
GITNUXSOFTWARE ADVICE
Art DesignTop 10 Best School Portrait Software of 2026
Ranked roundup of school portrait software for photographers, including Lifetouch Pro, Mylifetouch, and Inter-State Studio, plus tradeoffs.
How we ranked these tools
Core product claims cross-referenced against official documentation, changelogs, and independent technical reviews.
Analyzed video reviews and hundreds of written evaluations to capture real-world user experiences with each tool.
AI persona simulations modeled how different user types would experience each tool across common use cases and workflows.
Final rankings reviewed and approved by our editorial team with authority to override AI-generated scores based on domain expertise.
Score: Features 40% · Ease 30% · Value 30%
Gitnux may earn a commission through links on this page — this does not influence rankings. Editorial policy
PortraitEFX is the best fit for school studios running repeatable, high-volume barcode proofing and fulfillment, while Zenfolio works better if you prioritize flexible online hosting and ordering to keep school pipelines moving without heavy internal process change.
Editor’s top 3 picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
PortraitEFX
Subject matching and proof sheet generation remain the workflow core across batch intake and package selection steps.
Built for fits when school studios need repeatable, high-volume proofing and fulfillment workflows with staff time saved..
Zenfolio
Editor pickBranded online proofing and ordering flows that keep photographers in control from upload to customer purchase.
Built for fits when galleries and online ordering drive fulfillment and school data pipelines need flexible handling..
Studio Source Yearbook
Editor pickRoster-driven subject matching that carries student identity from sorting through proof and package selection.
Built for fits when yearbook-focused portrait teams need roster-driven proofs and package output under volume schedules..
Comparison Table
PortraitEFX
vertical specialistSchool photography management software for barcode workflows, data handling, and portrait production.
Subject matching and proof sheet generation remain the workflow core across batch intake and package selection steps.
PortraitEFX fits school portrait studios that need a production pipeline from subject roster import through proof creation and package selection. The workflow emphasis stays on sorting, matching, and proof sheet generation steps that typically consume the most operator time during volume photography workflows. The tool also supports online gallery fulfillment so families can review and select packages without relying on staff to reprint proof materials.
A practical tradeoff is that the value depends on clean subject rosters and consistent labeling so subject matching stays accurate across sessions. PortraitEFX works best when teams run scheduled shoot days, import student data in batches, and then process large sets with repeatable batch color correction and retouching steps.
- +Strong automation for subject matching and proof sheet generation
- +Bulk retouching and batch color correction reduce per-image handling
- +Online gallery fulfillment supports direct family proof review
- +Designed for volume production workflows across shoot sessions
- –Accuracy depends on consistent subject roster data quality
- –Configuration changes can slow down operations during peak shoot weeks
Studio production managers
Centralize proofing and package selection
Faster proof turnarounds
School portrait photographers
Reduce sorting and rematching work
Lower rematch labor
Show 2 more scenarios
Customer service teams
Handle family proofs with fewer calls
Fewer proof status inquiries
Online gallery fulfillment lets families view proofs and select packages without staff reissuing printed sheets.
Retouching operators
Apply consistent edits at scale
More uniform output quality
Bulk retouching and batch color correction support consistent finishing across large image sets.
Best for: Fits when school studios need repeatable, high-volume proofing and fulfillment workflows with staff time saved.
Zenfolio
SMBPhotography hosting and sales platform with volume photography features.
Branded online proofing and ordering flows that keep photographers in control from upload to customer purchase.
Zenfolio provides gallery publishing and online proofing capabilities that match school photographers who need consistent fulfillment after each session. Admin controls support multi-gallery management, branded storefront settings, and user access needed for split responsibilities across photographers and office staff. Automation and integration hooks support connecting delivered images to external lab or workflow systems without rebuilding operations inside the gallery itself.
A key tradeoff is that Zenfolio’s school-specific processing steps are not as turnkey as platforms that focus on a strict yearbook-style data pipeline for subject matching. Zenfolio works best when the portrait workflow is gallery-first and when subject roster mapping can be handled via imports or existing operational discipline rather than a fully opinionated school shoot data model.
