Consistent Team Headshots for Your Small Business Website, Without a Photographer

Ask for consent first, in writing

• Every person decides whether their photo is uploaded and published. Send a short message explaining that photos will be processed by an AI tool and will appear on the website. Keep the replies.
• Only upload photos of people who agreed. Do not use a photo of a former employee or a freelancer unless you have their permission to keep using their image.
• Let people say no, or use their own photo, without any pressure.

Ask staff for photos that work

Send the same short brief to everyone:

• A recent photo of you, from the chest up, facing the camera.
• Daylight from a window in front of you, no flash, nothing strongly coloured behind you.
• Phone held at eye level, ideally with the timer, with the rear camera.
• Plain top, no big logos. Glasses are fine if the lenses are clear and there is no glare.
• Hats and sunglasses off. No group photos, no heavy filters.
• Send it as the original file, not a screenshot or a photo of a photo.

Pick one style for everyone

The tool offers four background styles: Professional, Corporate, Clean and Gradient. Run one test person in each style, then choose one style for the whole team. We tried 4 styles on 2 people: all 8 results had a plain-colour background with no studio lights or stands, and the clothing was changed to a suit jacket. Check every result against the real person. Mixing styles is the quickest way to bring back the uneven look.

Step by step: make the team set

1. Create a shared folder with the original photos

   Name files with the person's name.

2. Test with one person

   Open AI headshot, sign in, upload one photo, choose a style and look at the price before you run it.

3. Check the result

   Compare it with the original at 100 percent: eyes, nose, hairline, glasses, skin, clothing and jewellery. If it does not look like the person, do not use it.

4. Fix the style for the whole team

   Use the same background style for every person.

5. Run the rest of the team

   Do the people one by one, each with its own run. A run that fails gives the held credits back by itself, and a run still being confirmed can keep them held until that check ends.

6. Check the shape

   Results come back in the shape closest to the photo (square, 3:4, 4:3, 9:16 or 16:9). If the team page needs the same shape for everybody, ask staff for the same framing from the start, or crop afterwards in your website editor.

7. Let each person approve their own photo

   Send each person the result. If they don't like it, use their original photo or a new photo.

8. Save each team member's headshot within 24 hours

   Results are kept for 24 hours, so save them to your folder. The Privacy Notice says results are fully deleted from storage within 7 days.

Keep it honest on the website

• Add a line such as "Team photos edited with AI" on the team page or in the footer. It is simpler than answering questions later.
• Don't use headshots to make people look younger, slimmer or different from how clients will meet them.
• Update the photo when a person changes their hair, grows a beard or starts wearing glasses.

When not to use AI headshots for your team

• Official documents. Never use an AI headshot for a passport, ID or visa. See rejected passport photos.
• Roles where being recognised matters. A doctor, a real-estate agent or a teacher whom customers meet in person should use a photo that looks like them today.
• Group shots. The tool handles one person per photo.
• Strong consistency of lighting and angles. The results look similar in background but not identical in lighting and angle. For a legal or medical practice with strict brand rules, hire a photographer once a year.

Frequently asked questions