Planning Headshots for Large Teams: Tips for HR and Admins
Organizing headshots for a full company or department might sound like a scheduling nightmare but with the right plan in place, it can be efficient, stress-free, and even enjoyable for your team.
At C King Media, we regularly photograph large organizations, including healthcare teams, school districts, government agencies, and corporations with dozens (or hundreds) of employees. If you’re in HR or administration and you’re responsible for coordinating team headshots, this guide is for you.
Start With a Clear Headcount and Team Breakdown
Before scheduling, it’s important to know:
How many people need individual headshots?
Are there group shots or leadership portraits required?
Will all staff be present on the same day or split across shifts/departments?
This helps us build a photography schedule that minimizes downtime and maximizes consistency.
Choose a Dedicated Space With Minimal Disruption
We bring the studio to you but we’ll need:
A space at least 10x10 feet
Access to power outlets
A spot with minimal foot traffic during the session
Whether it’s a conference room, break room, or classroom, we can adapt the setup to fit your environment.
Send Out a Team-Wide Prep Email
One of the most helpful things HR or Admins can do is send a short “headshot day” prep email. We’ll even provide you a customizable template. Key things to include:
Date, time, and location
Wardrobe guidance (what to wear, what to avoid)
Reminder to hydrate and groom appropriately
Approximate session length (typically 3–5 minutes per person)
Consider Scheduling in Waves or Blocks
If you’re working with a large staff or multiple departments, we recommend scheduling people in blocks of 5–10 at a time. This reduces bottlenecks and makes the session feel more like a professional service not a cattle call.
We’ll help you plan that schedule based on your team size.
Plan for Retakes or Makeup Days (Optional)
Things happen people call out sick, meetings pop up, or someone shows up unprepared. If needed, we offer:
Add-on retake blocks
Follow-up sessions
Photoshop adjustments for minor fixes
The goal is to make sure everyone has a confident, polished portrait they’re proud to use.
Final Files & Delivery
After your session, all final headshots are:
Lightly retouched (no heavy filters or unnatural edits)
Delivered via a private online gallery
Optimized for web and print use
You’ll receive both full-resolution and web-ready versions plus simple usage rights for internal and external use.
Let’s Plan a Flawless Photo Day
If you’re in charge of scheduling headshots for your company, we’ll make it easy from setup to final delivery.
Contact us today to start planning your group headshot session.