- +Gallery publishing and online proofing tailored for fast post-shoot fulfillment
- +Admin brand customization supports consistent storefront presentation
- +Contributor management supports splitting shoot and office responsibilities
- +Integration pathways support routing outputs into external workflow systems
- –School subject matching workflows require more operational discipline
- –Batch processing depth for school-scale retouching is limited versus specialized tools
Independent school photographers
Publish proofs and take orders per event
Lower office workload
Studio teams with shared roles
Split upload tasks and approvals
Fewer internal handoff errors
Show 1 more scenario
Regional school photography groups
Standardize storefront across multiple schools
Consistent customer experience
Configuration and branding controls keep ordering pages consistent across recurring portrait days.
Best for: Fits when galleries and online ordering drive fulfillment and school data pipelines need flexible handling.
Studio Source Yearbook
vertical specialistSchool photography workflow software for portraits, yearbooks, sales, and image delivery.
Roster-driven subject matching that carries student identity from sorting through proof and package selection.
Studio Source Yearbook is designed to carry image data from capture through sorting, proof sheets, and final yearbook-ready deliverables tied to student rosters. The workflow includes subject extraction and matching so images land under the correct student identity for proof review and downstream selection. Batch retouching and batch color correction support faster turnaround after volume shoots. Admin processes focus on production management around packages and print fulfillment steps rather than advanced storefront customization.
A key tradeoff is that the yearbook pipeline prioritizes roster-to-output consistency, which can limit how flexibly teams restructure packages mid-production. The system fits teams running volume photography workflow patterns where students are photographed in batches and subject matching must stay stable through proofing and package selection.
- +Yearbook-first flow keeps proofs and final packages tied to rosters
- +Subject extraction and matching reduce misassignment during sorting
- +Batch retouching and batch color correction support faster turnaround
- +Production-oriented sorting improves throughput for volume shoot days
- –Package edits mid-cycle are constrained by the roster-to-output pipeline
- –Higher reliance on roster accuracy can amplify errors from bad imports
- –Some workflows may require add-on capabilities to reach niche output needs
- –Setup discipline is required to keep capture labeling consistent
School portrait studios
Yearbook volume shoots with batch edits
Fewer misassigned proofs
School photography administrators
Roster-based yearbook proofing
More consistent fulfillment
Show 2 more scenarios
Photo lab operations
Print fulfillment tied to selections
Lower rework after proofs
Selected packages convert into yearbook output jobs aligned to student matches.
Yearbook production coordinators
Group composites for class pages
Faster class page assembly
Group work follows the same identity-matching pipeline used for proofs.
Best for: Fits when yearbook-focused portrait teams need roster-driven proofs and package output under volume schedules.
GotPhoto
vertical specialistStudio management and online sales software built for school and volume photography workflows.
QR-coded shoot sheets drive subject matching from capture to proofing with fewer manual transcription steps.
GotPhoto is a school portrait workflow system that targets school photography teams and labs with end to end capture-to-fulfillment tooling. The solution centers on QR-coded shoot sheets, subject matching, and proof and order document generation to reduce manual handoffs.
It supports online gallery fulfillment so families can view proofs and place orders without staff rekeying. GotPhoto also includes operational controls for processing images in batches and managing studio-to-school job execution.
- +QR-coded shoot sheets reduce worksheet-to-subject transcription errors
- +Subject matching workflow supports consistent proofing and ordering
- +Batch processing tools speed image sorting and retouch handoffs
- +Online gallery fulfillment reduces staff time for customer order collection
- –More setup work is required to align roster data with capture sessions
- –Automation depth depends on integration choices with downstream lab fulfillment
Best for: Fits when school photography teams need controlled capture, matching, and proof-to-order flow with reduced manual rekeying.
PhotoDay
vertical specialistWorkflow and e-commerce software for volume photographers handling schools, sports, and events.
Yearbook flow configuration ties deliverable rules to production outputs for scheduled publishing needs.
PhotoDay supports school portrait workflows from capture to proofing and print fulfillment, with tools aimed at managing large subject counts. Batch image processing and online gallery fulfillment cover the core production steps after shoot day.
Administrative configuration tools support yearbook flow and packaging decisions that map to standard school deliverables. Integration depth shows up through export and data exchange needs used in school photo operations.
