Collecting and processing thousands of employee photos in record time

A leading multinational corporation, which wishes to remain anonymous, faces the challenge of collecting and processing several thousand employee photos in just a few months as part of a rebranding project. The photos are primarily intended for new employee ID cards, but can also be used for other internal company purposes. To make the process as smooth as possible, the company is relying on a multi-channel capture strategy through Photo Collect: Employees receive a personal invitation via email or mail containing a QR code that allows them to upload their photos remotely using a smartphone. Alternatively, they can take their photos themselves at photo kiosks located at specific sites, such as the ID card office or the cafeteria, or have them captured at the reception desk using a mobile app. A professional photographer is also available for executives.

The collected photos are automatically processed according to company-specific guidelines, some of which align with ICAO standards for biometric photos. Photo Collect ’s solution Photo Collect consistent formats, uniform backgrounds, and optimal recognition—highly automated and with minimal manual effort. A notable milestone is the Capturing more than 20,000 photos in just one month, demonstrating the solution’s scalability.

The integrated manual quality control feature allows for a final review of all submitted photos. The user interface is optimized for validating large volumes of photos, enabling approximately 2,000 validations per hour. Various parameters can still be adjusted during manual quality control. For images that do not meet the standards, the reason for rejection is selected directly from the interface via a drop-down menu, and the employee requests a new image.

Seamless integration into ongoing operations and the onboarding process

The process has now been incorporated into the Group’s day-to-day operations. A personalized link is automatically sent to each new employee, allowing them to upload their photo. The solution is fully integrated into the onboarding process, enabling new employees to submit their photo even before their first day of work. The solution is seamlessly integrated into the group’s existing HR software. This allows the process to be initiated directly within the HR department, and the processed photos are automatically transmitted to the software for printing ID cards. This reduces manual or error-prone steps to a minimum and saves valuable time. While the cost of Capturing processing a photo with conventional systems is around 35 euros, the digital solution enables cost savings of more than a factor of 10, i.e., less than 35 cents per photo.

Another key advantage is data security. All data is processed using proprietary AI models in a Swiss-controlled, ISO 27001-certified data center. This ensures compliance and the protection of sensitive employee data at all times.

Cross-departmental collaboration

The project is being implemented in close coordination between HR, Corporate Security, and Facility Management. Thanks to a clear division of responsibilities and the use of modern technology, an efficient digital workflow is being created that not only saves time and resources but also ensures the quality and security of employee ID cards.

The result: a future-proof process that addresses complex requirements simply, quickly, and cost-effectively—a real asset for any modern business.