Organization Settings

Organization Settings is the central place to configure your team's identity and operational preferences. Changes here apply across the entire organization and are visible to all admins.

Navigate to Settings in the left sidebar of the admin panel to access these options. Settings is split across tabs: General, Security, Notifications, Headshots, Profile picture, Custom fields, and Emails (when enabled). This article covers the General, Headshots, and Notifications tabs. The Custom fields tab is covered separately — see Custom Fields.

How it works

Organization data

1. Go to Admin > Settings.
2. Edit the Company name and URL fields — both are required.
3. Optionally upload a Company logo (image files up to 5 MB).
4. Add optional contact details: Address and Phone number.
5. Click Save information to apply changes.

Headshot preferences

The Headshot settings card controls how headshots are produced and managed for your team:

1. Toggle the desired settings.
2. If enabling headshot renewal, set the renewal interval in months (1–60).
3. If enabling admin credit reserve, set the number of credits to reserve per member (1–15). The default is 4.
4. Click Save changes.

Email notifications

Configure which admin notifications fire and where they are sent. To rewrite the content of the emails your team members receive — invites, reminders, shoot-ready notifications — see Customizing Emails (Enterprise).

1. Open the Notifications tab.
2. Toggle individual notifications on or off:
   • Credits — alerts when the credit balance drops below 3.
   • Results ready — fires when a member's headshots finish generating.
   • Favorite selected — fires when a member picks their favorite photo.
   • Automatic reminders — sends reminders to members who have not completed their shoot.
   • Favorite photos reminder — prompts members to pick favorites after their shoot completes.
3. Under Recipients, type an email address and press Enter (or comma) to add it. Add up to 10 addresses. Leave empty to send to the organization owner.
4. Optionally, expand Route by team to assign a separate recipient list to individual teams. Enable the toggle for a team, then add up to 10 addresses for that team. When a team override is active, results-ready and favorite-selected alerts for that team's members route to the team's list instead of the org-level list.
5. Set a CC email for reminders to copy an additional address on all reminder emails.
6. Click Save changes.

Legal update notifications

The Compliance & notifications card sits at the top of the Notifications tab. It controls who receives an email when HeadshotPro updates any public legal document — sub-processor list, privacy policy, terms of service, or DPA.

1. Open the Notifications tab.
2. Find the Compliance & notifications section.
3. Toggle Legal update notifications on.
4. Add the email addresses that should receive legal-change notices — one address per line. When you first enable the toggle, HeadshotPro pre-fills the organization owner's address as a starting point.
5. Click Save changes.

To disable notices, toggle Legal update notifications off and save. The recipient list is preserved so you can re-enable without re-entering addresses.

Deleting the organization

The Danger Zone card appears only when you are the sole member of the organization. Deletion is permanent and removes all organization data and settings.

1. Ensure no other members remain in the organization.
2. Click Delete Organization in the Danger Zone card.
3. Confirm the action in the dialog.

Your account reverts to a standard user account after deletion.

Good to know

• Only users with the TeamLead role can modify organization settings.
• The company name and website URL are the only required fields; all other organization data fields are optional.
• Logo files must be images and cannot exceed 5 MB.
• Enabling "Delete all user data after 30 days" is irreversible for data that falls within the window — confirm this decision with your team before enabling.
• The headshot renewal setting does not consume credits at invite time; credits are only deducted when a member uploads their photos.
• Organization deletion is blocked if more than one user is associated with the organization. Contact support in that case.
• The Recipients list accepts up to 10 email addresses at the org level. Each team override also accepts up to 10.
• Credits alerts always go to the organization owner regardless of the recipients list or team overrides — they are a billing event, not a per-member event.
• Per-team routing only affects Results ready and Favorite selected alerts. When a team's override is enabled with at least one address, those events for that team's members route exclusively to the team's list.
• When admin credit reserve is on, members see and can spend only the credits remaining after the reserve is subtracted. You retain access to the full pool when editing member photos from the admin view. The reserve applies automatically to all existing members — no action is needed after enabling.
• The reserve is capped so members always retain at least 1 spendable credit. For example, if a member has only 2 credits, a reserve of 4 is treated as 1. When viewing a member's results as admin, an indicator shows how many reserve credits remain.
• Legal update notifications are off by default. The organization owner's email is added automatically the first time you enable the toggle — edit the list before saving if you want different recipients.
• The recipient list for legal update notifications supports up to 10 addresses. If you enable the toggle but leave the list empty, HeadshotPro will display a warning and will not be able to notify anyone when a legal document changes.
• Legal update notifications are scoped to the organization. Any TeamLead in the org can update the toggle and recipient list.

Related

• Security Controls
• SSO Setup
• Member Management
• Customizing Emails
• Custom Fields
• Style Presets