Note on the above video: The hotkey for saving the changes to an image's metadata has since been changed from 'shift+s' to 'shift+enter'.

If you have a few minutes, the above video gives a brief introduction to the basic features of the software. Alternatively, below is a written outline of the key components. 

New Project

Once you have logged into Caption Pro you are given the option to create a 'New Project'. You may want a project to be a specific event or job.

When you start a new project you can set a watch folder and add various project wide filters.

Watch folder:
Any images in (or that get added to) the 'Watch Folder' will automatically be ingested into your project to be processed. Learn more about adding and deleting images from a project in our guide: Adding and deleting Images

Pre recognition Filters:
These filters are set on a project wide level and come into effect prior to image processing, therefore they cannot be amended on an image to image level. These types of filters include setting a max limit on the amount of faces the software can detect in an image, or specifying which databases the software will use for facial recognition purposes. 

Post recognition Filters:
These filters are a way of limiting the names that get added to your caption. This could be done by filtering out people the software doesn't already know (guests), soloing certain people in images, or by filtering out faces from the caption based on their size or sharpness. 

These can be amended on an image to image basis in the 'filters' section of the interface with an image selected. 

To see why a face isn't being added to the name bar/caption, select it and check for any highlighted filters in the filter section of the UI.

More information about both filter types can be found in our guide: Filtering people/faces.

Editing / adding people to your database. 

Caption Pro uses a global database of thousands of celebrities in order to help you identify who is in your image, however you may need to add new people to your own database to improve the software's accuracy.

If the software doesn't know someone or someone is being misidentified, just click on the face box of the person in question and select "Add New Person" filling in the person's information as required. When saved, the software will apply that change to any appropriate faces in the unconfirmed tab of your project. 

Adding a 'Prefix' or 'Postfix' will add a title to the name of the person which can be enabled or disabled in the 'people' formulas.. more about those later though. 

Once you have added a person, the first image you add of them will be used as a reference image. Any images you 'confirm' of that person will also be added to their reference images. Each person can have a maximum of 10 reference images. You can delete or add new reference faces to a person by selecting 'edit in database'.

See the 'Confirming Images' section further down the page for tips on how to make sure you have given the person the correct name.

You can delete people from your database if you have accidentally created duplicate entries for instance. This can be done by selecting the person and pressing "Delete" in the 'edit in database' modal.

All deleted people will be forgotten across the entire project - even for images in the 'confirmed' and 'exported' tabs.

More detailed information about editing people can be found in our guide to editing people.

Editing Metadata

While your project is opening you will be presented with a project wide metadata window, where you can edit metadata fields, when saved this will be applied to all the images in this project. 

You can save the settings from the project metadata tab into an '.xmp template' file, and similarly import such xmp files to automatically populate metadata fields. Templates saved through Caption Pro will automatically save and load formulas as well. 

After you have closed this window and when you are working on your project, you can edit image specific metadata by amending the fields in the bottom right quadrant of the user interface, or you can edit metadata for all the images in the project again by clicking on the "Edit Project Metadata" button on the right hand side of the screen.

Tip:  If you click on a metadata field's title then it will automatically copy the results of that field to your clipboard, ready to be pasted anywhere else. 

For more information, please read our guide to Editing Metadata

Code Replacement

Code Replacement is a feature that allows you to apply certain words or phrases immediately into a metadata field by typing in a specific code. This enables incredibly fast application of metadata that might otherwise need to be typed out. 

In order to apply a code, simply press '\' (backslash) and continue to type the relevant code. A modal will also pop up, showing possible code or result matches for you to chose between. Either press enter to apply the selected match, or select the desired output with your mouse and the phrase/word will be applied in place. 

You can set the rules for the codes and their corresponding values by uploading a compatible reference file during project creation or from the 'edit project metadata' modal. More information about how to do this can be found in our Code Replacement guide.  


Formulas can be added to any metadata field by pressing the '=' button. They enable you to automate various aspects of metadata input and arguably the most important one is the 'People' formula. 

The 'People' formula pastes the names of the people in your image wherever the formula is added, following the rules specified when creating the formula. 

In order to make the most out of the software, and input peoples names into the desired metadata fields automatically, it is strongly advised that you read our extensive guide on Formulas

Confirming Images

In order to make sure you have the correct people in your images you can compare the selected face to the reference faces of the suggested name:

Alternatively you can hit the 'search' button with the suggested person selected and a google image search of the suggested person's name will appear in the pop-out modal. This is also a good way of checking if you have correctly named an individual. 

When you are satisfied that the people in your image are displaying correctly in the name bar you can then 'confirm' them. This is done by either right clicking on the image(s) and pressing 'confirm' or clicking the keyboard shortcut 's' with the image(s) selected. Confirming an image will move it to the 'confirmed' tab in the thumbnail viewer.

Confirming an image will add each person's faces to their corresponding reference image pool until that person has their allocation of 10 reference images filled. At which point confirming an image of someone will no longer affect their reference images.  

The other purpose of confirming an image is to stop the image from being affected by newly added faces further down the project. If you have left an image in the unconfirmed section and are happy with the names, they may still be changed automatically if the software thinks the person looks more like a newly added face. 

Confirmed images will still be affected by project wide metadata changes and deleted faces from your database, they just wont be affected by potentially conflicting new face information. 


In order to apply the changes to the metadata of the images you must either 'export' them or 'save' the image. 

Saving Metadata

If you chose to save the metadata as opposed to exporting the images, the metadata changes you make will be applied directly to the watched image in its current location. This is the quickest way to save your changes and allows for better compatibility with various different workflows. 

This can be done by right clicking on the images in the unconfirmed section and selecting "confirm and save" (this will also confirm the images for you, adding the relevant reference image to any named individual's profile). It can also be done for all confirmed images by selecting 'Save all' at the bottom of the confirmed window.

The quickest way to do this on an image to image basis is by pressing the hotkey: 'shift+enter'


If your intention is to create a copy of the original images with the new information applied, or you would like to send out via FTP directly from the software the you will want to 'export' the images. 

You can do this by pressing the keyboard shortcut 'e' with the necessary image(s) selected, or there is a button to export all confirmed images in the confirmed tab. 

Once you have set up an export destination in a project by sending one image, you can quickly send other images to the same destination and following the same export rules by pressing the hotkey 'shift+e'

There are a few options presented to you when you export images:

File Name

Here you are able to bulk-change the names of the files you are exporting. You can automate these based on image specific information by using the relevant formulas and/or type in a custom name. It is advised to add a sequence number formula when changing the name of the images to help keep your exported images organised. 


You can export to multiple disk destinations simultaneously, just add them to the table and click export. If you try to export directly to the watch folder, they will be automatically exported to a sub-folder, stopping them from accidentally being reprocessed. 


In order to export with FTP you must either chose a saved FTP destination to send to, or create a new FTP destination by clicking "create new" and filling out the information fields in the dropdown menu. 

You can send to multiple FTP destinations by adding more 'new' or 'saved' FTP destinations to the destinations table. 

Once you have all of your desired disk and FTP destinations set up you can start the export process by clicking "Export" at the bottom of the window. 

We go into more detail about these processes in our guide on Confirming and Exporting Images

Need a bit more help?

If you have any questions, check out the relevant links throughout this page, or take a look at our FAQ page.

Alternatively if you'd like to speak to someone in person, start a conversion in one of our chat widgets or email

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