Whitelisting Help
How To Whitelist Your Gallery Emails
While Headshot Tools does everything in its power to ensure your gallery emails land in your client’s inbox, some IT departments will still place your emails into spam or block them entirely. Educational institutions (.edu) can configure their email as “For Educational Use Only” and block all external incoming messages. While both situations are rare, they can happen.If you’re planning a job and you want to guarantee your email success, we recommend taking the following steps well in advance of shooting your job:
Step 1 – Test A Gallery Email With Your Client
Setup a test job in Headshot Tools and sign up your client contact as a participant using their company email address. Upload some images for them and send them a gallery. Now, make sure that your client contact receives the email and they can view the gallery.-If this was a success, it’s still a good idea to continue to the next step but at minimum you know this client’s company most likely doesn’t have any strange email or network filtering.
-If the email never made it or went to spam, you will certainly want to perform the next step.
-If the email arrived but upon opening the link to the gallery, they aren’t able to see their images, you’ll want to perform both of the below steps.
Step 2 – Ask Your Client to Whitelist Your Emails
Have your client reach out to their IT department and ask them to whitelist the Headshot Tools primary sending email:noreply@HeadshotTools.com
All gallery emails come from this email address. Whitelisting this email will allow the Headshot Tools gallery emails to bypass any unnecessary email filtering.
Step 3 – URL Defense / Network Filtering
Some IT departments have an additional layer of filtering that may need to be whitelisted as well. A popular product that does this is called “URL Defense”. You’ll know this kind of whitelisting is needed when a participant receives their email but can’t visit the link within the email. Some other side effects might be that they can load the gallery but they don’t see any images, including your gallery logo.Have your client reach out to their IT department and tell them to whitelist the website domain so they can access this website:
https://www.HeadshotTools.com
Whitelisting the HeadshotTools.com domain will allow your client’s company to access their galleries without any unnecessary traffic or image filtering.
From our experience, employees of companies that utilize this type of filtering are painfully aware of its existence, so it’s usually an easy thing to determine when speaking with a contact or from a test email.
Common Issues / Questions
What If I can't get my client to whitelist?
If you’re struggling to get your contact to perform these whitelisting steps and you’re aware of potential filtering, we recommend having participants sign up for their images with a personal email address, like a Gmail or Yahoo account.Do I have to whitelist?
Generally, No. However, if you want to guarantee the best possible success for your job and ensure your client is happy, we highly recommend it. Especially for large corporations and financial institutions who are known to have increased levels of IT security.