Organization Settings

Organization Settings is where you configure your team's identity and how shoots run. Changes apply to the whole organization and are visible to every admin.

Open Settings in the left menu. Settings has tabs: General, Security, Notifications, Headshots, Profile picture, Custom fields, and Emails (when enabled). This article covers General, Headshots and Notifications. Security is in Security Controls. Profile picture is in Creating Templates. Custom fields are in Custom Fields.

How it works

Organization information (General)

1. Open Settings.
2. Edit the Company name and URL. Both are required.
3. Upload a Company logo (image file, up to 5 MB). The logo is used on customized emails.
4. Add an Address and Phone number if you want them on record.
5. Click Save information.

Headshot settings (Headshots)

The Headshots tab has three cards: Custom output sizes, Headshot settings and Pose selection. Custom output sizes are covered in Viewing Team Headshots. Pose selection is covered in Pose Selection.

1. Toggle the settings you want.
2. Set the renewal interval or the reserve amount if you turned those on.
3. Click Save changes.

Email notifications (Notifications)

Notifications are split into two groups.

Notify admins by email

• Credits - when the balance drops under 3 credits.
• Results ready - when a member's headshots finish.
• Favorite selected - when a member picks a favorite.

Notify team members by email

• Headshots ready - emails the member when their headshots are ready. On by default. Turn it off if you want to review results before members see them.
• Automatic reminders - reminds members who have not finished their shoot.
• Favorite photos reminder - reminds members to pick a favorite after their shoot.

1. Open the Notifications tab.
2. Toggle each notification on or off.
3. Under Recipients, add up to 10 addresses for admin notifications. Leave it empty to send them to the organization owner.
4. Expand Route by team to send results-ready and favorite-selected alerts for one team to that team's own list (up to 10 addresses per team).
5. Set a CC email for reminders to copy one address on every reminder.
6. Click Save changes.

Legal update notifications

The Compliance & notifications card at the top of the Notifications tab emails chosen addresses when HeadshotPro changes a public legal document (sub-processor list, privacy policy, terms, DPA).

1. Toggle Legal update notifications on.
2. Add up to 10 addresses, one per line. The owner's address is pre-filled the first time.
3. Click Save changes.

Deleting the organization

The Danger zone card on the General tab appears only when you are the only member of the organization. Deletion is permanent and removes all organization data and settings.

If your organization has other members, there is no self-serve delete. Email support from the owner's address and ask for the deletion. Tell your members first. Removing all members one by one also deletes their headshots.

For the full steps, including how to delete your own account afterwards, see Deleting Your Organization.

Good to know

• Only admins (TeamLead role) can change organization settings.
• Company name and URL are the only required fields.
• "Delete all user data after 30 days" is off by default. Generated headshots stay in the gallery until you turn it on or remove the member. When a shoot is deleted, its selfies are deleted with it; see Compliance and Privacy.
• The reserve for admin edits is capped so a member always keeps at least 1 spendable credit. When you edit a member's photo from the admin view, you can spend the full pool.
• Credits alerts go to the billing contact of the organization (the owner by default), not to the recipients list.
• Per-team routing only affects Results ready and Favorite selected.
• To rewrite the wording of the emails members receive, see Customizing Emails.

Related

• Security Controls
• Customizing Emails
• Custom Fields
• Style Presets
• Managing Members