Finding a Day for Team Headshots Is Hard. We just made it a little bit easier.
Finding a Headshot Day that works for the whole team can be one of the biggest headaches of booking team headshots.
But hey, now there’s an app for that — our new HEADSHOT DAY FINDER!
As a headshot photographer who works with companies and teams, I’ve seen the same thing happen over and over.
Everyone agrees it’s time for new headshots. Great!
Then someone has to figure out when to do them.
Executives are traveling. People are in meetings. Some employees are only in the office certain days. Someone has a client appointment. Someone else is working remotely on Tuesdays.
And one unfortunate person gets stuck trying to find the magical day when everybody can make it.
Here’s the good news:
They don’t all have to be available at the same time.
We make finding a headshot day EASY:
Connect your team’s Google Calendars — or enter availability manually.
With Google Calendar connected, Headshot Day Finder reads each participant’s free/busy availability and looks for the best headshot-day windows across the team.
It doesn’t look for one big block when everyone is free at the same time.
Instead, it looks for a photography window where each person has enough open time somewhere inside that window to step away for their individual headshot.
With Google Calendar connected, Headshot Day Finder reads each participant’s free/busy availability directly from their connected Google Calendar and looks for the best headshot-day windows across the team. Team members do not have to manually enter their availability when they connect their Google Calendar, and coordinators do not have to manually compare everyone’s calendars to figure out which headshot-day windows will work. Headshot Day Finder does the work of comparing calendars and making sure each person has enough open time somewhere within the photography window for their individual headshot.
The app then gives you the best available window options. If you want, you can send those finalist dates and times to your team for a quick vote. Headshot Day Finder collects the responses and shows you the top choices, making it easier to narrow down and decide on the final Headshot Day.
Don’t want to connect your Google calendar? That’s fine too. You can enter availability manually.
What does Headshot Day Finder see?
The calendar connection is used to check free/busy availability. Headshot Day Finder doesn’t need the details of your meetings to determine whether you’re available for a headshot.
Headshot Day Isn’t a Meeting
There are plenty of great scheduling tools designed to find a time when everyone can meet.
But Headshot Day is different.
For a meeting, everyone needs to be available at the same time.
For headshots, we just need to find a photography window where each person has a little opening somewhere inside it.
One person might be available earlier in the window. Someone else might need to come later. Another person may have only a small opening between meetings.
That’s okay.
They don’t need to overlap. They just need to fit.
And that’s the scheduling problem traditional meeting tools don’t really solve.
That’s Why We Built the Headshot Day Finder
After watching companies struggle with this over and over, we built the Headshot Day Finder specifically for scheduling team headshots.
Instead of asking:
“When is everybody free?”
It helps answer the much more useful question:
“Which day gives everyone enough availability to get their headshot taken?”
You choose the dates you’re considering. Your team adds their availability. The Headshot Day Finder looks for the best windows where everyone can fit into the time needed for your team’s Headshot Day.
That means your employees can keep working, taking meetings, seeing clients and doing everything else they need to do.
They simply step away for their headshot when it’s their turn and then get back to their day.
Everyone doesn’t have to be free at the same time. Everyone just needs to fit into Headshot Day.
We Made It for Our Clients — But You Don’t Have to Be Our Client
We originally created the Headshot Day Finder because this was a real scheduling problem we kept seeing with our own company headshot clients.
But there was no reason to keep the solution to ourselves.
So we made it available for anyone planning a team headshot day — whether you ultimately hire Headshot Pros AZ or another photographer.
It’s a genuinely free planning tool. You can use it to find your day and move on with your life.
Of course, if you’re in the Phoenix area and would like us to photograph your team once you find that perfect day, we’d love to talk.
FAQs: A Few Questions About the Headshot Day Finder
Is the Headshot Day Finder really free?
Yes. There’s no charge to use it, and you don’t have to book Headshot Pros AZ, or even be in Arizona.
Do I have to join an email list?
No. Using the Headshot Day Finder does not put you or your team on a marketing or long-term nurture list.
Can it connect to Google Calendar?
Yes. Headshot Day Finder can connect to Google Calendar and use your team’s free/busy availability to look for potential headshot-day windows. It does not need everyone to be free at the same time — it looks for the individual openings each person has during the day.
Do you get access to my Google Calendar?
No. When you connect your team’s Google Calendars, Headshot Day Finder accesses your team’s free/busy availability to find blocks of time that could work for your headshot day. It looks for open time on each person’s calendar. Your team does not all need to be available at the same time for the full block. The app doesn’t need the details of your appointments to find those openings.
Does everyone have to be free at the same time?
No. Headshot day isn’t a meeting. Your whole team does not need one shared block of availability. Each person only needs enough open time somewhere within the photography window to step away for their individual headshot.
Does everyone have to enter their availability manually?
No. If your team uses Google Calendar, Headshot Day Finder can use free/busy availability from connected calendars. You can also enter availability manually, which is useful for people who do not use Google Calendar or prefer not to connect one.
What does Headshot Day Finder actually find?
It looks for a photography window that is long enough for your team and gives each participant an individual opening for their headshot. Instead of asking, “When is everyone free at the same time?” it asks, “Which day gives everyone enough time to get photographed without disrupting the workday?”
What happens to my team’s information?
The information your team enters is there to make your Headshot Day Finder work. We don’t sell it, share it, farm it for marketing, or use your employee information to market to them.
Does using the tool send my information to Headshot Pros AZ as a sales lead?
No. Simply creating and using a Headshot Day Finder isn’t a request for a quote or a sales inquiry. If you decide you’d like to talk to us about photographing your team, you can choose to contact us.
Can I delete my Headshot Day Finder when we’re finished?
Yes. Once you’ve found your day and no longer need it, you can delete it. But find your day first. Once you delete it, it’s gone.
Ready to Find Your Headshot Day?
Skip the giant email chain back and forth in your office. Skip trying to find the one magical moment when everybody’s calendar is empty.
Headshot Day isn’t a meeting.
Find the window where everyone fits — and get Headshot Day on the calendar.
→ Try the Free Headshot Day Finder
Keep Planning Your Team Headshots
Once you have a day in mind, you can also explore our Company Headshot Planning Tool for help planning your session, and check out our article on Planning Corporate Headshots to see what you need to do for a successful Headshot Day. And be sure to browse our Free Headshot Planning Tools for more resources.
But if you’d rather have help navigating headshot day in the Phoenix Metro area, see how Headshot Pros AZ can help you plan team headshots from start to finish.
Cari Hall is a professional headshot photographer based in Phoenix, Arizona. Since 2014, she has specialized in corporate headshots, LinkedIn headshots, and personal branding photos that help professionals and companies stand out with confidence. Drawing on more than a decade of experience — and a background in advertising and marketing — Cari brings both technical expertise and brand strategy insight to every session. She is known for creating a stress-free experience, helping even the most camera-shy clients feel comfortable, confident, and authentically themselves.
