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✦ Built for real photographers with real cameras
Headshot session management
that runs while you shoot
Headshot Queue is the industry-standard session management software for photographers running corporate headshot days, trade shows, LinkedIn photo events, and convention booths. It automates client registration, shooting queue, real-time tethered file naming, private gallery delivery, and retouching — handling up to 500+ people per day with zero spreadsheets and zero manual file renaming.
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 can focus on what you do best.
Works with Capture One · Smart Shooter · Lightroom
Nothing to install
Private per-person galleries
White-label on Pro
Mac & Windows
How Headshot Queue works
QR scan to inbox.
Every step automated.
Six steps. Zero spreadsheets. Whether you're shooting 10 or 500 people, the workflow is identical.
1
Client scans the QR code
Print the sign-up QR code for reception. Each participant scans, fills their details, and joins the queue automatically. No paper, no manual entry.
2
Double-click to shoot
Your live queue shows who is waiting. Double-click a name and their unique file prefix copies to clipboard instantly. Paste into Capture One and every frame is named automatically.
3
Photos upload as you shoot
Photo Uploader watches your export folder in a browser tab. The moment Capture One exports a frame, it is detected, matched to the right client by filename, and uploaded to their private gallery live. Edited files are handled automatically too.
4
Client selects for retouching
Each client receives a private gallery link showing only their own photos. They tap their favourites. You set the selection limit. A consolidated list goes straight to your editor.
5
Retouched gallery delivered
Upload the edited files and clients are notified automatically. Every person sees only their own images. Every gallery link carries your brand. Nothing to chase, nothing to send manually.
6
Share your work — contact sheet
Generate a branded contact sheet from the job in one click, or switch to Custom Upload to drop your own images in any order. Add your logo, QR code, and copyright. Export JPEG or PNG. All rendering is in your browser — nothing uploaded to any server.
Headshot software pricing
Simple, honest plans
Basic €30 · Pro with white-label €50. No per-job fees, no participant limits. Pay once for 30 days. Compare plans →
Basic
Everything you need to run professional headshot sessions
€30
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
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 gallery emails from your own address
- ✓Custom gallery domain — your domain in every client link
- ✓Custom email copy — write your own gallery notification text
- ✓Contact Sheet — one-click branded photo grid, export JPEG/PNG
- ✓Promo Slideshow — full-screen live display for a laptop or TV at the event
- ✓Pool Mode & Queue Stations — multi-camera shoots with shared operator links, no login required
- ✓Offline Mode — the Queue keeps working through a total loss of connectivity
- ✓Reply-To routing — client replies go directly to you
- ✓Full white-label — Headshot Queue never visible to your clients
Renewing before expiry extends your current period — you never lose paid days. Already have an account? Sign in →
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. See all platform features →
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-timePhoto 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 installPrivate 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 brandedRetouching 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 proofingInstant & 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 deliveryShoot 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 visibilityJob 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 controlWhite-Label Branding (Pro)
On the Pro plan, your clients never see Headshot Queue anywhere — not the domain, not the sender address, not a logo in the corner. Your own custom domain, your own SMTP for outgoing email, your studio name throughout. Full white-label control like this — not just cosmetic branding — is rare among headshot queue platforms.
Pro planSales Report
Turn every gallery into a storefront. Sell additional retouched photos or crop packages straight from the client's private gallery — card payments land directly in your own Stripe account, or take cash on the spot and issue a redeemable coupon code in seconds. Track conversion rates, recover abandoned carts, and export outreach lists for follow-up campaigns.
Direct paymentsCustom Domain & White Label
Your studio's name is the one your clients remember — not ours. Every gallery, registration form, and booking page runs on your own domain, with emails sent from your own address. To a corporate HR team or event planner, it's simply your platform. White-label headshot software built for photographers who want the credit for their own work.
Pro — White LabelPromo Slideshow
Give the room something to watch. A full-screen, live-updating slideshow of the shots you're capturing plays on a laptop or TV right at the event — turning a headshot line into a moment people stop for. Classic or masonry grid layout, your logo and message built in, plus a scannable QR code so late arrivals can join the queue without asking.
