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Best passport photo booking software to grow your business

Smart scheduling, seamless payments, and automated reminders — built to keep your calendar full and customers coming back.

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Your Passport Photo Business
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Everything you need to run your passport photo business

Packed with powerful tools to grow your revenue, streamline your bookings, and boost client retention.

Document-Type Booking (Passport, Visa, ID, Baby)

Customers choose the exact photo type when they book, so you know the size, format, and typical time needed. Set different durations and prices for UK passport photos, visa photos, baby/child sessions, and workplace ID batches.

Walk-In Friendly Slot Rules

Keep space for walk-ins while still taking appointments. Create short “quick photo” windows, add buffers for editing/printing, and cap the number of bookings per hour so your booth isn’t jammed at lunchtime.

Deposits & Pay-on-Collection Options

Take a small deposit to stop no-shows, or take full payment upfront for digital code delivery. For print packs, set pay-on-collection so you’re not refunding card payments when customers change their mind after seeing the proofs.

Automatic “Bring This With You” Messages

Send the right instructions before they arrive: no white tops, tie hair back, remove hats, and what to do about glasses glare. For baby photos, send tips parents actually follow (timing, feeding, and avoiding patterned outfits).

Branch, Booth or Photographer Scheduling

If you’ve got more than one kiosk, a separate studio corner, or staff who cover different days, assign bookings to the right person and location. Stop two customers turning up for the same chair because “it looked free on the diary”.

Location Notes for Mobile ID Photos

For care homes, workplaces, or housebound customers, capture address, parking notes, access details and who to ask for. Build travel time into your schedule so a “quick visit” doesn’t make you late back to the shop.

The challenges every passport photo faces

Rejections, Re-takes and “Can You Just Fix It?”

A single failed biometric check can mean a free re-take, extra editing time, and a frustrated customer who thinks it’s your fault. You need clear service options (standard, baby, visa-specific) and time buffers so re-takes don’t wreck the rest of the day.

Walk-Ins Colliding with Timed Appointments

Passport photo customers still walk in expecting immediate service, especially in high streets and near post offices. Without proper slot rules you either double-book the chair/booth, or you keep customers waiting and lose the ones who only had a lunch break.

Different Specs for Different Documents

UK passport rules aren’t the same as US visa, Indian OCI, Schengen, or student ID requirements. Each has different sizes, backgrounds, and print counts. If your booking form doesn’t capture the document type up front, you waste time at the counter working it out.

No-Shows and “I’ll Be Back in 10 Minutes”

Short appointments attract casual bookings: people reserve a slot “just in case”, then don’t turn up. Others arrive late with a toddler or after a haircut. Deposits, automated reminders, and sensible late-arrival rules matter more here than in most trades.

✓ We solve this

One platform for everything

  • 24/7 online booking
  • Automated reminders
  • Instant payments
  • No more double-bookings
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Built for real passport photo workflows

Most days start with a mix of planned appointments and whatever the street throws at you. In the morning you’ll often get the organised customers: renewals, student IDs, and people who need a digital code for an online application. Those are the easy wins—if the booking already tells you it’s a UK passport photo with prints plus code, you can have the setup ready and keep things moving. Late morn...

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What we help with

  • Customers turning up for “passport photos” but needing a specific visa size
  • Lunch-hour rush causing a queue because appointments and walk-ins collide
  • Free re-takes eating your afternoon when photos fail biometric checks
  • No-shows for five-minute slots that still block your booth
  • Parents booking baby photos into the same timing as a standard adult photo
Passport Photo Business Mobile App

Manage Your Passport Photo Business
From Anywhere

Download the iBookFast Provider app and manage your passport photo bookings on the go. Accept appointments, chat with clients, track earnings – all from your phone.

Real-Time Passport Photo Bookings Accept passport photo bookings, confirm or reschedule instantly
Live Chat Message your passport photo clients directly
Push Notifications Never miss a passport photo booking or enquiry
Business Analytics Track your passport photo business earnings
Team Management Manage your passport photo team schedules
Review Management Respond to passport photo service reviews
Download on the App Store
Get it on Google Play

Free to download. Requires a iBookFast provider account.

Quick Setup

Get started in 3 simple steps

Your passport photo business accepting bookings in under 5 minutes

1

List Your Photo Types and Outputs

Add services like UK passport photo (prints), UK passport photo (digital code), visa photos by country, baby/child sessions, and workplace ID batches. Set realistic durations and include what’s included (print quantity, file format, code delivery).

