External Scheduling Help

External Software Scheduling Help

While Headshot Tools natively contains a scheduling module, you can still utilize external scheduling software you already own and know. Use the below steps to apply this workflow!


Step 1 – Set Up Your Scheduling Software

Whether you use 17Hats, Acuity, or any other scheduling software, the process you choose here is up to you. Set up your time slots or block scheduling per your requirements and let your participants schedule their own appointments. While Headshot Tools doesn’t provide support for setting up these external applications, it’s a common community conversation within our Facebook Group. Join today to see what settings people are using and how they are setting up their scheduling software!

Once you have this set up, let your participants schedule. When complete, move on to the next step!


Step 2 – Export Your Scheduled Participants

Now export a CSV file of your scheduled participants from your scheduling software. It is important to note that you do not need an export of their appointments! Only the participants.

Headshot Tools requires 3 pieces of information from your participants:
  • First Name
  • Last Name
  • Email
If you use 17Hats or Acuity scheduling then there is nothing to modify within your CSV file! Both the 17Hats and Acuity CSV exports are already set up perfectly for eventual import into Headshot Tools. See the next step for importing instructions.


Step 3 – Import Your Participants Into Headshot Tools

You can now import the CSV file from the prior step into Headshot Tools via the CSV Import feature. You can see all the details about the Headshot Tools CSV Import here but the steps to import are simply:
  1. Navigate to the job you want to import into.
  2. Click the three vertical dots icon in the “Shoots” panel.
  3. Click  “Import CSV”.
It’s our recommendation you perform the export and import of participants after you’ve closed scheduling or as close to your job start time as possible, however, you can re-import as many times as you like! The Headshot Tools CSV import is intelligent and will not import exact duplicate participants on any subsequent imports. This will allow you to refresh your job with only new participants as compared to your prior import(s).


That’s it! Now when your participants arrive, they’ll already be loaded within your Shooting Dashboard, ready for you to double-click! The Headshot Tools sign up form will always continue to work even in this configuration. So, if you have a walk-up or unscheduled participant, you can still have them sign up with the normal QR code or sign up form link.


Other Questions?

Please Note: Headshot Tools support is unable to assist with setup of external scheduling software. If you have questions about how to use your scheduling software, please contact the scheduling software's support desk.

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