Headshot queue software,
explained plainly
What it is, what it replaces, and where Headshot Queue fits — for anyone comparing this category of tool before choosing one.
Headshot queue software runs the logistics around a live, in-person headshot session — who's next, matching each photo to the right person as you shoot, and getting each person their own gallery. Headshot Queue does this through four connected pieces: QR or CSV registration, a live shooting queue, automatic tethered file naming with Capture One or Smart Shooter, and automatic private gallery delivery, with retouching selection and white-label branding available on top.
The four parts of the workflow
Each piece solves a specific point of friction in running a live headshot session — together they remove the manual work between someone showing up and receiving their finished photos.
Registration
People join the queue by scanning a QR code and filling in their name, or a photographer pre-loads a full participant list from a CSV export of an HR roster. Both feed the same queue, and both can run alongside pre-booked appointment slots for people who want a fixed time rather than a walk-up spot.
The live queue
Everyone waiting shows up on one screen, in order. Double-click a name to activate them — that's the entire interaction needed to move from "waiting" to "being shot," with no separate check-in step or clipboard involved.
Tethered file naming
The moment someone is activated in the queue, their unique file-name prefix copies to the clipboard. Paste it into Capture One's Next Capture Naming field once, and every frame shot from that point carries that person's name automatically — no manual renaming after the session, no matching photos to people from memory afterward. See the full step-by-step →
Gallery delivery
As soon as photos upload, each person's private gallery goes live and they're emailed a link automatically — nothing to sort or send by hand. They can select favorites for retouching directly from that gallery, and receive the finished files the same way once retouching is done.
What this actually replaces
Before software built for this specific workflow existed, photographers assembled their own version out of general-purpose tools. This is what that usually looked like.
The same workflow, different settings
The four-part workflow above doesn't change — only the venue and the volume do.
Corporate Headshot Days
One company, scheduled employee sessions, delivered for the internal directory and LinkedIn.
Conferences & Trade Shows
Walk-up traffic at a booth or lounge, often with multiple photographers shooting at once.
Every Other Use Case
Conventions, university portraits, recurring studio sessions, and more.
Common questions
Run your next session on it.
Core tools from €30 / 30 days. White-label Pro from €50.