- +Covers end-to-end school portrait production from capture output to proofing
- +Batch image processing helps manage high-volume turnaround windows
- +Configuration supports yearbook flow and package selection rules
- +Online gallery fulfillment supports parent-facing review and ordering
- –Advanced customization can require tighter operational discipline than expected
- –Workflow coverage around complex composite variants can feel limited
Best for: Fits when school photographers need controlled production and proof-to-order delivery for large volumes.
Darkroom Software
vertical specialistPhotography workflow solutions including school and event volume photography support.
Workflow automation for studio production connects image processing to proof generation with configurable package rules.
Darkroom Software targets school portrait workflows with studio operations and fulfillment steps that sit between image capture, proofing, and lab-facing delivery. It emphasizes automation around image handling and customer-facing proof generation, with configuration centered on the school’s product and package logic.
Admin control focuses on managing users and operational settings for production and order processing rather than only exporting files. For programs that need tight turnaround from shoots to online proofing and print fulfillment, it provides workflow wiring that reduces manual handoffs.
- +Production workflow supports repeatable handling from import to proof output
- +Online proofing ties orders to image selection and package decisions
- +Admin configuration centralizes production settings for recurring school schedules
- +Extensibility supports custom automation for image and order steps
- –Advanced matching workflows require disciplined setup and test batches
- –Some specialized school deliverables may depend on configuration add-ons
- –Reporting depth for per-job throughput can require extra exports
- –Integration paths can add overhead when coordinating multiple labs
Best for: Fits when school portrait studios need automated image-to-proof workflow with controlled admin settings.
SmugMug
SMBPhoto hosting and commerce platform with school and sports portrait sales capabilities.
Gallery-first publishing with configurable sharing controls for family-facing online viewing and ordering.
SmugMug centers on image hosting plus web-based galleries, so schools can deliver proofing and print-ready viewing without building a custom storefront. Photo upload, album organization, and strong sharing controls support online gallery fulfillment workflows where families order directly from the gallery.
Its admin controls and extensibility through integrations help teams coordinate lab or fulfillment links and manage access across staff. For school portrait operations, the gap is deeper preproduction automation that some dedicated school portrait systems provide.
- +Web gallery delivery is fast to configure for proof viewing
- +Album and sharing controls fit multi-user staff workflows
- +Extensible integration options support lab and fulfillment connections
- +Media management scales well for large photo libraries
- –Workflow automation for school-specific ordering is not its core focus
- –Subject matching and roster-driven personalization are limited
- –PSPA-style export formats require custom process planning
- –Operational governance depends more on external process discipline
Best for: Fits when schools need reliable online gallery delivery and ordering links with minimal custom workflow automation.
Pic-Time
SMBPic-Time provides photography galleries, proofing, automated sales, and lab fulfillment integrations.
Roster-driven subject matching that persists through image sorting and proof generation for school workflows.
Pic-Time is school portrait software used for photographer workflows that run from capture through proofs and fulfillment. It focuses on session organization, subject matching, and proof or gallery output built around school rosters.
The system also supports ordering logic for packages and helps coordinate image sorting and production handoff to labs. Automation is centered on importing rosters and maintaining consistent subject-to-image assignment across large volume shoots.
- +Strong subject matching workflow tied to roster-driven assignment
- +Image sorting process reduces manual re-keying during production
- +Proof and package selection outputs fit common school ordering paths
- +Batch operations help keep throughput steady across large sessions
- –Workflow configuration requires disciplined setup to avoid misassignment
- –Automation depth for custom integrations depends on add-ons or developer work
- –Advanced retouching breadth is limited compared with dedicated editors
- –Proof changes can increase rework when package selections vary by student
Best for: Fits when school photographers need roster-driven assignment and dependable proof output for high-volume orders.
Pixieset
SMBPixieset provides client galleries, online stores, booking tools, and studio management features.
Gallery sharing and publishing controls that keep proof sets consistent for parent-facing ordering links.
Pixieset is primarily a photo hosting and client gallery system used by school photographers for online proofing and print fulfillment workflows. It supports configurable client sharing, album organization, and permission controls that help teams manage who can view and order.
The platform also includes gallery and image management features that reduce manual re-linking when batches are reshuffled by event or class. For school portrait operations, its fit depends on how well Pixieset’s gallery publishing and ordering flow matches the downstream lab and school data processes.
