Upload Troubleshooting

Are you trying to get images of your participants into Headshot Tools but they’re not showing up within a Participant’s gallery? If so, this guide is for you! Walk through each of these steps and you’ll be up and running fast!

Test 1 – Incorrect Setup

We know you probably already watched our setup videos and you’re confident you didn’t miss a step. However, from our experience in supporting photographers who have this issue, nearly every instance was caused by a photographer skipping a step in our videos.

The absolute quickest solution is to re-watch the videos below, beginning to end, without fast-forwarding. Follow every step exactly as the videos say and do nothing else. When complete, you likely won’t need any other test steps of this guide!

The below test steps are ultimately all addressed in the above videos, but we’ve specifically called out the items that people skip over in the best order for solving the issue.

Test 2 – Page Needs A Refresh

You may have to refresh any pages you’re using to check for images. For example, most pages within the Headshot Tools admin console do not automatically refresh. Give your page a refresh and check again for images.

Test 3 – Forgetting To Export Jpegs

Your tethering software like Capture One -or- Lightroom + Smart Shooter does not export or upload any images to Headshot Tools automatically. You need to export images as jpegs and upload them using our Auto Upload Utility.

See our “Setting Up A Test Job” page/video for how to export and upload images. This step is important because it allows you to cull out unflattering images and convert your RAW images to jpegs for eventual upload to Headshot Tools. After exporting, you can launch the Auto Upload Utility and your images will upload!

Please note that the Auto Upload Utility is only compatible with .jpg, .jpeg and .png files. Any other file types will be skipped by the utility.

Test 4 – Auto Upload Utility Is Not Running

Your tethering software like Capture One -or- Lightroom + Smart Shooter does not upload any images to Headshot Tools. You need to launch the Auto Upload Utility found within your Headshot Tools job to upload images.

This utility will watch the folder where your jpeg images are exported and upload them automatically to Headshot Tools as you shoot. You can optionally upload images later if you don’t want to upload as you shoot.

You need to keep the auto upload utility tab open for it to continually scan for new images to upload!

See our “Setting Up A Test Job” page/video for how to upload images. More information about uploading can also be found on our dedicated “How To Upload Files” help page.

Test 5 – Selecting The Incorrect Upload Folder

You may have your Auto Upload Utility running and pointed to a folder but you’re not seeing any images upload. A very common issue here is you simply selected the incorrect folder. You want to pick the folder where your exported jpeg images are. This is commonly:


A good test to try is navigate to the folder mentioned above with Mac’s Finder or Windows Explorer and confirm you see jpeg images within it. If you’re not seeing the “Headshot Tools” folder or the folder is empty, this means that you’re not exporting images. Go back to Test 3 – Forgetting To Export Jpegs above to correct this.

If you’re seeing jpeg images within this folder, try refreshing the Auto Upload Utility page and selecting this folder again. Now that you know exactly where it is, you have a better chance of selecting it correctly.

Test 6 – Incorrectly Named Jpegs

For your images to be uploaded into Headshot Tools, they need to be named correctly. Your jpeg image file names should look something like this:

Smith_John_123-0001.jpg

When setup per our setup videos, your tethering software will perform this file naming automatically for you. You can confirm images are named correctly by navigating to a participant’s shoot detail page and confirming that the value in the “File Prefix” field is found at the beginning of all their filenames. For example:

File Prefix: Smith_John_123-

File Names:

If your images do not look something like this, it means you skipped an integral step in setting up your tethering software. Please go back to the Test 1 – Incorrect Setup step above and rewatch the setup videos. You likely either have a mismatch in your tethering setup or export setup steps.

You can find more information about file naming here.

Test 7 – Uploading Into The Incorrect Job

If you're seeing images uploading but still not seeing them in Headshot Tools, it's likely that you’re uploading images into the incorrect job. (Assigning a different logo image for each job might help in identifying which job is which.)

To fix this, first close all open Auto Upload Utility tabs in your browser. Now navigate to specifically the job you want to upload to in the Headshot Tools admin console.

In the top right corner of the Job Detail page (the one with the big QR code on it), click the upload cloud icon. This will launch the Auto Upload Utility for specifically this job. Now select your folder where your jpegs exist and you should see images upload. Go check a participant's gallery for images. If a gallery is already open, refresh the page.

Test 8 – Incompatible Web Browser

If upon clicking the “Select Images Folder…” you receive a message letting you know your browser is incompatible, this means you need to use a different web browser like Google Chrome or Microsoft Edge.

Test 9 – Clicking “Select Images Folder…” Doesn’t Work

If upon clicking the “Select Images Folder…” of the Auto Upload Utility you simply see a spinning wheel and nothing ever happens, it’s likely your permissions for your browser are not allowing "full disk access".

You can confirm this is the case by trying to upload a file via any other website like Gmail or print a document to PDF. (Please note, you have to pick a file via a file browser – no clicking and dragging). If some other website performs the same way, you’ll know you need to enable "full disk access" for your browser.

Still Having Issues?

If you’ve tried the above steps and you’re still not having success, please contact Support@HeadshotTools.com with the symptoms and screenshots of:

• Your Tethering Settings
• Your Export Settings
• The Auto Upload Utility
• The filenames of the jpeg images you’re trying to upload