English
Eesti
Overview
This guide explains how HR, marketing, employer branding, and IT teams can centralize, standardize, and keep employee photos current across all platforms. It covers setup, automation, privacy, and maintenance best practices.
Scattered and outdated photos hurt consistency and employer branding.
A unified photo system helps you:
List every platform that stores or displays staff images.
Typical sources:
Record who manages each one and how updates happen.
Define roles for each team to avoid confusion.
| Role | Responsibility |
|---|---|
| HR / People Ops | Keeps records accurate and complete |
| Employer Branding | Sets visual style and approves usage |
| IT / Admin | Manages integrations and security |
| Employees | May update their own photo if permitted |
A clear standard keeps the company image cohesive.
Recommended:
Include this in onboarding materials.
Pick one primary storage location for all employee photos.
Options:
Use it as the single authoritative source.
Link your photo directory with HR and communication platforms.
Automate common triggers to reduce manual effort:
Treat photos as personal data and comply with regulations.
Regularly review your photo library:
Track these metrics:
Review them quarterly.
You can follow this guide with any preferred platform or internal setup.
If you want to automate the entire process, consider using a dedicated photo management tool that connects your HR system, communication tools, and website.
For example, Supershot centralizes employee headshots, syncs them automatically across systems, and keeps every profile photo up to date without manual uploads.
What is the best way to keep employee photos up to date?
Use one central directory connected to your HR and communication tools. Automate onboarding and offboarding updates.
How often should we refresh employee photos?
Review quarterly and update at least every 12–18 months or after major visual changes.
Are employee photos considered personal data?
Yes. Handle them according to privacy regulations such as GDPR and limit access to authorized users only.
Can automation handle all updates?
Most systems can automate photo syncs and reminders, but periodic manual review ensures quality and accuracy.