English
Eesti
Overview
This guide explains how HR, marketing, employer branding, and IT teams can automatically collect and generate professional employee headshots as part of the onboarding process. It covers setup, automation, data handling, and quality control practices to keep your workflow efficient and consistent.
New hires often start without an official photo, leaving profiles blank across internal tools and public channels.
Automating headshot collection or generation helps you:
A smooth, automated photo process signals professionalism from day one.
List every system that requires an employee image during or right after onboarding.
Typical platforms:
This map shows you where automation will save the most time.
Assign clear roles so everyone knows who handles what.
| Role | Responsibility |
|---|---|
| HR / People Ops | Triggers photo collection when new hire is created |
| Employer Branding | Ensures headshots follow visual guidelines |
| IT / Admin | Manages integrations and automation |
| New Employee | Uploads a photo and/or approves the created photo |
Automation works best when these handoffs are clearly defined.
Automation still needs rules. Define your visual standards before setting up automated photo collection or generation.
Include:
If employees are asked to upload a few photos of themselves during onboarding, include a short version of this guide in their welcome materials or photo upload instructions. This ensures consistent input quality and reduces rework.
If your HR or employer branding team handles all photo generation internally, share the guide only with those responsible for reviewing or approving headshots.
The goal is to make sure everyone involved (whether employees or admins) uses the same visual standards from the start.
Choose one location to store and manage all official photos.
Options:
The goal is one source that always has the latest version available for all employee headshots.
Replace manual photo collection with automatic triggers.
Example automation flow:
You can use workflow automation tools or APIs to connect these steps.
Connect your photo directory or automation platform to downstream systems:
Each integration should pull images automatically from your main directory so new hires appear instantly across all platforms.
If you use AI-based generation, set rules that fit your brand identity.
This eliminates the need for manual photo sessions or back-and-forth approvals.
Headshots are personal data. Protect them accordingly.
Best practices:
Compliance builds trust and protects both the company and employees.
Automation does not mean “set and forget.”
A short periodic review keeps the system reliable and on brand.
Result: every new hire has a professional, brand-consistent profile image before their first day.
You can build this automation using any preferred reasonable HR or workflow platform.
If your organization wants an end-to-end setup that collects, generates, and syncs photos automatically, consider using a dedicated photo management tool.
For example, Supershot can centralize employee headshots, connect with HR and communication tools, and ensure that every new hire has a professional photo ready from day one.
How can we automate new hire headshots during onboarding?
Connect your HR system to a photo management process that triggers a headshot request when a new hire record is created. The employee uploads a selfie or approves an automatically generated image, which then syncs to your HR and communication tools.
Can we use AI to generate professional headshots?
Yes. Employees can submit a few photos of themselves, and AI tools can generate professional portraits that match your company’s style guide. HR or branding can review and approve before publishing.
What systems should receive the new headshots automatically?
Common destinations include Slack, Teams, Google Workspace, your HR directory, and the company website or intranet.
How do we ensure privacy and compliance?
Treat all headshots as personal data. Use secure storage, encryption, and clear deletion policies. Document processing in your ROPA and allow employees to request updates or removal.
How often should we refresh headshots?
Review quarterly for completeness and update every 12–18 months, or after significant appearance or brand changes.
