Managing Profile Picture Templates

After creating templates, you manage them from Admin > Profile Pictures > Templates. The page shows all your organization's templates in a grid with a live preview thumbnail, creation date, and a dropdown menu of actions for each card. A Default badge marks whichever template is currently set as the org-wide default.

How it works

Editing a template

1. Open the dropdown on a template card and select Edit template, or click the preview thumbnail directly.
2. The template editor opens with the saved settings loaded.
3. Make changes across any of the tabs (Shape, Background, Border, Outline, Logo).
4. Click Save in the top bar.
5. If the template has already been applied to members and you changed the visual settings, the Save modal shows how many profile pictures are using an older version and asks whether to re-render them.
6. Toggle Re-render outdated profile pictures on (default) and click Re-render to start those renders immediately. A progress bar tracks completion. You can close the dialog while renders continue in the background.

Setting a default template

A default template applies automatically to new members when they generate a profile picture.

1. Open the dropdown on a template card and select Set as default.
2. The template is immediately marked as default (green Default badge).
3. If any existing members are currently on a different template, a prompt appears asking whether to update them as well. Confirm to start re-renders for those members.

Only one default template can exist at a given team scope at a time. Setting a new org-wide default automatically removes the Default flag from any previous org-wide default. If no default template is set, members fall back to the built-in default: a head-and-shoulders crop with the original photo background.

Applying a template to all members

Use this to force every org member onto a specific template, regardless of which template they currently use.

1. Open the dropdown and select Apply to all members.
2. Confirm in the modal. HeadshotPro starts a render for every member who has a source photo on file.
3. A confirmation toast appears with the number of renders started.

The organization limit is 500 profile pictures per batch and 2,000 renders per 24-hour period. If either limit is exceeded, the operation is rejected.

Deleting a template

1. Open the dropdown and select Delete.
2. Confirm deletion in the modal.
3. The template is permanently removed. This action cannot be undone.

Deleting a template does not re-render existing member profile pictures that were previously rendered with it. Those images remain as-is until a new template is applied or the member regenerates their photo.

Good to know

• When you edit a template's visual settings, existing profile pictures using that template are automatically flagged for re-rendering. Members already on the latest version are not re-rendered.
• The Apply to all members action re-renders every member with a source photo, including those already on the target template. Use Edit > Save > Re-render outdated instead if you only want to catch members who are behind.
• Template re-renders are processed automatically. A progress dialog shows the current status. You can close the dialog safely; renders that started will still complete.
• You can have multiple templates and set team-scoped defaults per team. A team-scoped default only displaces other defaults that share overlapping team assignments; org-wide defaults are unaffected. Team assignment is managed via the API (teamIds field); the editor UI currently supports org-wide defaults only.
• If no default template is configured, a notice banner appears at the bottom of the templates grid as a reminder.

Related

• Creating Templates
• Member Management