- +Client-ready galleries with consistent sharing controls across batches
- +Fast re-publishing of updated image sets without custom web tooling
- +Clear organization for proofs across events, classes, and sessions
- +Strong experience for parents and staff using web gallery viewing
- –School-specific automations like PSPA file exports require external workflow steps
- –Automation depth is limited for tightly governed roster and labeling processes
Best for: Fits when a school photography team needs fast online proofing and controlled gallery sharing.
Sprout Studio
SMBSprout Studio combines photography CRM, galleries, contracts, invoices, and online sales.
Student-focused proofing and package selection workflow that keeps subject records consistent from roster to fulfillment output.
Sprout Studio targets school portrait workflows with web-based ordering, photo proofing, and production handoffs that fit studios running recurring seasonal shoots. It supports student-centric selection flows like proof sheets, package selection, and online gallery fulfillment tied to subject rosters.
Admin tooling focuses on configuring schools and managing user access so multiple photographers and production staff can work without duplicating customer data. Integration depth centers on exporting and importing roster and image data so production teams can connect capture, editing, and fulfillment steps without rekeying records.
- +School and student ordering flows map cleanly from roster to proofs to fulfillment
- +Subject record handling reduces rekeying across repeated school events
- +Configuration controls support multi-user production work across locations
- +Exports and imports support connecting capture, editing, and print handoffs
- –Complex scheduling and event setup can require careful configuration discipline
- –Workflow coverage depends on how studios model subjects and packages in their setup
- –Automation depth is limited for fully custom capture-to-production logic
- –Advanced sorting and matching workflows may require studio-side process steps
Best for: Fits when school studios need recurring portrait events with proofing and ordering tied to rosters.
Conclusion
After evaluating 10 art design, PortraitEFX stands out as our overall top pick — it scored highest across our combined criteria of features, ease of use, and value, which is why it sits at #1 in the rankings above.
Use the comparison table and detailed reviews above to validate the fit against your own requirements before committing to a tool.
How to Choose the Right school portrait software
School portrait software manages capture-to-proof workflows for recurring school events, where staff need consistent subject matching, package selection, and proof sheet generation across batch intake steps. This guide covers PortraitEFX, Zenfolio, Studio Source Yearbook, GotPhoto, PhotoDay, Darkroom Software, SmugMug, Pic-Time, Pixieset, and Sprout Studio.
Teams typically compare how each platform handles roster-to-image assignment, how proofs tie to selected packages, and how much automation exists beyond manual rekeying. PortraitEFX is emphasized for subject matching and proof sheet generation in high-volume use, while GotPhoto and Studio Source Yearbook focus on roster-driven flows tied to capture sessions and yearbook outputs.
School portrait software for roster-driven capture, proof sheet generation, and package fulfillment
School portrait software organizes student rosters, matches subjects to images through sorting and assignment workflows, and generates proof outputs tied to package decisions. PortraitEFX centers the workflow around subject matching and proof sheet generation so the process stays repeatable during batch intake and package selection.
Tools such as Studio Source Yearbook carry student identity from sorting through proofs and final package output using roster-driven subject matching. Platforms like GotPhoto use QR-coded shoot sheets to reduce worksheet-to-subject transcription steps and keep proofing and ordering aligned to capture sessions.
School portrait workflow controls that decide batch throughput and misassignment risk
Portrait workflows live or die on how consistently a student roster maps to images, proofs, and final package selections across batch intake steps. Tools that automate subject matching and proof sheet generation reduce the staff work that causes mismatches during peak shoot weeks.
For school portrait software, the differentiators are not just gallery publishing. The differentiators are how each tool ties online proofing, ordering, and roster-driven package rules to the same selection record from import through output.
Subject matching that carries through proofing and package selection
PortraitEFX keeps subject matching tied to proof sheet generation during batch intake and package selection steps. Studio Source Yearbook and Pic-Time also anchor matching to student rosters to reduce misassignment during image sorting and proof creation.
Proof sheet generation and proof-to-order alignment
PortraitEFX is built around proof sheet generation workflows that stay repeatable when staff handle volume. Darkroom Software and Zenfolio both connect online proofing and ordering flows to selection decisions, but Darkroom Software focuses more on production workflow automation.
