How to take consistent employee headshots

1. Agree one example before collecting a batch

Choose the destination first: staff directory, company website, speaker biographies or profile avatars. Decide the format, background, approximate head size and how much of the shoulders should show. Use a willing colleague's approved sample to explain the intended result.

Test a few sources before asking the whole company for photos. Include different hair, glasses and clothing so you can see whether the setup and background suit the group. A background that works for one person may need adjustment before it becomes the company standard.

2. Send employees this capture brief

Share this page with employees or copy the checklist below into your own collection instructions. Keep the guidance short enough to follow beside a phone.

• Face soft window light; avoid a bright window behind you.
• Place the phone at eye level. Use a friend or a supported phone with a timer.
• Start about 1.5–2 metres away and adjust to include the full head, both shoulders and upper chest.
• Leave space around hair or headwear; do not crop the original tightly.
• Wear the agreed style and use a comfortable, natural expression.
• Send one sharp original file through the company's approved private channel, without filters.

3. Collect and check sources privately

Explain where the photos will appear, who will review them and how employees can request a replacement. Use an agreed employee reference to keep files identifiable without adding unnecessary personal details to filenames. Collect individual photos with the appropriate permission through a private channel.

Review the source before spending time on a large batch: check focus, visible crown and chin, lighting and framing. Ask for a replacement when those are missing. For the browser batch workflow, prepare individual JPEG, PNG or WebP files; each batch can contain up to 100 photos.

4. Apply one preset, then review each person

Save the chosen background, output format and proportional framing as a company preset. Select that preset version for the batch. PortraitDock uses the same output rules while retaining each person's photographed face, clothing and pose.

Check the visible hair or headwear crown, chin and face centre guides on each result. Correct guides when necessary and inspect the hair edges and shoulder crop. Different shoulder widths cannot all have identical side padding and identical head size without distortion; use the common framing standard and review exceptions.

Approve the usable portraits before exporting. Keep the same approved preset version and capture brief for new hires. If you deliberately change the standard, test a new version before applying it across another batch.

Common questions