2

Set Your Availability Around Booths, Staff and Walk-Ins

Choose your opening hours, then decide how many timed slots you can handle per hour without upsetting walk-in trade. Add buffers for editing, printing, and re-takes, and block out times when the booth is used for other shop tasks.

3

Turn On Deposits, Reminders and Instructions

Set a deposit or upfront payment for the appointment types that attract no-shows. Add automatic reminders with practical prep notes (glasses, hair, clothing) and tell customers what to bring if they need a specific embassy or visa spec.

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Simple Pricing

Choose the Perfect Plan for Your Business

Start free and scale as you grow. No hidden fees, cancel anytime.

Starter

Perfect for getting started with your first listing

Free
  • 0% platform commission
  • Free Listing
  • Email Notifications
  • Unlimited Services
Get Started Free

Pro

Great for growing businesses with multiple services

£ 14 /month
  • Up to 5 team members
  • 0% platform commission
  • Up to 5 staff members
  • Custom subdomain
  • Embed Widgets
  • Group Bookings
  • 30-day free trial
Start 30-Day Free Trial

30-day free trial, no card required

Premium

Best for established businesses ready to scale

£ 29 /month
  • Up to 15 team members
  • 0% platform commission
  • Up to 15 staff members
  • Custom subdomain
  • Embed Widgets
  • Group Bookings
  • 30-day free trial
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30-day free trial, no card required

Secure Payments
Cancel Anytime
24/7 Support
No Hidden Fees

Save 10+ Hours Weekly

Automate scheduling and spend more time on what you do best

Increase Revenue by 40%

Fill more slots and reduce no-shows with automated reminders

Happier Clients

Provide a modern booking experience your clients will love

FAQ

Questions? Answers.

Everything you need to know about our passport photo booking system.

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How do you handle urgent same-day passport photo requests?

You can offer “urgent” slots with shorter lead times and a higher price if you want to prioritise them. The system shows only the times you’re genuinely able to fit in without wrecking the rest of the diary. Customers get instant confirmation, so you’re not stuck answering the phone while you’re mid-session.

What appointment types can I set up for passport photo work?

Most UK businesses split it into UK passport (prints), UK passport (digital code), visa photos (by country), baby/child, and ID photos for work or schools. Each can have its own duration, price, and required info. That means fewer surprises when the customer arrives.

When should I take payment for passport and ID photos?

For digital code delivery, taking payment upfront is usually simplest because the customer expects immediate turnaround. For print packs, many shops prefer pay-on-collection after the customer approves the image. Deposits work well for baby sessions and mobile visits where no-shows cost you real time.

Do passport photo bookings get busier at certain times of year?

Yes—expect spikes before summer travel, around school holidays when families renew together, and at the start of university terms. Some areas also see demand around seasonal work and visa deadlines. With online booking you can open extra slots temporarily without changing your whole routine.

Can I manage multiple staff members or more than one booth?

You can assign availability per staff member or per location/booth so two people aren’t booked into the same setup. It’s especially useful if one person handles editing/printing while another takes the photos. You can also stagger breaks so the diary doesn’t show times you can’t actually cover.

How does it help convert enquiries into actual bookings?

Instead of quoting over the phone and hoping they turn up, you send a booking link that shows the right service and the next available times. Customers pick a slot and pay a deposit if required, which reduces “I’ll pop in later” drop-offs. It also captures the document type, so you’re not guessing what they need.

What customer messages can I send for passport photo appointments?

You can send confirmations, reminders, and practical prep notes like avoiding white tops, removing hats, and what to do about glasses glare. For baby sessions you can include time-saving tips for parents and set expectations about allowing extra time. Clear messages cut down on re-takes caused by preventable issues.

Can I charge different prices for prints, digital codes and visa specs?

Yes—set separate pricing for prints vs digital, and create visa services with their own prices and durations based on how strict the spec is. You can also add add-ons like extra print sets or emailed files. That keeps your pricing fair without arguing at the counter when a “simple” job isn’t simple.

0% Commission

Keep 100% of your earnings

70% Less No-Shows

Automated reminders

24/7 Booking

Accept bookings anytime

Instant Payments

Get paid upfront

Why iBookFast for your passport photo business?

Passport photo work is all about accuracy and timing. People don’t book weeks ahead like they would for a portrait shoot; they book because they’ve just realised their passport is out of date, they’ve got a visa appointment, or they’ve been told their online submission was rejected. That means you’re dealing with urgency, anxiety, and customers who expect you to fix the problem on the spot. The d...

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Start Taking Passport Photo Bookings Without Losing Walk-In Trade

Set the right slot lengths, reduce no-shows with deposits, and keep your booth schedule under control — with 0% commission.

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