Headshot Session Workflow

By creavio Team April 10, 2026 1 views

Headshot Session Workflow

Corporate headshots are a different animal from portrait or wedding work. Clients care about speed, consistency, and professionalism above all else. They want to book fast, show up, get it done, and have files in hand quickly. Here is how to run headshots efficiently in creavio.

Booking Setup

Create a Headshot session type with these settings:

  • Duration: 15-30 minutes per person
  • Buffer: 5 minutes between sessions
  • Location: Your studio address or "On-location (TBD)"
  • Deposit: Full payment for individuals, 50% for corporate batch bookings

For corporate clients booking multiple employees, create a separate Corporate Headshot Package with per-person pricing and a minimum count.

Corporate Client Intake

When a company reaches out for team headshots, send a questionnaire covering:

  • Number of people
  • Preferred dates
  • On-site or studio?
  • Background preference (solid color, environmental, both)
  • Final usage (website, LinkedIn, badges, directory)
  • Delivery format requirements (dimensions, file format, naming convention)

This information shapes your quote. Send it as a proposal with the total price, per-person breakdown, and a contract.

Pre-Session Preparation

Send each person a prep email covering:

  • What to wear (solid colors, avoid busy patterns)
  • Grooming tips (haircut 1-2 weeks before, not the day of)
  • What to expect during the session
  • Their scheduled time slot

Create this as an email template under Communication > Templates. Reuse it for every headshot booking.

Quick Turnaround Delivery

Headshot clients expect fast delivery. Set expectations upfront:

  • Standard: 3-5 business days
  • Rush: 24-48 hours (premium pricing)
  • Same-day preview: Send 1-2 unedited previews immediately after the session so they have something to use right away

Create a Collection in Gallery mode for each person. For corporate batches, create one collection per person or one collection with individual folders.

File Naming and Delivery Formats

Corporate clients often need specific file naming: "FirstName_LastName_Headshot.jpg" or employee ID numbers. Name your files before uploading to the collection.

Deliver in the formats the client requested:

  • Web: 800x800px or 1200x1200px JPEG, sRGB
  • LinkedIn: 400x400px minimum
  • Print: Full resolution TIFF or JPEG, 300 DPI
  • Badge/ID: 2x2 inches at 300 DPI

Invoicing for Corporate Batches

For team headshots, create a single invoice with line items for each employee or a per-person rate multiplied by headcount. Include any add-ons (rush delivery, retouching, extra backgrounds).

Corporate clients typically pay by invoice with net-30 terms. Set the payment terms on the invoice under Money > Invoices and enable payment reminders for overdue balances.

Repeat Business

Corporate headshot clients are recurring revenue. New hires, updated headshots, department changes. After delivery, set a follow-up reminder for 6 months to check if they need additional sessions. Tag the client as "Corporate - Headshots" in your CRM for easy filtering.

Consider offering a retainer agreement for companies with regular headshot needs.