✦ Built for real photographers with real cameras

Headshot session management
that runs while you shoot

From QR scan to inbox — automated, private, under your brand.
Stop juggling spreadsheets, renaming files, and chasing gallery emails. Headshot Queue handles the entire headshot workflow so you focus on what you do best.

Start your first session — €25 See how it works
Works with Capture One Nothing to install Private per-person galleries White-label on Pro Mac & Windows
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Made in Italy
by PortraitDesk
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GDPR Compliant
EU data protection
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SSL Secured
HTTPS everywhere
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Stripe Payments
PCI DSS compliant
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Private by Design
Per-person galleries
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Real Cameras Only
Not an AI tool
The headshot workflow problem

Corporate headshot days are high-stakes.
The tools most photographers use aren't.

You're shooting 50, 100, maybe 300 people in a single day. Every minute of delay costs you — and your client. Yet most headshot photographers still run their workflow on spreadsheets, clipboard notes, and manual emails.

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Paper sign-in sheets and missed participants
Hand-keyed names, illegible handwriting, people who slipped through. Every manual step is another chance for an error on a shoot day with no room for error.
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Hours spent renaming files
Renaming hundreds of raw files after a shoot is tedious and error-prone. One wrong name and the wrong person gets the wrong gallery — and you get the angry email.
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Manual gallery delivery
Creating and sending individual gallery links after every job delays delivery and creates unnecessary admin. Your clients expect their photos fast — the process shouldn't slow you down.
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Privacy and confidentiality
Corporate clients need assurance that each participant only sees their own images. Shared galleries, public links, and bulk zip files don't cut it for professional headshot delivery.
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No visibility after delivery
Once you send the gallery links, you're in the dark. Did they receive it? Did they open it? Are they still waiting? Without tracking, follow-up becomes guesswork.
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Retouching coordination chaos
Collecting image selections from each person and handing them off to your editing team is another manual task that shouldn't exist in a professional workflow.
How Headshot Queue works

QR scan to inbox.
Every step automated.

Five steps. Zero spreadsheets. Whether you're shooting 10 or 500 people, the workflow is identical — and entirely hands-off after setup.

1

Client scans the QR code

Print the sign-up QR code for the reception desk. Each participant scans it on their phone, fills in their details, and joins the shooting queue automatically. No paper, no manual entry.

2

Double-click to activate

Your live queue shows who's waiting. Double-click a name — their unique file prefix copies to clipboard instantly. Paste into Capture One's Session Naming and every frame is automatically named correctly.

3

Photos upload as you shoot

Photo Uploader watches your export folder in a browser tab. The moment Capture One exports a frame, it's detected, matched to the right client, and uploaded to their private gallery — live.

4

Client selects for retouching

Clients receive a gallery link and tap a heart on their favourite shots. You set the selection limit. Once retouched edits are uploaded, they appear in the Edited section for download.

5

Retouched gallery delivered

Clients are notified the moment their edited photos are ready. Every person sees only their own images. Every gallery link carries your brand. Nothing to chase, nothing to send manually.

Platform features

Everything a headshot photographer needs,
nothing they don't

Built specifically for corporate, team and event headshot photography — not adapted from a generic gallery tool.

QR Code Client Registration

Custom sign-up forms with your logo and configurable fields. Participants scan a QR code, register in seconds, and enter the shooting queue automatically. Supports CSV import for pre-registered groups.

Zero manual entry

Live Headshot Shooting Queue

Your real-time shooting queue shows every waiting participant. Double-click to activate — the unique file prefix copies to clipboard instantly for Capture One or Smart Shooter. Pool Mode available for multi-station setups.

Real-time

Photo Uploader

No software to download. Open Photo Uploader in a browser tab, point it at your photo export folder, and it automatically detects and uploads photos every 25 seconds as you shoot. Works on Mac and Windows.

Nothing to install

Private Branded Client Galleries

Each participant gets a private, PIN-protected gallery showing only their headshots. They select images for retouching, download edited files, and see your studio branding throughout. Auto-refreshes as new photos arrive.

Fully branded

Retouching Selection & Proofing

Clients mark their preferred images directly in their gallery. Set a selection limit, hide hearts once retouched files arrive, and export the complete retouch list to hand off to your editing team with one click.

Streamlined proofing

Instant & Scheduled Email Delivery

Send gallery links the instant you activate a client in the queue, trigger bulk emails with smart filters (unnotified, missing selections, new images), or schedule delivery after the shoot. Tracks opens and email limits per client.

Automated delivery

Shoot Reports & CSV Export

Per-job reporting covers wait times, shoot duration, gallery views, email delivery stats, and retouching completion rates. Export everything to CSV for client billing, follow-up campaigns, or your own records.

Full visibility

Job Inspector & Health Check

Before wrapping a job, run the Job Inspector. It flags clients with missing emails, participants without photos, pending retouching selections, and delivery failures — giving you a health score before you call it done.

Quality control

White-Label Branding (Pro)

On the Pro plan, your clients never see Headshot Queue. Send gallery emails from your own email address, use your custom domain in every gallery link, and display your studio name throughout. A platform that feels like yours.

Pro plan
Why photographers choose Headshot Queue

Built differently, priced honestly

No subscription lock-in. No software to install. No hidden features behind paywalls.