Capture-to-production session labeling that reduces transcription errors
GotPhoto uses QR-coded shoot sheets so subject matching moves from capture to proofing with fewer manual rekeying steps. GotPhoto and PortraitEFX both reduce worksheet-to-subject errors, but GotPhoto shifts the control point earlier to capture sessions.
Yearbook-first roster pipelines for identity continuity
Studio Source Yearbook uses roster-driven subject matching that carries student identity from sorting through proof and package output. PhotoDay configures yearbook flow rules that tie production outputs to scheduled publishing needs when yearbook deliverables drive the workflow.
Bulk image processing depth for school-scale turnaround windows
PortraitEFX includes bulk retouching and batch color correction that reduce per-image handling during high-volume processing. PhotoDay and Darkroom Software support batch image processing for scheduled publishing and automated production workflow handling.
Online gallery delivery and administrative storefront consistency
Zenfolio provides branded online proofing and ordering flows with admin brand customization to keep storefront presentation consistent. SmugMug and Pixieset provide gallery-first delivery and sharing controls, but their school-specific roster automation is not the primary focus.
Choose based on roster control point, proof governance, and where automation must run
School portrait software must match the team’s operational control point for reducing mistakes, because errors come from different places in different workflows. Some products push control into capture sessions with QR-coded shoot sheets, while others carry control into roster-driven matching and proof generation outputs.
The second choice is where automation needs to run, because some tools automate production to proof output while others prioritize online gallery delivery and ordering experiences. PortraitEFX and Darkroom Software emphasize production workflow automation, while Zenfolio, SmugMug, and Pixieset prioritize parent-facing online proofing and sharing controls.
Pick the automation anchor that matches staff behavior during peak weeks
If staff need subject matching and proof sheet generation to be repeatable during batch intake and package selection steps, PortraitEFX is designed around that workflow core. If the capture-to-proof handoff must be controlled at the session level, GotPhoto’s QR-coded shoot sheets reduce worksheet-to-subject transcription errors.
Decide whether roster-to-yearbook identity continuity is the primary requirement
If yearbook deliverables drive the workflow and rosters must carry student identity from sorting through proof and package output, Studio Source Yearbook uses roster-driven subject matching across those stages. If yearbook flow configuration rules must tie production outputs to scheduled publishing needs, PhotoDay’s yearbook flow configuration supports that delivery model.
Set the expected governance level for online proofing and ordering
If the team wants branded online proofing and ordering flows with admin brand customization, Zenfolio provides storefront consistency from upload to customer purchase. If the team needs controlled gallery sharing with quick re-publishing of updated image sets, Pixieset focuses on gallery sharing and republishing rather than school-specific governed exports.
Stress-test batch retouching and batch color correction under schedule constraints
If high-volume turnaround depends on bulk retouching and batch color correction to reduce per-image handling, PortraitEFX includes those workflow accelerators. If batch processing supports scheduled publishing and end-to-end portrait production throughput, PhotoDay and Darkroom Software cover high-volume turnaround windows.
Confirm setup discipline requirements for matching workflows before committing
If advanced matching workflows require disciplined setup and testing, Darkroom Software can slow down the operational ramp if roster inputs are inconsistent. If roster accuracy is expected to be perfect because roster-driven identity carries through multiple stages, Studio Source Yearbook amplifies errors from bad imports.
Choose the product that matches how package edits occur mid-cycle
If package edits mid-cycle are common, prioritize tools that are not constrained by a roster-to-output pipeline that ties proofs and packages tightly. Studio Source Yearbook constrains package edits mid-cycle because the yearbook-first roster-driven pipeline drives proofs and package output.
Who benefits from these specific school portrait software workflow shapes
School photography teams need different capabilities depending on whether mistakes originate at capture sessions, roster imports, or the proof-to-order handoff. The tools below map to distinct operational patterns found in school portrait work.
The best fit depends on whether the workflow anchor is proof sheet generation, yearbook-first roster pipelines, QR-coded capture sessions, or parent-facing online gallery delivery.
High-volume school portrait studios that rely on repeatable proofing batches
PortraitEFX is built around subject matching and proof sheet generation during batch intake and package selection steps, which directly reduces staff handling work that drives mistakes.
Studios that want fewer transcription steps between worksheets and subject records
GotPhoto’s QR-coded shoot sheets reduce worksheet-to-subject transcription errors and keep subject matching aligned from capture sessions through proofing.
