Free HR Headshot Day Planner
The HR Headshot Day Planner is a free document that runs a company headshot day from start to finish. It holds a pre-shoot checklist, a day-of timeline, participant email templates, and a post-shoot delivery checklist. Enter a work email and your firm's name to download it.
A free planning tool
The HR Headshot Day Planner
A company headshot day is an operations project, and this planner gives whoever runs your headshot day the checklists, timeline, and emails to keep it on schedule with every photo consistent.
Four parts that run your headshot day
The planner is built in four parts that follow the day in order: a pre-shoot checklist, a day-of timeline, participant communication templates, and a post-shoot delivery checklist. Each part is ready to use, with tick-box lists and emails your HR team can copy and send.
Sets the standard before anything is booked: where photos are used, who needs one, the room.
Keeps the shoot moving, 5 to 20 minutes per person.
Emails your HR team can copy, fill in, and send.
Closes the loop: proofs in 2 business days, retouched in 8.
The pre-shoot checklist sets the standard before anything is booked: where the photos will be used, who needs one, and how to prepare a room. The day-of timeline keeps the shoot moving, with individual sessions that run about 5 to 20 minutes per person so no one loses more than a few minutes of work.
Your team books their own time slots through a link, so no one builds a schedule by hand and the day fills in by department. The delivery checklist closes the loop: colour corrected proofs land within 2 business days, and high-resolution retouched images follow within 8, named by person and ready for your website, directory, and email signatures.
Who should download the planner?
Any HR coordinator or office manager planning a company-wide headshot day. The planner works whether this is your firm's first one, a rollout across several offices, or an annual refresh for new hires. Each of those runs into the same operational questions, and the planner answers them in order.
Never run a headshot day. The checklists and timeline give the full scaffolding, in order.
Several offices or a large team, photographed to one standard without a crush.
A standing roster that grows. The part most guides skip: keeping new hires consistent.
A first-time organizer gets the full scaffolding: what to decide, what to send, and what to expect back. A multi-office or large-team rollout gets staggered scheduling, participant communication at scale, and a multi-day option so every session stays unhurried.
An annual-refresh organizer gets the part most guides skip: keeping new hires consistent. BusinessPortraits.ca keeps your setup on file, so a person photographed months later, or in another city, is matched to the same background, framing, and finish as everyone else.
Where does a company headshot day happen?
In your own office. BusinessPortraits.ca brings the full portable studio to your team, anywhere in the GTA, so people are photographed a few steps from their desks. Many firms assume a company-wide shoot means booking an offsite studio or sending people out one at a time.
The portable studio is a compact kit built for office days, so its footprint stays small: roughly 8.5 by 5 feet at a minimum, about 13 by 5.5 feet comfortable, so a spare boardroom is plenty. The full kit arrives in one trip and fits a standard office elevator.
Every person sees their frames on the live preview monitor before they leave, so they know the shot is right. Each person then picks their favourite from the colour corrected proofs a couple of business days later, so no one is stuck with a photo chosen for them. That, plus the setup kept on file, is how a team page stays consistent as people join.
A free planning tool
The HR Headshot Day Planner
Download the HR Headshot Day Planner
Tell us where to send it and the planner lands in your inbox as a free PDF, ready to use for your next headshot day.
What's in the HR headshot day planner?
-
The planner has four parts that follow the day in order: a pre-shoot checklist, a day-of timeline, participant communication templates, and a post-shoot delivery checklist. The templates include a ready-to-send announcement, a scheduling message, a reminder, and a one-page wardrobe guide, ready for your HR team to copy, fill in, and send.
-
Yes. The planner is a free PDF download. Enter a work email and your firm's name and it arrives in your inbox. There is no cost and no obligation to book; many firms use it to plan an internal shoot before they request a quote.
-
No. The planner is built to help you plan first. Use the checklists and templates to scope your headshot day, then request a quote or book when you are ready. It draws on the company headshot days BusinessPortraits.ca has run for 800+ organizations across the GTA since 2017.
-
The portable studio is a compact kit built for office days, so it needs little room. A footprint of roughly 8.5 by 5 feet works as a minimum, and about 13 by 5.5 feet is comfortable, so a spare boardroom or a quiet corner is enough. The full setup arrives in one trip and fits a standard office elevator.
-
BusinessPortraits.ca keeps your setup on file. A new hire photographed months after the main day, or in another city, is matched to the same background, framing, and finish as everyone else, so your team page stays consistent as people join. The planner's delivery checklist walks you through it.
-
Individual sessions run about 5 to 20 minutes per person, depending on the format. Your team books their own slots through a scheduling link, grouped by department, so the day moves without a hand-built roster. For a very large team, a staggered schedule or more than one day keeps every session unhurried.
This planner comes from the company headshot days BusinessPortraits.ca has run since 2017, photographing more than 25,000 professionals for over 800 organizations across the Greater Toronto Area, in offices, boardrooms, and private-studio sessions. See the full track record on the Press and Recognition page.
One document runs the whole day.
Download the planner, scope your headshot day with the checklists and templates, and request a quote when you are ready. BusinessPortraits.ca brings the studio to your office, anywhere in the GTA.
corporate headshot services · the annual subscription · on-location headshots