Not organizing photos for a team? If your company invited you, open the invitation email and use your team's link to upload your selfie. If you want a headshot just for yourself, see Portreya.
Who organizes and pays for employee headshots
If the photo is used on company channels (the website team page, the employee directory, Slack or Microsoft Teams, proposals, press releases), treat it as a company asset: the company chooses the method, pays for it and owns the process. When each employee sources their own photo, you get as many backgrounds, crops and eras as you have people.
Three decisions to make up front:
- Who owns it. One person in HR, people ops, marketing or office management approves every photo and decides exceptions.
- What the photo must look like. Write it down once: background, crop, attire, expression, light, file size. Our corporate headshot guidelines template has a ready-to-copy version.
- Consent and usage. Where photos will be used, whether people can opt out, and what happens when someone leaves belong in your employee headshot policy.
4 ways to get headshots for employees
Prices below are as published on each provider's own page, checked October 30, 2026.
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| On-site photographer day | Individual studio sessions | Employees send their own photos | AI headshots from one selfie (TeamShotsPro) | |
|---|---|---|---|---|
| Example price | Camerawerkz (Bay Area): $200 per person, 10-person minimum, from $2,000, 2 edited images per person (source) | Camerawerkz solo session at its Oakland studio: from $400, 3 edited images (source) | No direct cost; HR time to check every photo and ask for retakes | 10 people $263.90, 25 people $619.25, one-time (pricing below) |
| What HR does | Book the date and a room, schedule slots, chase no-shows | Send people to the studio, approve expenses, check the results match | Send the standard, check every photo, ask for retakes | Set the company style once, invite people, approve the results |
| New hires | Wait for the next photo day, or a separate session | Book a session per hire | Send the standard on day one | Invite them into the same company style when they join |
| Remote staff | Need a local photographer or a trip to the office | Need a local studio | Works anywhere; consistency varies | Upload from anywhere |
| How consistent | Very consistent on the day; later sessions have to recreate the setup | Varies by studio unless you send a brief | Varies with each person's phone, light and background | Same background, crop and style for everyone |
| Best for | One office, a group photo, events | Executives, press and speaker photos | Very small teams with a simple standard | Teams that hire regularly, work remotely or across offices |
When a photographer is the better choice: if your policy requires real photographs, if you need group or office shots, or if a leader wants a portrait session for press. You can also combine both: a photographer for the group and executive images, one consistent method for everyone's headshot. For employees preparing for a photo day, see how to prepare for a corporate headshot.
New employee headshots: a week-one process
New hires are where employee photos fall apart: the team was photographed on one day, and everyone who joined since has a placeholder or a mismatched selfie. Make the photo a dated onboarding task, not a favor:
- Before day one: add the photo request to the welcome email or preboarding pack, with a link to your photo standard, how to submit, the deadline and who to ask.
- Day one: the headshot appears as a task with a due date in your onboarding checklist, next to laptop and account setup.
- By day 3: the new hire submits. With TeamShotsPro, they open the invite in your company style, upload one selfie and pick their favorite photo.
- Day 3–4: the owner checks the photo against the standard, side by side with the existing team at thumbnail size. One round of feedback at most.
- By day 5: publish the approved file everywhere at once (directory, Slack or Teams, email, website team page if the person agreed) and save the master file with the date it was taken.
- Every quarter: compare the directory with your headcount list and send the same invite to anyone still missing a photo.
Headshot in company style. Due: day 5. Owner: [name]. How: open the invite link from [owner], upload one clear selfie taken facing a window, choose your favorite photo. Standard: [link to photo guidelines]. Questions or prefer not to have a photo: message [owner].
The full new-hire welcome message and a retake message are in the guidelines template. For when the rest of the team needs new photos, see when to update team headshots.
Where employee headshots are used
Map every place before the first photo comes in, so a new photo replaces the old one everywhere:
- The company website: team page, About page, author and leadership bios
- The employee directory, Slack or Microsoft Teams, Outlook or Gmail
- Email signatures and ID badges
- Proposals, pitch decks and RFP responses
- Press releases, event and speaker bios
- LinkedIn (the employee's choice)
What employee headshots cost by team size
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| Team size | TeamShotsPro total (one-time)Best value | Average per seat | How it adds up |
|---|---|---|---|
| 5 people | $143.95 | $28.79 | 4 × $29.99 + 1 × $23.99 |
| 10 people | $263.90 | $26.39 | 4 × $29.99 + 6 × $23.99 |
| 25 people Best value | $619.25 | $24.77 | 4 × $29.99 + 20 × $23.99 + 1 × $19.49 |
| 50 people | $1,106.50 | $22.13 | 4 × $29.99 + 20 × $23.99 + 26 × $19.49 |
| 100 people | $2,078.00 | $20.78 | 4 × $29.99 + 20 × $23.99 + 75 × $19.49 + 1 × $16.49 |
| 200+ people | Book a demo | Custom | Custom pricing |
TeamShotsPro uses graduated per-seat pricing: $29.99 per seat for seats 1–4, $23.99 for 5–24, $19.49 for 25–99 and $16.49 for 100–199. Each rate applies only to the seats in its band. Self-serve covers 2 to 199 seats (2-seat minimum); for 200 or more, book a demo. Every seat includes 8 photos and 3 free AI edits per photo. One-time payment, no subscription, and a 14-day money-back guarantee. Try 3 free test photos in your company's style first, no card needed.
For new hires: each new employee is one more seat at the rate of the band it falls in. A team of 10 that hires 5 people adds seats 11–15 at $23.99 each.
For comparison (published prices, checked October 30, 2026): Camerawerkz's on-site team day for 10 people is $2,000 (10 × $200) and for 25 people $5,000 by our own calculation (25 × $200; Camerawerkz publishes the $200 per person rate and a 10-person minimum, not a 25-person price). Their price covers a photographer in your office and 2 edited images per person, so it is a different product, not a like-for-like price.
For a full budget, see team headshot cost per employee or the headshot cost calculator.
Why TeamShotsPro fits small and mid-sized teams
TeamShotsPro turns your photo standard into a setting. You set the company style once (background, attire, framing), invite the team, and each person uploads one selfie. There is no model training. Generation takes about a minute per photo.
Every seat includes 8 photos. Each one is generated individually rather than picked from a bulk batch of about 40, and each can be customized with 3 free AI edits (fix a collar, change the background, adjust the crop). Think of it as a Swiss army knife: fewer photos, more control over each one, so every employee's photo can be brought in line with your standard. New hires you invite later get the same company style, so their photo matches the rest of the team.
For the product and sign-up flow, see business headshots for every employee and new hire headshots.
Consent, policy and procurement
- Consent first. Tell employees where their photo will be used before you collect selfies, and offer an alternative (for example initials) to anyone who'd rather not take part. The details belong in your employee headshot policy.
- AI photos in your rules. If you allow AI headshots, name the approved tool and require that the photo is made from the employee's own selfie and looks like them today. Each TeamShotsPro photo is made from the employee's own selfie.
- Data. A Data Processing Agreement (DPA) is available from TeamShotsPro on request. Ask for it before you invite anyone.
- Who TeamShotsPro is for: small and mid-sized teams (2 to 199 people). TeamShotsPro has no compliance certification such as SOC 2. If your procurement requires a SOC 2 report or a negotiated MSA, choose a provider that holds the certification you need. See AI headshot alternatives for teams to compare.
Every new hire, same company look
Set the company style once and let every employee, and everyone you hire next, match it from one selfie. Try 3 photos for free · See your team's price
