A practical studio workflow
School Staff Headshot Delivery: Separate Names from Public Access
Keep the staff roster and image mapping accurate, and limit distribution to the intended recipients.
Start here
The practical answer
Keep the staff roster and image mapping accurate, and limit distribution to the intended recipients. The gallery's audience should be agreed with the institution.
A school commissions portraits for staff badges and its website. Not every portrait necessarily has approval for public publication.
Put it into practice
A three-step working sequence
- 01
Confirm the roster and naming convention
Write the requirement down before sending the files. Use the project identifiers in the record below.
- 02
Collect the authorized final selection
Use the real recipient or receiving environment for this check. Record the result against the current version.
- 03
Deliver website-ready files only for approved public use
Keep the result with the project handoff. Resolve any mismatch before treating this step as complete.
Worked handoff
A concrete example
Use the institution's internal reference to map portraits, then provide a separate approved public filename list for the website team. Do not include private roster notes in the delivered public-facing filenames.
Keep the record
Your project worksheet
Staff reference, selected image, badge output, website permission, receiving contact.
Use these fields to record your own project. The blank worksheet includes the three steps above, room for results, an owner and a date. It is an editorial template, not an automatic export from the product.
Download the CSV worksheet ↓Product fit
Where clientgallery.io fits
Use ClientGallery for the viewing and selection handoff, then deliver the approved files with clear instructions. A shared link does not replace consent, a print-order system or an organization’s publication process. Keep sensitive roster information out of public titles.
Product reference: the existing clientgallery.io workflow guide. The scenarios and worksheets on this page are illustrative editorial examples, not customer testimonials.
Make the next step concrete
Test it with one real project.
Check the client handoff, then choose the plan that matches the work you need to deliver.