How To Name Files

In order for Headshot Tools to be able to associate your images to specific shoots, the image file name must begin with the exact File Prefix provided by Headshot Tools. The file prefix and entire filename are case-sensitive! Your image capturing software can provide a file counter or any other added text you like after the file prefix.

While we say "any text you like", we recommend you only provide characters: a-z, A-Z, 0-9, underscores and hyphens. Please do not use any "spaces" and keep your file names less than 255 characters! Some downstream applications on your computer as well as your clients' computers may not work with characters and lengths outside this range.

You can get the Headshot Tools file prefix by either double-clicking on a participant in the dashboard’s queue or by navigating to the job, clicking the individual shoot, then clicking on the field titled File Prefix. Both of these options will load the file prefix into your clipboard.

Standard File Naming:

Retouched File Naming:
Using Pool Mode? See our Pool Mode file naming setup here.

Please do not attempt to guess or enter these file prefixes manually! Always copy and paste from Headshot Tools! It is absolutely crucial that file prefixes are an exact match or the system is unable to match your files.

Common Issues / Questions

• What is a file prefix?

  See our guide on file prefixes here.

• How can I remove the three digit code from the file prefix?

  These three digits are provided by Headshot Tools to help match your images to their galleries. They're also there to help you in situations where you have two people with the exact same name. You cannot remove these 3 digits from your file names.

• How do I name files if I want to include different crops or social media images?

  The same file naming rules as above apply.
  
  
  • The file name always needs to start with the File Prefix.
  • The file name always needs to end with -Retouched. when retouched.
  
  If you want to include additional crops and your original file was named:
  
       Smith_John_123-0001.jpg
  
  You can name your files with your crop name after the original file name, but before "-Retouched." Examples:
  
       Smith_John_123-0001-Retouched.jpg
       Smith_John_123-0001-Crop1-Retouched.jpg
       Smith_John_123-0001-Crop2-Retouched.jpg
       Smith_John_123-0001-Instagram-Retouched.jpg
       Smith_John_123-0001-Linkedin-Retouched.jpg
  
  

Other Questions?

If you have any other questions, please contact Support@HeadshotTools.com