos at once

Select as many files as you like in one go; the file picker takes several at once.

They go on in the order they were taken, read from the date and time the camera stores in each photo, whatever order you picked them in. So if you shoot a piece in the order you want it shown, that’s the order you get, and the first shot becomes the main photo when the item has none yet. A file with no camera date (a screenshot or an edited export) is placed by the date the file was last saved, and files with the same time go by name.

Each one opens the crop window in turn, so you can frame them individually. When you don’t need to crop them — several views of the same piece that are already shot the way you want them — click Add all N without cropping in the crop window. Everything still waiting goes in as-is, including the one on screen, and the button counts up as it works.

There’s no naming rule here. The item is already open, so JewelTrak knows which piece the photos belong to whatever the files are called.

Naming files by stock number (001234.jpg, 001234_2.jpg) matters only for the separate bulk photo import, where a photographer sends a whole batch without opening any item.

Sharing a photo with a customer

The photo card has a Share action next to + Add / Manage. Tapping it calls your phone’s native share sheet — pick Messages, Mail, WhatsApp, AirDrop, etc. — and the customer receives a tappable link to the photo. On desktop, the Share button opens a small menu with Copy link, Email, and Open in new tab instead.

Use this when a customer asks for “a picture of that ring” while you’re on the phone with them, or when you want to send a quick reference shot from a counter sale.

Video

Each item can also carry one 360° / spin video, shown next to the photos. The video card gives you three ways to add one:

• Load — upload a video file from your computer (MP4, WebM, or MOV). The file is copied into JewelTrak’s own storage, so it keeps working even if the original is deleted from your computer. Files over 4.5 MB can’t be uploaded here, which rules out most full-length 360° videos; for those, use URL or GemHub.
• URL — paste a link to a video hosted somewhere else (e.g. a YouTube/Vimeo link or another host). JewelTrak just points at that link; it does not copy the file, so if the link breaks, the video breaks.
• GemHub — pull the spin video straight from GemHub (see below).

Once a video is attached you can Play, Replace, or Remove it. Removing a video that JewelTrak hosts also deletes the stored file, so it doesn’t pile up.

Printing a photo

Print, under the main photo on a jewelry, watch or stone item, prints that photo on a letter-size page, about 6 inches square, with the Stock Number and Description underneath. A long description wraps onto as many lines as it needs.

It goes straight to your default printer through JS Print Manager, the same way invoices print, with no preview. So it’s on computers only, and doesn’t appear on phones or tablets.

Importing from GemHub

If you shoot on GemHub (PicUpMedia), the GemHub button on the video card imports your media without re-uploading by hand:

1. Connect GemHub once under Settings → Integrations → GemHub: enter your GemHub (PicUpMedia) email and password and click Retrieve token — JewelTrak fetches your API token automatically and saves it. Your password is used only to retrieve the token and is never stored.
2. On the item, click GemHub and enter the piece’s GemHub SKU (it defaults to the item’s SKU / stock number). The SKU must match GemHub’s exactly. Capital letters don’t matter, but a partial SKU imports nothing, and JewelTrak tells you which GemHub SKUs came close.
3. JewelTrak pulls that piece’s 360° video and, unless your shop imports video only, its photos. On jewelry and watches, the item is also updated to match its GemHub tag: the SKU (jewelry), the Description, and the price in both Retail Price and Price 1, so invoices and memos show what the tag shows. Price 2 and Price 3 are left alone, and a blank description or price in GemHub never blanks the item’s own. Save or discard any unsaved changes on the item before importing. Until you do, Import is greyed out with a note saying so, so an import can’t be undone by saving older values over it.

Until GemHub is connected, the GemHub panel shows a link to Settings → Integrations → GemHub instead of the Import box. 4. Photos are copied into JewelTrak’s image storage so they load fast everywhere. What happens to the photos already on the item is your shop’s choice, under When importing from GemHub on Settings → Integrations → GemHub (it applies org-wide):

• Add GemHub’s photos (the default). Your own photos stay, and so does your main photo. GemHub’s are added after them. If the item has no main photo yet, GemHub’s first one becomes it.
• Replace all photos. Every photo on the item is deleted, including ones you added yourself, and GemHub’s take their place with the first one as the main photo.
• Video only. Photos are never touched.

Importing the same piece again

If you changed the piece in GemHub, including its SKU, just import it again with the new SKU:

• The item’s SKU, Description, Retail Price and Price 1 are updated to the new ones. The description also updates on any open invoice or memo lines for the piece.
• The video is replaced with GemHub’s current one.
• With Add GemHub’s photos, GemHub’s set is added again, so the item ends up with two copies of GemHub’s photos. Delete the extras on the item’s photo card.
• With Replace all photos, the photos are replaced by GemHub’s current set, so importing twice never doubles them.
• If GemHub has no photos for the piece, or none of them download, the photos already on the item are left alone.

Where the GemHub video is stored

By default, an imported GemHub video stays linked to GemHub’s servers — JewelTrak just points at it, which costs you nothing extra.

If you’d rather JewelTrak host the video itself — so you can stop paying GemHub for hosting once a piece is shot — ask JewelTrak support to turn on “Host GemHub videos on JewelTrak” for your shop. With it on, each GemHub import copies the video into JewelTrak’s storage. It’s off by default because hosting the video files is something JewelTrak then stores (and pays for) on your behalf.

Tips

• Photos are served at multiple sizes; you don’t need to resize before uploading.
• Replacing a photo updates everywhere it’s shown — list pages, invoices, RapNet listings.
• For diamonds, the GIA cert PDF lives separately under Documents, not under photos.