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Built for real photographers with real cameras
Headshot Queue is session management software for photographers running live tethered sessions — not an AI image generator. It handles the logistics so you can focus on the portrait.
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100% browser-based — nothing to install
Photo Uploader, the shooting queue, client galleries — all run in any modern browser on Mac or Windows. Bring a laptop to the shoot floor and you're ready in under a minute.
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Integrates with Capture One out of the box
File prefixes match the naming format Capture One's Session Naming token expects. Double-click, paste, shoot. No scripts, no configuration, no workarounds.
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Private by design — every client sees only their photos
Each gallery link is unique to one person. No shared galleries, no bulk zips, no public links. Corporate clients get the data privacy they need. Every time.
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Full white-label — your brand, not ours
The Pro plan lets you send gallery emails from your own email address, use your own domain for gallery links, and brand every client-facing page. Your clients never see Headshot Queue.
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No subscription trap — pay when you shoot
Pay for 30 days when your calendar is full. Quiet month? Don't renew. No annual commitment, no automatic charges, no per-job fees, no participant limits. Honest pricing.
Who uses Headshot Queue

Made for any live portrait session
at any scale

If you manage a queue of people and deliver private galleries, Headshot Queue was built for your workflow.

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Corporate Headshot Days

Shoot the entire company in one day. Pre-register employees via CSV, manage the queue live, deliver private individual galleries by end of day. Repeat clients love the professionalism.

Most popular use case
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Events & Trade Shows

Run a headshot lounge at conferences and industry events. Attendees scan the QR code, queue up, and walk away with a gallery link in minutes. No paper, no chaos.

High volume
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LinkedIn & Profile Photo Days

Companies investing in professional headshots for their entire team. Every employee scans the QR code, shoots in minutes, and receives their private gallery the same day — ready for LinkedIn, email signatures, and directories.

Growing demand
🎓

School & University Portraits

Handle large student cohorts with QR registration, ordered queues, and automatic gallery delivery. Works for annual portrait days where speed and accuracy are everything.

Organised workflow
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Conventions & Fan Events

Badge photography, actor headshots, cosplay portraits — any event where you photograph many individual people and need to deliver a private, personal gallery to each one.

Any scale
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Recurring Client Sessions

Set up a permanent QR code for studio reception desks. Clients scan, register, and you get a clean queue every time — with all their previous visit history tracked automatically.

Studio setup
Headshot software pricing

Simple, honest plans

No per-job fees. No participant limits. No storage caps. Pay once for 30 days and run as many sessions as you need.

Basic
Everything you need to run professional headshot sessions
€25
per 30 days · unlimited jobs
  • ✓Unlimited headshot jobs & sessions
  • ✓QR code client registration forms
  • ✓Live shooting queue with clipboard copy
  • ✓Photo Uploader (auto upload to galleries)
  • ✓Private client galleries with PIN protection
  • ✓Retouching selection, proofing & export
  • ✓Instant & bulk email gallery delivery
  • ✓Job reports, CSV export & Job Inspector
  • ✗Custom email address (your SMTP)
  • ✗Custom domain for gallery links
Get Basic — €25
White-Label
Pro
All Basic features plus complete white-label for your brand
€50
per 30 days · unlimited jobs
  • ✓Everything in Basic
  • ✓Custom SMTP — send from your own email address
  • ✓Custom gallery domain — your domain in all links
  • ✓Reply-To routing — client replies go to you
  • ✓Full white-label — Headshot Queue invisible to clients
  • ✓Your studio name as sender on all gallery emails
Get Pro — €50

Renewing before expiry extends your current period — you never lose paid days. Already have an account? Sign in →

Common questions

Headshot software FAQ

Headshot Queue is professional headshot session management software for photographers who run corporate headshot days, team photo sessions, events, trade shows, and conventions. It automates client sign-up, shooting queue management, automatic file naming, private gallery delivery, and retouching selection — so you can focus on shooting, not admin.
No. Headshot Queue is session management software built for real photographers running live tethered sessions with a real camera. It handles the logistics — sign-up, queue, file naming, gallery delivery — not the photography itself. If you shoot headshots professionally, this is built for your workflow.
When you double-click a participant in your shooting queue, their unique file prefix (e.g. Smith_Jane_B4KX-) is copied to your clipboard instantly. Paste it into Capture One's Session Naming field before you start shooting. Every frame you capture is automatically named with that person's prefix — zero manual renaming after the shoot.
Headshot Queue is designed around Capture One's Session Naming token system, which is the industry standard for professional tethered headshot photography. It also works with any tethering software that supports clipboard-based file naming. Smart Shooter and other tools that accept pasted file prefixes work out of the box.
Nothing to install or download. Headshot Queue is entirely browser-based. The shooting queue, client sign-up forms, Photo Uploader, and all galleries run in any modern browser on Mac or Windows. Bring any laptop to your shoot and you're set up in under a minute.
Yes. The platform is built for high-volume sessions — unlimited participants per job, no storage limits. CSV import lets you pre-register attendees before the day. Bulk email delivery sends gallery links to everyone at once. Detailed shoot reports give you the data corporate clients expect. Pool Mode supports multi-station setups where multiple photographers shoot simultaneously.
Each participant gets a unique, private gallery link showing only their own headshots. There are no shared galleries, no bulk zip files, and no public links. You can add PIN protection for extra security. Clients receive their link automatically by email as soon as their photos upload — with no manual work from you.
The Pro plan gives you complete white-label control. Configure your own SMTP server so gallery emails arrive from your own email address. Set a custom domain so gallery links use your studio's URL. Your studio name and logo appear throughout every client-facing page. Your clients never see Headshot Queue anywhere in the experience.
Headshot Queue is used for corporate team headshot days, annual company photo updates, conference and trade show headshot lounges, convention badge photography, LinkedIn and staff profile photo days, and any live portrait session where you need to manage a queue of participants and deliver private galleries at scale.
There's no free trial, but you can create an account and explore the full interface before your 30-day period begins. The Basic plan at €25 covers unlimited jobs, unlimited participants, and all core features for 30 days. No automatic renewal — you only pay again when you choose to.