Create professional employee photos automatically

Would you like to keep your stock of personal photos for the internet and intranet, business cards, employee ID cards, ActiveDirectory, Exchange, Outlook or the CRM or HR system always up to date? Then a photo box could be worth considering.

The mission goal

The employees of your company have the opportunity to create and / or update their own employee photo at a fixed location or at regularly changing locations (e.g. in the casino or the company canteen or in the personnel department). It is important that this happens in the form of a self-service process and that no additional on-site staff is tied to the task. You give your staff the chance to identify themselves at any time to 100% with their personal employee photo.

The staff photos are automatically cut to the appropriate format, freed from disturbing elements in the background and optionally saved in several sizes and aspect ratios.


You position a photo box optimized for employee photos in the HR department, at the ID, at the reception or in the canteen in a quiet corner.
The space requirement is approx. 1.5m x 1m. There the employees can sit in front of the photo box, similar to a passport photo machine, and read the instructions for the necessary steps on the screen.

The screen serves as a touchscreen at the same time as an input terminal for the necessary information such as B. Personnel number, first name, last name or date of birth. Alternatively, the photo box can also be set up so that the data can be read in directly from the employee ID card. The data recorded in this way will later become part of the file name of the employee photo taken. In addition to the personal information, a disclaimer screen can also be set up with a sharing option for internal / external use of the photo.

After the employee portrait has been taken, the background of the photo can be automatically replaced with one or more backgrounds that you have specified. The head is also determined for each photo, scaled to a specified size and positioned at a specified location on the final image.

The recording will be saved in a size and aspect ratio defined by you (e.g. square for the ActiveDirectory). The file name is used to compare the captured image and the internal employee data record. We would be happy to support your internal IT department in defining the interface. 

A biometric check and a cut to a biometric ID photo are available as optional add-ons.

The image can be output in several different formats at the same time.
So you always have the right photo for Outlook, the CRM system, XING, LinkedIn, Facebook, Instagram, etc. at hand.
Of course, each file can also be "branded" with the company logo and / or the name and position of the employee can be directly on the picture.

ADVANTAGES OF AUTOMATED STAFF PHOTOGRAPHY for professional employee photos

  • automatically created professional staff photos in the highest DSLR quality and studio flash technology
  • RAW data can also be saved on request
  • optimized throughput speed if many employees have to be photographed in a short period of time
  • optional data acquisition before or during the recording sequence
  • minimized work time
  • automatic branding with your background and logo. Even the name of the employee can be automatically inserted into the picture without manual rework
  • Employee photos according to your corporate design
  • the employee photo box is significantly cheaper than a booked photographer

How does the employee get his picture?

So that not only the CRM system or the ActiveDirectory can benefit from the new images, there are three different ways for employees to get their image digitally.

  1. Enter the e-mail address at the end of the photo sequence.
    In this case, the recorded photo will be sent directly to the employee's e-mail address.
  2. Download from an online gallery
    At the end of the sequence, a code is displayed or printed out, which the employee can use to download the original recording and the different formats for the different target systems.
  3. Download from an offline gallery via QR code
    The photo box provides its own WLAN which the employee has to dial into.
    A QR code is displayed at the end of the sequence. This QR code leads to an offline gallery from which the employee can download his pictures. In contrast to the online gallery, this path only works in the immediate vicinity of the photo box.

Other possible uses

To get the most out of your investment, you have the following options:

The cost frame

The cost of purchasing a photo box optimized in this way starts at around €4,950 plus VAT and is worth it for companies with around 150 or more employees.
Of course, there is also the possibility to test the system beforehand on a rental basis for €600 + €1/employee photo plus VAT per week (max. 1 device per company).


Since the system was introduced in spring 2019, two systems have been installed in Germany and Switzerland.
Both at the WWZ AG in Switzerland as well as at the Company Haufe Lexware the system is very popular with employees.
This sample video does not show the final version of the process. But there is a good idea of how the whole thing works in practice.
Play Video

If we were able to arouse your interest in automated employee photos, call us on 09331 8021990 or send an email to