Headshot Day Workflow for Teams

A team headshot day runs well when you plan the list, schedule each person in short slots, keep one lighting setup and agree selects and delivery before you arrive. A common plan is 10 to 15 minutes per person. This guide sets out the steps, with a sample schedule.

Pre-planning

Most of the work happens before the day.

1. Get a list of names, titles and preferred times from one point of contact.
2. Confirm the room: size, power, a quiet corner, space for a backdrop and a place to wait.
3. Agree the style: background colour, crop (head-and-shoulders or half-length), and whether to shoot in landscape or portrait for web and print.
4. Agree what each person receives: for example one retouched image each, or a choice of two or three.
5. Send a short guide to staff: wear solid colours, avoid busy patterns, bring a spare layer, and arrive five minutes early.
6. Put it all in the estimate. See commercial photography estimates for what to include.

Quote per head or per half day, and write what is included, how many people, how many images and the delivery date.

Schedule

Example for a team of 24 (change the numbers to suit your pace):

Ask your contact to keep a printed list at the door and send the next person when the previous one sits down. Build in time for late arrivals, a few people who need extra time and technical problems.

Setup

Use the same set-up for every person so the results look like a set.

• Choose one backdrop and mark the floor for the subject's position.
• Use soft, even light: a large softbox or two, plus a reflector, and set the power once.
• Keep the camera at eye level and the same distance each time.
• Use a grey card or colour target at the start, and check it when you change anything.
• Shoot tethered if you can, so people see the result and the client can approve.
• Keep a backup camera, cards, batteries and a power extension lead.
• Mark the chair or stool position, and have a mirror and lint roller close.

Give a few short directions: chin forward and down a little, relax the shoulders, turn the body slightly. Take 6 to 10 frames, check eyes and smile, and move on.

Selects

For a large team, selects can take longer than the shoot.

• Decide upfront who selects: the person, the manager or you.
• With tethering, let the person choose from a short set on the spot.
• Otherwise send a contact sheet of 3 to 5 options per person within a day or two.
• Set a deadline for choices and say what happens if someone does not reply.
• Name files clearly from the first frame, for example surname-first name-role.
• Keep a simple sheet to track who has been shot, who has chosen and who is waiting for retouching.

Agree the retouching level: light cleanup, not heavy changes to faces. Put limits on extra edits in the estimate.

Delivery

• Deliver files named by person, with web size and full size.
• Give HR one folder, and optionally a link for each person.
• State the licence in writing: use on the company website, LinkedIn and in print, and for how long. See photography copyright basics and ask a local lawyer about your contract wording.
• Remind the client of the deadline for requests such as swaps or re-takes.
• Invoice as agreed, often on delivery or net 30 for companies. See late payment clauses if you need wording.

Check if the client wants a second day for people who were away, and price it.

Common problems

Small problems add up on a headshot day. People arrive late, so keep a flexible gap and let someone else step in. Some bring clothes that clash with the backdrop, so have a spare jacket or a neutral option ready. A few dislike their own photo; reassure them, offer a second try and keep to the schedule. Lights can drift in colour when the sun changes, so re-check with the grey card every hour. A memory card can fail, which is why you should shoot to two cards where possible. Keep a short list of the exact steps that worked, and reuse it for the next client.

How ClickBook helps

For repeat corporate clients, ClickBook keeps the estimate, contract and invoice in one private link, and a won deal becomes a project with crew, a call sheet and delivery deadlines. That helps you track the team schedule and delivery. See the demo. If you run family sessions too, the planning habits in maternity and family sessions are similar.

Remember

Plan the list, keep one set-up, give short directions, agree selects and deliver named files on time.

Frequently asked questions

How many people can I photograph in an hour?

It depends on your setup, but many photographers plan about 10 to 15 minutes per person including changeover, which gives four to six people an hour. Test your own pace.

How should I handle selects for a large team?

Offer each person two or three finished options, or one chosen image, depending on the package. Agree this with the client before the day.

Who should be the point of contact on the day?

Ask the client to name one person, usually in HR or marketing, who holds the list and keeps people on time.

How do I deliver files to a company?

Deliver named files, one folder per person or one set for HR, using your own gallery or file tool. Agree file names and sizes before the day.