Efficiently collect uniform portrait photos of many people

However, when it comes to hundreds or thousands of people, traditional methods quickly reach their limits. Photo shoots are expensive and difficult to scale in terms of organization, while open photo submissions lead to inconsistent results and a high level of manual effort.

How do you collect portrait photos of hundreds of employees without a photo shoot?

For large companies, a digital, scalable self-service approach is much more practical than traditional photo shoots. Employees should be able to upload their own portrait photos, while the company still retains control over style, format, and quality. Read more about this here.

With Photo Collect , employees receive a personalized upload link via email or text message. Using this link, they can take or upload their portrait photo directly with their smartphone or computer—without installing an app and without any technical effort. The process is intuitive, fast, and works regardless of location. However, alternative methods are also available, such as a photo booth.

Consistency through clear guidelines and automatic processing

The key advantage of a structured system lies in automation. During the upload process, Photo Collect checks basic quality criteria such as image sharpness, face recognition, image cropping, and exposure. Unsuitable portrait photos are identified early on and are not added to the inventory.

Automatic image processing then ensures that all portrait photos are processed uniformly. The images are cropped correctly, centered, and converted to a defined target format. Optionally, the background can be standardized or replaced with a neutral background to create a consistent portrait style—even if the photos were taken in different locations.

How do you maintain quality control when taking lots of portrait photos?

Quality control must not become a bottleneck, especially when large numbers of people are involved. Photo Collect both a fully automated process and supplementary manual approval by defined roles.

If a portrait photo is rejected, the person concerned automatically receives feedback and can upload a new photo. HR or communications do not have to follow up manually, which keeps the process manageable even with a large number of employees.

Centralized management and easy reuse

All portrait photos are managed centrally and, once completed, are available for export or integration into existing systems. Whether for access systems, intranet, HR software, or organizational charts—the images are uniformly structured, ready for immediate use, and, if desired, automatically checked for compliance with ICAO standards.

After exporting, the photos are automatically deleted, which also completes the process cleanly from a data protection perspective.

Is collecting portrait photos possible in a way that complies with data protection regulations?

Portrait photos are personal data and require responsible handling. Photo Collect all images exclusively in Switzerland, uses its own AI models, and follows clearly defined deletion and access rules. Companies retain control over their data at all times and can easily adapt the process to internal guidelines and regulatory requirements.

For which companies is this approach suitable?

This approach is particularly suitable for:

• Large companies with multiple locations
• Organizations with many new members
• HR and communications departments with high coordination requirements

Have we piqued your interest? We would be happy to advise you on your specific application, with no obligation.

Uniform portrait photos can be organized in a scalable manner

For companies that need uniform portrait photos of many people, manual processes are not sustainable in the long term. Photo Collect establish a clearly structured, digital process that is scalable, consistent, and compliant with data protection regulations.

This results in professional portrait photos that match each other—regardless of number, location, or shooting location—and a process that is efficient for both employees and companies.

​