Onboard every client and prepare every participant with one simple, branded experience.
Send clients your customized onboarding form. Their answers build a branded Headshot Prep Hub with everything participants need: signup, wardrobe guidance, location details, and photo delivery — all with the tools you already trust.
Build one branded hub around the workflow you already use.
Onboard your client
Customize your onboarding form and send it to your client. Their answers auto-populate the participant Headshot Prep Hub: the logo, shoot dates, location, wardrobe guidance, and delivery expectations.
Connect your existing software
Add a link to the signup or scheduling tool you already use. Participants book right from the hub through your preferred system with customizable messaging along the way.
Share one link
Your client sends every headshot participant one mobile-friendly URL. They follow the guidance and open your tools when needed. No HeadshotFlow account required.
Built for everyone involved in headshot day.
For photographers
Onboard clients in minutes, spend less time answering repetitive questions, and deliver an organized, professional client experience.
See a sample dashboardFor HR teams
Answer one onboarding form, then share one reliable link instead of juggling scattered emails, documents, and signup forms.
See a sample onboarding formFor participants
Know where to go, what to wear, how to prepare, and what happens after the session, all from one link with no account needed.
See a sample Headshot Prep HubEverything headshot participants need in one place.
Customizable welcome message
Open with a message from you or your client that explains the purpose of the headshots and how the images will be used.
Location and timing details
Share the headshot station location, arrival timing, and exactly what to expect once participants are onsite.
Links to your preferred tools
Send participants straight to the signup and scheduling tools you already use, with no extra logins or scattered links.
Clear wardrobe guidance
Custom wardrobe recommendation visuals, including sample dress codes and your preferred wardrobe color palette.
Grooming and preparation tips
Practical guidance on rest, grooming, makeup, and glasses so everyone arrives camera-ready and confident.
Image selection and delivery instructions
Set expectations upfront regarding the headshot selection, retouching, and delivery process.
Same photography workflow. Far less confusion.
Without HeadshotFlow
Collecting logos, dates, and details drags on for days.
Participants search for the correct link.
Instructions get missed, and HR answers the same questions repeatedly.
Participants don't recognize the third-party delivery email, so it gets missed or ignored.
With HeadshotFlow
Your client fills it out once; their answers build the branded Headshot Prep Hub that is sent to all headshot participants.
The Headshot Prep Hub embeds your signup or scheduling link.
Wardrobe recommendations, dates/times and expectations stay together.
Participants know the proof and delivery email is coming and what to do when it arrives.
HeadshotFlow doesn't replace your workflow. It onboards your client, then gives their headshot participants a better way to move through it.Create a free job
Start free. Upgrade when you need to manage more jobs.
No per-participant fees. No software migration.
Free
For trying HeadshotFlow or managing one current client project.
- One active job at a time
- Customizable client onboarding form
- Client-branded Headshot Prep Hub
- Unlimited headshot participants
- No credit card required
Pro
For photographers who want to archive and duplicate jobs.
- Everything in Free, plus:
- Unlimited active jobs
- Archive completed jobs
- Duplicate jobs for quick setup
- Cancel anytime
The shoot was never the hard part.
If you photograph corporate teams or event headshots, you know the real job starts weeks before the first frame: chasing details from the client, re-sending instructions, hoping people show up prepared.
As an award-winning photographer and studio owner for over 22 years, I've identified common areas where communication breaks down and I've developed a proven workflow to eliminate those gaps. HeadshotFlow brings that system into one platform, creating seamless communication between the photographer, the client, and every headshot participant, so photo day runs smoothly from start to finish.
Monica Burby
Founder, HeadshotFlow · support@headshotflow.com
Frequently asked questions
How does client onboarding work?
Customize the onboarding form templates for each job type, Team Headshots vs Event Headshots, then send your client the link. Their answers — company logo, shoot dates, location details, wardrobe and preparation notes — automatically populate the Headshot Prep Hub. Review and edit everything before sharing with participants.
What counts as one active job?
One active job represents one current client headshot project at a time. Archiving is not available on the Free plan.
Does my client or their team need an account?
No. Only the photographer needs a HeadshotFlow account. Your client can complete onboarding, and their headshot participants can open the branded Headshot Prep Hub, sign up, and complete every step — all without creating an account.
Can I use my client's branding?
Yes. Your client's onboarding answers, logo, and company-specific details give every headshot participant a consistent, branded experience.
What happens to completed jobs?
Free accounts keep one active job at a time — finish a job, delete it, and start the next. Pro accounts can archive completed jobs so you can reference past projects without cluttering your dashboard.
Is there a limit on participant signups?
No. HeadshotFlow handles any number of headshot participants per job, so it works for teams and events of any size.
Can I cancel Pro at any time?
Yes. Cancel your Pro subscription whenever you like and your account reverts to the Free plan (one active job, no archiving). As part of the downgrade, all active and archived jobs are permanently deleted.
Still have questions? Email us at support@headshotflow.com
Make it easier for you and your client to prepare every headshot participant.
Onboard your client with one form and give them one simple, branded process to share with the whole team — so participants know where to schedule, what to wear, where to go, and what to expect before and after headshot day.
Create your first job free