Pro — On-site displayScheduling & Pre-Booking
Let clients pre-book a time slot before the shoot day via a public booking page. Walk-ins via QR code work simultaneously. Confirmation and 24-hour reminder emails sent automatically.
Pre-bookingPrep Hub
A guided page for clients before their session — where to go, what to wear, posing tips, and what happens after. Fully branded, with a wardrobe color palette and a shareable link, so participants show up ready instead of guessing.
Client prep, done for youJob Checklist
A step-by-step guide on every job — set up registration, customize the gallery, share the link, upload, deliver, done. Nothing to check off by hand; it tracks itself as you go, and any step can be skipped if you don't need it.
Never miss a stepPhoto Reassignment
A slow computer or a missed clipboard copy can leave a few photos uploaded to the wrong person's gallery. Move a misplaced photo to the right client directly in the app — the file is renamed to match automatically, no manual re-upload needed.
Fixes itself in one clickBuilt for the field
Bad wifi at the venue? Keep shooting.
Once a job's underway, HeadshotQueue keeps working with no connection at all — checking clients in, marking them done, registering walk-ins. Nothing to configure, nothing to worry about. It just works, and quietly catches up the moment you're back online.
Offline Mode
Your queue keeps running through a total connectivity outage — not just a short blip — and that holds true across every Pool Mode station shooting the event, not just one laptop. Every change syncs automatically the second the connection returns.
Pro planInstall as an App
A real icon on your desktop or Start menu — its own window, no browser address bar. One click on Chrome or Edge, one extra step on Safari. Works on Mac and Windows.
All plansWhy photographers choose Headshot Queue
Built differently, priced honestly
No subscription lock-in. No software to install. No hidden features behind paywalls. See real screenshots →
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.
Works in any browser — install is optional
Photo Uploader, the shooting queue, client galleries — all run in any modern browser on Mac or Windows, no download needed to get started. Want it on your desktop? Install it as its own app in a click or two.
Integrates with Capture One out of the box
File prefixes match the exact naming format Capture One's Next Capture Naming token expects — double-click, paste once at the start of the session, then every frame you shoot is named automatically and instantly. No scripts, no configuration, no proprietary plugin, and no lock-in to a specific camera brand the way some tethering-dependent platforms require.
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.
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.
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.
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 caseEvents & 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 volumeLinkedIn & 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 demandSchool & 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 workflowConventions & 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 scaleRecurring 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 setupMade in Italy
by PortraitDesk
GDPR Compliant
EU data protection
UK GDPR Compliant
DPA 2018 & DUAA
US Privacy Ready
CCPA & state laws
SSL Secured
HTTPS everywhere
Stripe Payments
PCI DSS compliant
Private by Design
Per-person galleries
Real Cameras Only
Not an AI tool
Common questions
Headshot software FAQ
Common questions about Headshot Queue. Learn more about the product →
Headshot Queue is professional headshot session management software for photographers who run corporate headshot days, team photo sessions, events, trade shows, and conventions. See our <a href="https://headshotqueue.com/use-cases" style="color:var(--teal-link)">full list of use cases</a>. 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 Next Capture 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 Next Capture 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 — plus the Promo Slideshow and cash payment options described below.
Yes. The Promo Slideshow feature runs a full-screen, live-updating display of the photos you're capturing on any laptop or TV at the event — reading directly from your computer, so there's no upload delay. Choose classic single-photo or masonry grid layout, add your logo and a custom message, and include a scannable registration QR code so late arrivals can join the queue on the spot. Available on the Pro plan.
Yes, on either plan. The Sales Report supports card payments straight to your own connected Stripe account, or you can record a cash payment directly and generate a redeemable coupon code for the client — useful for corporate clients who prefer invoicing or paying in person rather than entering a card online.
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 — access starts as soon as you purchase a plan. The Basic plan at €30 covers unlimited jobs, unlimited participants, and all core features for a full 30 days, so you can put it through a real event before deciding whether to continue. No subscription, no automatic renewal — you only pay again when you choose to.
Ready to run your first headshot session?
Basic €30 / 30 days · Pro with white-label €50 / 30 days.