Yearbook-first portrait teams that treat roster continuity as a deliverable requirement
Studio Source Yearbook carries student identity from sorting through proof and package selection using roster-driven subject matching.
Teams that treat online proofing and ordering UX as the main fulfillment interface
Zenfolio provides branded online proofing and ordering flows with admin brand customization that keeps storefront presentation consistent for parent purchases.
Studios running scheduled publishing and high-volume production outputs
PhotoDay ties yearbook flow configuration rules to production outputs and supports batch image processing for scheduled publishing needs.
Common ways school teams buy the wrong workflow and create rework
Misfit purchases usually happen when roster inputs and matching governance are assumed to work automatically, even though accuracy and setup discipline drive outcomes. The most expensive errors appear when the team’s operating model conflicts with how a product binds roster matching to proof and package output.
Another recurring issue is selecting a tool for online proofing and then discovering that school-specific governed exports or roster labeling workflows still require external steps.
Assuming subject matching accuracy is independent of roster data quality
PortraitEFX runs subject matching and proof sheet generation workflow steps where accuracy depends on consistent subject roster inputs. If roster data quality varies, add a validation step before peak shoot weeks to avoid misassignment.
Overestimating batch retouching and batch color correction depth when turnaround is tight
PortraitEFX includes bulk retouching and batch color correction tied to batch intake handling. Tools that lack comparable school-scale processing depth can force per-image work and slow fulfillment.
Buying for gallery publishing while ignoring school-specific subject matching governance
Zenfolio and SmugMug provide online gallery delivery and ordering links, but school subject matching workflows can require more operational discipline than specialized workflow tools. Confirm how roster-driven assignment works end-to-end before relying on the product for governed school ordering.
Using a yearbook-first roster pipeline without planning for mid-cycle package changes
Studio Source Yearbook constrains package edits mid-cycle due to the roster-to-output pipeline. Align production schedules so package decisions stabilize before proof output is generated.
How We Selected and Ranked These Tools
We evaluated PortraitEFX, Zenfolio, Studio Source Yearbook, GotPhoto, PhotoDay, Darkroom Software, SmugMug, Pic-Time, Pixieset, and Sprout Studio across workflow automation, proof and ordering alignment, and school-scale operational fit. Features were weighted at 40 percent, and ease and value were weighted at 30 percent each to reflect how staffing time and failure modes affect turnaround.
PortraitEFX set the ranking pace because its workflow core ties subject matching directly to proof sheet generation during batch intake and package selection steps, and its bulk retouching plus batch color correction reduce per-image handling time under volume. The next tier choices differentiated by where control moved in the workflow, with GotPhoto pushing error reduction into QR-coded shoot sheets and Studio Source Yearbook binding identity continuity to roster-driven sorting through proof and package output.
Frequently Asked Questions About school portrait software
How does subject matching work across PortraitEFX, GotPhoto, and Pic-Time?
When should a studio use QR-coded shoot sheets in GotPhoto instead of roster-only workflows in Pic-Time?
Which tools are strongest for yearbook-specific production: Studio Source Yearbook or PhotoDay?
What breaks if an online gallery workflow like SmugMug is used for a lab that expects strict school data exports?
How do admin controls differ between Darkroom Software and Zenfolio for recurring event operations?
How are data migration and subject roster imports handled in Sprout Studio and Pic-Time?
What is the tradeoff between automation-heavy proof pipelines in PortraitEFX or Darkroom Software versus gallery-first publishing in SmugMug or Pixieset?
When does integration depth matter most for lab submission and print fulfillment: PhotoDay, PortraitEFX, or Sprout Studio?
Where does extensibility show up operationally in Zenfolio and SmugMug compared with dedicated school systems like GotPhoto?
How should a studio prepare for getting started with each workflow: Zenfolio, Darkroom Software, or Sprout Studio?
Tools reviewed
Primary sources checked during evaluation.
Referenced in the comparison table and product reviews above.
- Art DesignTop 10 Best School Portrait Photography Software of 2026
- Arts Creative ExpressionTop 10 Best Professional Portrait Studio Software of 2026
- Art DesignTop 10 Best School Photographer Software of 2026
- General KnowledgeTop 10 Best School Website Design Services of 2026
- Communication MediaTop 10 Best School Publishing Services of 2026
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