Corporate headshot days pay well and fill a weekday, but the delivery can be painful. Two hundred employees, each wanting only their own photos, and an HR team asking who has received what.
The usual answer is a spreadsheet matching names to filenames. There's a simpler way that scales to large teams.
Key takeaways
- Agree numbers, style and delivery dates with HR first.
- Schedule departments in time slots.
- Share a selfie-only link so each person sees only their own photos.
- Give HR a separate full-access link.
- Be ready to explain how face data is handled.
Before the day
Agree the basics with HR or the marketing team: how many people, how long per person, the background and style, how many retouched photos each person gets, and the delivery date.
Ask HR to share a time slot for each department, so people arrive in a steady flow instead of all at 11am.
On the day
Keep the setup consistent so retouching is quick: same lighting, same background, same distance. Shoot a few frames per person and move on.
If you can, tether or send photos as you go, so you can check focus and expression on a bigger screen between people.
Let each person find their own photos
Instead of matching names to files, upload the whole set and share a selfie-only link. Each employee takes a selfie and sees just the photos they appear in, not their colleagues'.
Give the HR or marketing team a separate full-access link with its own PIN, so they can see everything and pick photos for the website.
Turn on registration for the employee link if HR wants a record of who has opened their photos.
Let employees choose their retouch
If each person gets one or two retouched headshots, let them choose. They heart their favourite frames within the limit, and you export the filenames for retouching.
Privacy and invoicing
Companies will ask how employees' faces are handled. On Eventbit, selfies used for search are deleted within 48 hours, and face data for the gallery within 6 months. It's never sold or used to train public AI models. Point HR to the privacy policy for details.
Finish by sending a GST invoice from the same workspace. Accounts teams expect proper invoices, and GST invoicing handles deposits and part-payments too.
Deven
Eventbit Team
Frequently asked questions
How do employees get only their own headshots?
Share a selfie-only link. Each employee takes a selfie and sees just the photos they appear in.
Can HR see all the photos?
Yes. Give HR or marketing a separate full-access link with its own PIN.
What happens to employees' selfies?
Selfies used for search are deleted within 48 hours, and the gallery's face data within 6 months. Face data is never sold or used to train public AI models.
Can I restrict access to company email addresses?
Not today. Protect links with a PIN, and require registration if HR wants to know who opened the gallery.
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