See how a Prep Hub comes together.

Tour the photographer's dashboard

Start here. Every job you are running sits on one screen, and each one shows a status telling you what it needs from you next.

See a sample dashboard

Customize the onboarding form

Before you send anything, decide what you actually want to ask. HeadshotFlow comes with a Team form and an Event form, and you can build up to three custom forms of your own.

• Drag fields in from the palette, then drag rows to reorder them
• Drop one row onto another to sit two fields side by side
• Nine field types, from short text and dates to yes/no and file uploads

See how a photographer customized their form

Create the job

Everything starts with four pieces of information about your client. Nothing about the shoot itself yet. The dates, location, and branding all arrive later from your client's own answers.

• Company name, contact name, and contact email
• Pick the onboarding form: team headshots, event headshots, or one of your custom forms
• Click Create job, then choose how to send it to your client

Review onboarding

Once your client submits the form, their answers land in your dashboard. Read through what they sent before you build anything, so you catch the gaps while there is still time to ask.

• See every answer your client submitted in one place
• Spot anything missing or unclear before you build the hub
• Download the logo and any other files they uploaded
• Hit Print / Save PDF and take it with you on shoot day, for when you need the parking instructions and the wifi password

Customize and send participant info

This opens the Prep Hub builder with your client's answers already filled in, so you are reviewing and adjusting rather than starting from a blank page. Then you publish and hand over one link.

• Five sections: Job Setup, Sign Up, What to Wear, Prep Tips, and After Your Headshot
• Point participants at the scheduler you already use, such as Headshot Tools, Calendly, or Acuity
• Dress code and colors come straight from your client's onboarding answers, so you are confirming, not choosing
• After Your Headshot is yours to write: where the gallery arrives, how many images to favorite, and when selections are due
• Publish, then give the hub link to your client so they can share it with their whole team