A Corporate Headshot Day Checklist For HR Teams

A good headshot day looks effortless to employees, but it is built on a handful of decisions made early. Use this checklist to keep track of them.

Four weeks before

• Confirm your headcount, locations and any shift patterns.
• Choose the dates and a back-up date.
• Pick a room or open area at each site, with access to power.
• Decide who owns the schedule on your side.
• Check where the photos will be used: website, directory, badges, email signatures, LinkedIn.

Two weeks before

• Send a short announcement with the date, place and what to expect.
• Share simple guidance on what to wear.
• Ask managers to release people during their session window.
• Open the schedule so people can see their time or department group.
• Tell your photo partner about any access rules, such as sign-in or security checks.

The week of

• Send a reminder with the time and location.
• Confirm that the room is set aside and clear.
• Brief front-desk or security staff so the studio team can get in smoothly.
• Plan how late arrivals and people who were out will be handled.

On the day

• Keep one person on site to answer questions and keep the line moving.
• Send people by department or floor to avoid long waits.
• Check that everyone knows how to receive their photos.

After the shoot

• Remind people to open and save their photos.
• Give them a place to send questions or ask for a retake, if your plan allows.
• Update your directory, website and badge system with the new images.
• Note how many people were missed, and schedule a short follow-up visit if needed.

Questions to ask any headshot provider

• How long does each person spend at the camera?
• How do people receive their photos, and when?
• Can you visit more than one location with the same look?
• How do you handle people who miss their slot?
• How is personal data, such as names and photos, kept private?

Headshots in a Minute handles the on-site studio, the schedule support and the delivery by unique QR code. Request a quote with your locations and headcount and we will confirm availability for your dates.