Find a Headshot Day That Works for Your Team

You’ve decided your team needs new headshots.

Finding the day that works for everyone can be the hardest part.
Let us make it easier.

Find a workable Headshot Day—even when your team never has one time when everyone is free.

Now you have to find a day when everybody can actually get photographed, without shutting down the office, disrupting meetings, or starting a 47-email scheduling thread.

Here’s the GOOD NEWS! Your whole team doesn’t need to be free at the same time.

Each person only needs a small opening in their schedule for their own session during the time the photographer is on site.

That’s what the Headshot Day Finder looks for.

The Headshot Day Finder helps you find the best window for company headshots by looking for times when each person has a short opening in their workday: enough time to step in, get photographed, and get back to work.

Connect calendars or let your team mark their availability. We’ll help you find the Headshot Day windows that work best for your team.

What makes Headshot Day Finder different than a meeting finder?

Most scheduling tools are designed for meetings: you’re looking for a block of time when everyone who needs to attend can be there at the same time.

Headshot Day works differently.

Your whole team doesn’t need to be free for the entire photography window. Each person just needs a short opening for their own headshot while the photographer is on site.

That’s what the Headshot Day Finder is designed to find.

You can connect up to 30 Google calendars, enter availability manually, or use a combination of both. Add calendars yourself or send your team a link so participants can connect their own calendar or provide their availability.

You can also identify key people who need to be there and other participants you’d simply like to accommodate.

The Headshot Day Finder then compares everyone’s availability and looks for compact photography windows where key people — and as many other participants as possible — each have enough time for a short individual headshot session, even if there is never a time when the entire team is free at once.

Once it finds the strongest options, you can choose your Headshot Day immediately or send the team a poll with up to five finalist dates. Participants rank the options, with responses from key people given additional weight so their availability matters more in the final results.

Then you can see the strongest choice and select your official Headshot Day and time.

The Headshot Day Finder is a free scheduling tool designed specifically for company and team headshots.

Here’s the step-by-step peek inside our Headshot Day Finder:

Step 1. Choose possible days and times
When you set up the Headshot Day Finder, you’ll tell us the date range when Headshot Day should happen.

Step 2. Invite your team
People can connect their calendar or simply mark when they’re available.

Step 3. Find the best availability
The Headshot Day Finder looks for compact headshot day windows where the most people can fit a short individual session into their day.

Step 4. Poll the team
Select your favorite day from the best options or choose up to five of the strongest options and send your team a poll to help determine which day works best.

What the participants see:

Step 5. Choose your date
Review the results and select the Headshot Day that works best for your company.

Keep your team working. Fit the headshots into the workday.

Use Calendars — or Don’t

This tool makes it easy to find availability with your team’s google calendars. It will search for busy/available and find options where each participant has an open time during the block. But, you don’t have to connect a Google Calendar to use the Headshot Day Finder. And if some want to connect a calendar and some don’t, that works too.

Your team can:

Connect their calendar and let the tool check when they’re busy, or simply choose the days and times that work for them.

That makes the tool useful whether your company uses Google Calendar, uses several different calendar systems, or would rather not connect calendars at all.

Works for companies across U.S. time zones, not just in Arizona.

Built for Privacy

If a participant connects a Google Calendar, Headshot Day Finder reads only free/busy availability. It does not read calendar event titles, descriptions, attendees, or other personal or business details.

An email address is used to create and manage a project—not to add anyone to a mailing list. Organizer and participant email addresses are not shared with Headshot Pros AZ or anyone else.

The organizer can delete the project at any time. Otherwise, the project and its stored data are automatically deleted 12 months after the selected Headshot Day.

Headshot Day Finder is free because Headshot Pros AZ wants to make it easier to schedule a Headshot Day for your team wherever you are—not to build our mailing list.

Planning Headshots in Phoenix?

Use Headshot Day Finder anywhere. Phoenix-area teams also have the option to check Headshot Pros AZ’s regular photography availability while they plan.

If you’re planning a company Headshot Day in the Phoenix Metro area, the Day Finder can also check Headshot Pros AZ’s regular availability for on-site team headshot photography while it looks for possible dates.

Need an evening, weekend, or unusual time?
Don’t rule it out just because it doesn’t appear in our regular availability. Find the date that works best for your team, then contact us. We can often be flexible outside normal business hours.

Made for Real Company Headshot Days

The Headshot Day Finder works especially well when:

• You’re photographing a small or midsize team during the workday.
• Employees have meetings and responsibilities that make scheduling difficult.
• You have several possible dates and want to know which one works best.
• Everyone only needs a short individual headshot appointment.
• Your team works hybrid schedules or isn’t in the office every day.
• You’re tired of collecting availability through email, spreadsheets, or group chats.
• You need a scheduling tool even if Headshot Pros AZ will not be your photographer.

What the Headshot Day Finder tool can do:

• Connect up to 30 Google calendars. Additional participants can submit their availability manually or simply vote on the finalist dates.
• Identify key people who need to be available and other participants you’d like to accommodate.
• Compare connected calendars and manually submitted availability to find compact Headshot Day windows where key people — and as many other participants as possible — each have time for a short headshot session.
• Poll your team on the strongest options. Participants can rank the finalist dates, with responses from key people given additional weight when calculating the best choice.
• Check Headshot Pros AZ’s regular availability automatically when you’re planning a Headshot Day in the Phoenix Metro area.

FAQs About Finding A Headshot Day for Your Team

Does everyone need to be available at the same time?
No. That’s the point. Each person only needs enough availability for their own short headshot session during the overall photography window.

Does everyone have to connect a calendar?
No. Participants can connect a Google Calendar or simply indicate when they’re available.

Can I use this if Headshot Pros AZ isn’t my photographer?
Yes. The Headshot Day Finder is a free scheduling tool you can use to help coordinate your team’s Headshot Day, even if you’re working with another photographer.

Can I use it outside Arizona?
Yes. The Day Finder can be used to coordinate a team in other locations as well. Phoenix-area organizers have the additional option of checking Headshot Pros AZ availability.

What if evenings or weekends work best?
If you’re working with Headshot Pros AZ, contact us directly about those times rather than relying only on our standard calendar availability. We can often be flexible outside normal business hours.

How long does each person need?
You choose the expected appointment length when setting up your Headshot Day. The Day Finder uses that session length when looking for possible windows in each person’s schedule.

What information can the tool see from a Google Calendar?
If a participant chooses to connect a Google Calendar, the tool reads only free/busy availability needed to identify possible headshot windows. It does not read event names, descriptions, guest lists, or other calendar details.

What happens to our information after Headshot Day?
You can delete your project whenever you want. If you do not, the project and its stored data are automatically deleted 12 months after the Headshot Day date you selected.

Stop Trying to Find a Time When Everyone Is Free

Find a Headshot Day when everyone has enough time to get photographed.